chapter 3 hris planning

Chapter 3

HRIS Planning

Steps in Computerizing HR

STEPS FOR IMPLEMENTING HRIS

1. INCEPTION OF IDEA2. FEASIBILITY STUDY3. SELECTING A PROJECT TEAM4. DEFINING THE REQUIREMENT5. VENDOR ANALYSIS6. PACKAGE CONTRACT

NEGOTIATION 7. TRAINING8. TAILORING SYSTEM9. COLLECTING DATA10. TESTING THE SYSTEM11. STARTING UP12. RUNNING IN PARALLEL13. MAINTENANCE14. EVALUATION

1. Inception of idea The first step of HRIS

implementation is the inception of the idea. The need of the organization to have HRIS software must be realized and agreed by the top management. It is an investment and management needs to keep it in mind.

2.Feasibility study

As this is an investment the feasibility of HRIS must be assessed. It covers the following areas • Scope of the software • Future benefits after implementation • Potential software developers assessment • Cost estimate • Value addition to business • ROI calculation A proper feasibility study will help the management to make the decision based on facts and figures.

3. Selecting A Project Team

Ensuring budgeted cost, specific timeline.

Successful implementation largely depends on capability and effort of project team.

Involvement of senior managers is important.

4. Defining The Requirements

Scope needs to be defined. Not detailed requirement specification, at least the processes.

Some organization may want to develop the payroll module while others may want other modules to be developed.

Depends on the affordability and plan.

An essential step before communicating with the vendor/software developers.

5. Vendor Analysis

Selecting the right software developer.

The capability, track record and goodwill of the developers. The requirement of the organization must be shared with the developers.

They will come up with their offer that includes cost and specific timeline for project completion.

6. Package control negotiation

• After getting final order from the vendor, proposals are made

• Signing of contract• Development

starts

7. Training

Begins ASAP after signing the contract

Training to use HRIS

Submit and retrieval of data

8. Tailoring the systemDesign of softwareSubmitted to company

9. Data Collection• Primary Data collection• Secondary Data Collection• Data Validation

10. Testing the SystemUser Application TestUnderstanding the GapsIf complies, implemented otherwise sent back

to developer

11. Starting UpInstallation in ComputersConfiguration of system

12. Running in parallel

It is a safe stand to run the existing process whether it is manual or software and the new software run in parallel

In case of any malfunction of the new software the process will not get hampered

At least one full cycle of the process needs to be run in parallel to avoid any technical problems

13. Maintenance After the software has

been installed regular maintenance and performance monitoring is essential

For effectiveness annual maintenance contract can be signed with the software development company

14. Evaluation After running the software for

a certain period of time the performance evaluation shall be done

As to know, What value the software has added since its inception needs to be evaluated

Application of HRIS People administration Salary Compensation and benefit

Leave and absence

Performance evaluation Recruitment Personal self service

Training & development

1. Project managerResponsible person in managing all the activities of

the system implementationThe person should have excellent knowledge of the

organization’s mission, processes and needs.i. hire consultantii. hire full time position iii. select someone who is involved in the project

and temporarily move him or her into project management role

Planning for system implementation

2. Steering committee / project charterAssistance for project managerEmployee from each involved areaProvide expertise about what are data

needed, how the process maps should be interpret and what data are required for decision making

e.g: lead systems analyst, HR functional expert


3. Implementation teamsIncludes both functional and technical personnelFunctional experts is the power users, bring their

extensive knowledge about HR process and technological skills

Technical personnel – HRIS specialists, systems analysts, database administrators and hardware experts

e.g: HR, IT, accounting and other potential functions


4. Project ScopeInformation system need to be completely

operational to satisfy the needs from various customers, employees and senior management

5. Management supportAdd or remove budget and other resources

needed.


Process Mapping1. Identify data elements

2. Data elements are stored and modified

3. Ouput exists

chapter 3 hris planning

Business