Your organization is contemplating the purchase of a new human resource information system and has tasked you with formulating a proposal. Organizational details for you to consider for this assignment are as follows:
There are a total of 500 employees at the site; 450 non-exempt employees who clock in and out each day, and 50 exempt employees who do not use a time clock and are paid a standard weekly salary.
The organization has an electronic time capture and payroll system already in place that:
– Is manually updated when employees are hired or terminate employment
– Is a stand-alone application, not interacting with any other database system
– Is maintained by two full-time payroll administrators, reporting to one payroll manager
Human resource records are primarily paper-based:
– Employee personnel files are maintained in file folders
– Personnel files are manually updated with demographic, performance, and disciplinary information
– Demographic data is available currently in an Excel database, which is manually updated
– Personnel files are maintained by four full-time human resource clerks, who are non-exempt and report to the full-time HR manager
The new HRIS system is expected to drive a self-service approach to records management, while also ensuring confidential and proprietary data is secure. In a 1214 page paper, with a minimum of eight scholarly sources, compare the current human resources data collection system with at least two new HRIS systems that are being considered.
This assignment will assess your mastery with respect to the following course outcomes:
Illustrate the interdependency of HR information systems with existing organizational data-collection systems through informative visual maps
Design gap assessment processes that capture the critical organizational needs and requirements for the implementation of an HR information
system
Evaluate HR information systems for their ability to meet organizational requirements based on needs assessments
Contrast and compare HR information systems on the basis of organizational financial requirements
Determine best practices for balancing the need for open access to data and information contained in an HR information system with the
importance of protecting proprietary and confidential personal data
Prompt
Your paper should answer the following: What are the major factors to consider when an organization is considering upgrading or implementing a new human resource information system?
Specifically, the following critical elements must be addressed:
Gap assessment What is the present situation (legacy system), the desired future state (new HRIS), and the gaps that exist between them for the following areas of the organization?
o Information Systems requirements for hardware and operating system software architecture
o Human Resources demographic employee data variables (distinguish which system maintains, how information is updated, any
controls, and connectivity with other support functions) and security of the data (availability to functional levels, i.e., employee,
manager, finance, operation managers, etc.)
o Operations, Finance, Quality – productivity (more or less work) of employees (management/non-management) and cost versus benefit
An informative visual map illustrating: o the current state (no HRIS)
o the future state (HRIS system in place)
o the interdependency and/or replacement of other databases
Capture projected implementation costs of the new HRIS, i.e., hardware, software, software license fees, facility upgrades required (electrical,
mechanical, remodeling), headcount increase to recruit new skill sets, as compared to cost reductions, i.e., employee headcount reductions due to automated data collection, job eliminations, cost savings due to elimination of legacy systems, with the return on investment (ROI) calculated over a four-year period
Summarize components of each HRIS software system in a table format that visually differentiates software packages from the other. Components would be:
o Objective (cost, reporting capabilities, operating system, etc.) and
o Subjective (ease of use, customer service, reliability of product, customer reviews, etc.)
Develop recommendations that:
o Balance the requirement to maintain the security of proprietary and confidential data with the need for self-service maintenance and
access by employees
o Address the varying degrees of access for managers, support functional groups based on their need to know
