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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
Planning for system implementation
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
Planning for system implementation
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.
Planning for system implementation
Process Mapping1. Identify data elements
2. Data elements are stored and modified
3. Ouput exists