System Development Life Cycle: Phases I & II – Planning And Analysis

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Overview
Read the details of the Larson Property Management Company case scenario on pages 87-88 of the textbook. The Chief Executive Officer, Mr. Larson, and the Chief Financial Officer, Ms. Johnson, would like to increase the efficiency and effectiveness of the HR functions, as well as reduce overall HR costs. Mr. Larson and Ms. Johnson would like you, the HR Director, to serve as the change agent of the project. In this assignment, you will develop a plan and analysis (the planning and analysis phases of the systems development life cycle [SDLC]) of the current business based on the details of the scenario.

Instructions
Write a 2–3 page proposal, in which you do the following:

Introduction and Plan
Analyze the current situation for the company, focusing on issues the organization is currently facing from using a legacy HRIS. Explain your plan for moving forward to address these issues.
Needs Analysis
Create a needs analysis that determines new system requirements and identifies change team members.
Determine the new system requirements based on the issues the organization is currently facing.
Identify change team members (stakeholders, project managers, human resource managers) who will help identify system needs and specify their roles and responsibilities.
Interview, Questionnaire, Observation, or Focus Group
Determine how the change management team will collect data regarding system needs during the exploration phase. Specify whether team members will use interviews, questionnaires, observations, and/or focus groups to collect data from end users.
Compile at least six essential questions that will be asked of end users via interview, questionnaire, observation, or focus group.
Conclusion
Explain 2-3 reasons why the company would benefit from adopting an HRIS. Focus on how the HRIS would address the current HR needs of the organization.
Resources
Use at least three quality academic or professional resources to support your writing. Choose sources that are credible, relevant, and appropriate. Note: Wikipedia and similar websites do not qualify as quality resources. For help with research, writing, and citation, access the library or review library guides.
This course requires the use of Strayer Writing Standards (SWS). The library is your home for SWS assistance, including citations and formatting. Please refer to the Library site for all support. Check with your professor for any additional instructions.

The specific course learning outcome associated with this assignment is:

Develop a plan for conducting an HRIS needs analysis.

Sample Solution

Proposal for HRIS Implementation at Larson Property Management Company

Introduction and Plan

Larson Property Management Company is facing challenges with its current Human Resource Information System (HRIS). This proposal outlines a plan to analyze the current situation, identify new system requirements, and implement a more efficient and effective HRIS solution.

Current Situation Analysis:

Larson’s legacy HRIS suffers from several limitations:

  • Outdated technology: The system may be outdated, making it slow, inflexible, and incompatible with newer technologies.
  • Limited functionality: It might lack functionalities crucial for modern HR practices, such as applicant tracking, performance management, or employee self-service.
  • Data siloing: Information might be scattered across different systems, hindering data analysis and reporting.
  • Manual processes: Reliance on manual data entry can lead to errors and inefficiencies.

These limitations likely contribute to increased HR costs, decreased productivity, and difficulty in attracting and retaining talent.

Moving Forward:

To address these issues, we propose a phased approach based on the Systems Development Life Cycle (SDLC):

Phase 1: Planning and Analysis

  • Conduct a needs analysis to identify specific requirements for a new HRIS.
  • Assemble a change team consisting of key stakeholders.
  • Develop a communication plan to keep employees informed throughout the process.

Phase 2: Design and Development

  • Select a new HRIS vendor based on the identified needs and budget constraints.
  • Configure the system to meet Larson’s specific requirements.
  • Develop training materials and conduct user training.

Phase 3: Implementation

  • Migrate data from the old system to the new HRIS.
  • Launch the new system and provide ongoing support to users.

Phase 4: Operation and Maintenance

  • Monitor system performance and user feedback.
  • Perform regular system updates and maintenance.

Needs Analysis

Determining New System Requirements:

The needs analysis will involve identifying specific functionalities required in the new HRIS. This will be achieved by considering:

  • Current HR processes: Analyzing how HR tasks are currently performed and identifying areas for improvement.
  • Data needs: Defining the types of data needed to be stored and managed by the HRIS.
  • Compliance requirements: Ensuring the new system adheres to relevant labor laws and regulations.

Change Team Members:

A cross-functional change team will be crucial for the project’s success. The team will include:

  • Project Manager: Leads the overall project, manages timelines, and ensures resource allocation.
  • HR Director (You): Provides HR expertise and facilitates communication between IT and HR departments.
  • HR Managers: Represent the needs of HR users and provide insights into daily HR workflows.
  • IT Representatives: Offer technical expertise and ensure system integration with existing infrastructure.
  • Executives: Provide leadership and champion the project within the organization.

Data Collection Methods:

During the exploration phase, the change team will collect data regarding system needs through various methods:

  • Interviews: One-on-one interviews with HR personnel and department heads to understand their specific needs and challenges.
  • Questionnaires: Distribute surveys to employees to gather feedback on their experience with the current HR system and their expectations for a new system.
  • Observations: Observe HR staff performing tasks within the current system to identify areas for improvement.
  • Focus Groups: Conduct group discussions with employees from different departments to gain insights into their needs and preferences.

Sample Interview/Questionnaire Questions:

  1. What are the biggest frustrations you encounter with the current HR system?
  2. Which HR tasks do you find the most time-consuming or inefficient?
  3. What functionalities would be most helpful for you in a new HRIS?
  4. How comfortable are you using technology?
  5. Do you have any specific features or functionalities in mind for a new HRIS?
  6. What type of reporting capabilities would be most beneficial for you?

Conclusion

Implementing a new HRIS offers several benefits for Larson Property Management Company:

  • Increased Efficiency: Automating routine tasks and streamlining workflows will free up HR staff to focus on strategic initiatives.
  • Improved Data Management: A centralized system allows for easier data access, analysis, and reporting.
  • Enhanced Employee Self-Service: Employees can access pay stubs, request leave, and update personal information independently.
  • Reduced Costs: Long-term, a modern HRIS can help reduce administrative costs associated with manual processes.
  • Improved Talent Management: Streamlined recruitment, onboarding, and performance management processes can attract and retain top talent.

By adopting a new HRIS, Larson Property Management Company can significantly improve the efficiency and effectiveness of its HR functions, leading to cost savings, a better employee experience, and a competitive advantage in the marketplace.

 

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