By:Neha AgarwalRajwardhan Kumar

HRIS Needs Analysis

IntroductionNeeds Analysis is process of gathering,

prioritizing, and documenting an organization’s HR information requirements.

Serves as input for design and implementation of HRIS

Why Needs Analysis:Users rejects an HRIS which fails to provide

required functionalityCostly Systems based on arbitrary data is

wasteTime and Cost is increased in case of erroneous

systems

System Development Life CyclePlanning

Includes long range and short range planning

Analysis

Current capabilities are documented, new needs are

Identified and scope of an HRIS is determined

Design

Final vendor evaluation and selection occur. Final

specification of the system and its functionality are

defined

Implementation

HRIS System is built, tested, and readied for actual

output

or ‘go-live’ stage. Coding, configuration modules,

system testing, final procedures, training end

users

Maintenance

Evaluation of HRIS

Does it meet all needs as determined?

Is it accepted by users?

Planning

Analysis

Design

Implementation

Maintenance

Phase Containment

A quality control principle to guide all HRIS

Systems

Organization must identify problems as early as

possible in life cycle of system and deal with

them

This is to avoid costly reworking and

modifications later

Example : Y2K bug

PlanningNeeds: Long Range Planning

‘Big Picture’ of HR function and its information needs in

light of overall business strategy

Example:

Vision is “We aspire to attract, develop, and retain the best

and brightest human capital in the world by becoming and

employer of choice”

For each need we can ask, will this functionality enable our

organization to attract best and brightest, and be an employer of

choice

If yes, it is of strategic importanceNeeds: Short Range Planning

Analysis with immediate focus, over next one to two year

Steps in Short Range Planning

Form a team – consider who specifically should be on project

Identify at a high level the critical business needs that a system would have to satisfy

Complete Scenario analysis: Identify potential solutionsConsider a feasibility analysis in terms of cost-benefit

analysisDevelop a tentative scope and schedule for viable

scenariosEstimate the return on investment for viable scenariosComplete a system investigation report with specific

recommendation for action

Example: A competition for limited dollars between project to implement Employee Self Service and Performance Management System.

The BIG 3: Global Positioning System of HRIS

Three general questions must be answered

Where are we now

Where are we going

How we are going to get there

Applicable for long range as well as short

range planning

AnalysisDissect and Document the organization’s current

capabilities

Identify and prioritize needs – current and future

Conduct a gap analysis to identify critical

functional and technical gaps

Revisit the feasibility analysis based on what is

known and potential solutions

Develop request for proposal for vendors

Detailing Where We AreData collection includes

InterviewsFocus GroupsSurveys and Online toolsOrganizational Archives

Sources of data gathering initiativesHR Functional ExpertsJob ExpertsTechnical ExpertsEnd UsersTop ManagementConsultants and other business partners

Detailing Where We Need to Go

Focus on future needs, a business

requirement definition

GAP Analysis

For each requirement, gap analysis identifies

if currently organization perform that function

Priorities are assigned

Gap is classified as high, moderate and low

Function Currently Have

Requirement

Priority

Gap

Manager access and enrollment online to courses, dates and location

Yes 3 Mod

Tracking of courses taken and production of tracking profile

Yes Yes 4

Fully Online Yes 4 High

Courses content available Yes Yes 3

Online registration facility with ability to maintain employee status

Yes 4 High

Gap Analysis Report for a training Function

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