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Daniel A. Doty
University of Phoenix
BSA/375
Assignment: Service Request SR-rm-004
Parts 1, 2, & 3
May 16, 2011
Introduction
Riordan Manufacturing is one of today’s leaders in the plastic manufacturing. They have
several offices throughout the United States, and one in China. The United States offices are
located in Pontiac Michigan, Albany Georgia, and San Jose, California along with an office in
Hangzhou China. Riordan Manufacturing projects an annual earning of nearly $46 million. In an
attempt to control the many offices Riordan Manufacturing began using a human resources
information system (HRIS) nearly twenty years ago in 1992. This system is mostly still in use
today with some modifications including their financial systems package to keep up with their
many employees and all of the information regarding employees. After analyzing Riordan
Manufacturing’s HRIS system, it became apparent the need for expansion and upgrading was
seriously needed. Their needs and desire includes a much needed upgrade with a more
sophisticated HRIS of which they have requested our team to put into place within a six month
period of time. With today’s technology, it will let them combine most of their HR and financial
tools into a single application ran exclusively from the corporate office main system server.
Plan
Our teams aim in this project and this report is to show how the team is going to be able to
help Riordan Manufacturing with the needs of their HRIS system. We will show how we plan to
implement and install a newer, more advanced, and more secure system than the current system
in place at this time. One of our main objectives and be paraphrased by stating “the primary
objective of the analysis phase is to understand and document the business needs and the
processing requirements of the new system” (Dennis A. Wixom, B.H. & Roth, R.M. 2009). In
order to change their HRIS they will also need to make changes to their financial systems as
well. At this time, each of the company’s locations are having trouble with their financial and
accounting systems, due mainly from the fact that each location does not comply to one specific
standard system. With the new HRIS this will no longer be a problem, as all locations will use a
standardized system, and all computers will run the same operating system to insure the
compatibility with the new HRIS. In order to complete this transition, our team will work closely
with the management team and explain what resources are needed for the development of the
new system.
Information Gathering
In order to fully understand the needs of the new system, we will have a team analyst spend
several days working with the end users, management, and even the company stakeholders. We
will even be conducting interviews with many of these people to try to pin-point current issues in
the HRIS that is in place at this time. “Requirement elicitation must focus on the creation of
requirements, not design activities, in order to adequately address users’ concerns and not just
developer needs” (Christel & Kang, p. 18, 1992). This could not be better stated, as it does not
make a difference what the developer wants, if that is not going to be correct for the users in the
end that must work with the system on a day to day basis. Not only will we be conducting
interviews and working closely with many people in Riordan Manufacturing, but to help with the
conclusion of needs, we also have plans to conduct:
Workshops Showing management and the HR department many different forms of HRIS
systems to see what form would be best for this company.
Conducting Surveys Ask many people what they would like to see in a complete
application.
Review Documentation Finding what will work better by building some flow diagrams
to help illustrate the new HRIS.
Prototyping Mocking up a model of the conceived HRIS.
Brainstorming Using all of the ideas that the team, management, and HR come up with
to finalize the end result for the new HRIS.
Feasibility
“The core of an HRMIS is a database system that contains all relevant human resource
information facilitating accessing, maintaining and processing activities” (Mazen & El-Kayaly,
p. 1, nd). Riordan Manufacturing currently keeps its 550 employees in the current HRIS database
that includes some other software programs. Again, with the many different offices throughout
the United States and one in China, the HR and financial departments have problems in
compatibility due to different operating systems, and other software causing issues in managing
files, auditing requirements, and processing documentation just to name some of the main
requirements needed for successful business.
In a memo, Chief Operating Officer Hugh McCauley approved an budget of $150,000 in
order to make substantial improvements to the current company’s IT department. This memo
was sent in 2003, and in 2005 yet another $1,350,000 was approved in order to completely re-
develop the entire financial reporting system for the company for compatibility reasons along
with the entire HR department. To date, the company is still running on the HRIS that was
implemented in 1992 with a few upgrades along the way. It would seem that our team will be
able to completely re-develop the entire HRIS using Riordan Manufacturing’s current hardware
to help reduce the overall cost of such a large upgrade.
Networking
One of the ways to first start developing this system is to determine just how the new system
is going to be used throughout the entire company and all locations. By saying this, a decision
must be made how all information will be transferred to all locations in Riordan Manufacturing.
One decision made is the connection speed in which the network will be running. For this
decision T1 communications seem to be the fastest at the most reliable cost to Riordan
Manufacturing. Along with this decision, the decision to incorporate NAS Iomega Network
Storage was made to install the new HRIS in the corporate main office in San Jose California.
The T1 connections speeds will allow the main network server to communicate with the client
servers at each of the other locations. With this T1 connection, it will ensure fast transfer speeds
along with reliable packet transfer that is error free.
Process
The files from each human resource department in all locations other than corporate
headquarters will be saved in the main HR system folder within each HRIS in all locations, and
then will, each day, be transferred to the main corporate headquarters server in the HRIS. This
will allow for all employees information to be stored in the Riordan Manufacturing’s intranet.
This will include, but not limited to:
Each employee file; includes performance reviews, resumes, current wage, salary
increases, bonuses, and any other important information regarding each employee.
Job descriptions; explain each employees job title and description, formal or informal
training, and safety equipment needed.
Electronic job listings; list job opportunities in all locations, and if there is the need for
formal training.
Employee handbook; keep a complete employee handbook on the system to allow
employees the opportunity to access the handbook electronically.
Policies and procedures; anyone can find out what the company’s policies are at any
time, day or night.
Employee file update; allows any employee to update their personal information such as
phone number, address, and marital status.
In house job opportunities; jobs and careers that are being held for in house employee
advancements only.
With this system, each HRIS manager will have access to the Riordan Manufacturing’s HRIS
system for updates on employees, job openings in the different branches including the corporate
headquarters, and any company updates regarding the HRIS area. Department managers will
have access to the information they require for their immediate job area and employees in that
department or area.
One of the main areas that HRIS managers will be able to look at is how things are going in
the employee area of Riordan Manufacturing. Below is an example of what is available to the
HRIS managers.
Employee Hiring Chart
Job Analysis Employee Forecasting
Job Description Staffing
Employee Selection
Training
Number of Employees
Qualifications
Applicants
Job Openings
Data Flow and Chart
As with most major company networks, the San Jose corporate office will be in charge of
how all the HRIS information is routed to the other locations. “The effective management of
human resources in a firm is human resources to gain competitive advantage in a market place
requiring timely and accurate information current employees and potential employees can see in
the labor market” (Thite & Kavanagh, p. 6,). With that said, each employee will have the ability
to access many of the HR department information regarding their information and what is to be
expected of each employee. The employees will also have access to open jobs in all locations,
with the ability to apply for a position if so desired. This will include openings outside of their
current location.
“In a survey of 200 global enterprises and medium-sized businesses, SumTotal® Systems
conclude that integrating 'talent functions' within one software platform can eliminate the need
for separate data silos and make cross-functional reporting easier. This allows significant
benefits as organizations can obtain more holistic views of workforce productivity and growth
potential without time-consuming manual abstraction and collation of information. They
identified the top five HR benefits of integration as:” (HRM Guide, US Human Resources). We
can see that allowing employees a specific area of the HR department may, in some ways, cut
down on the voluntary turnover rate.
HR Corporate HQ
Georgia HR Department China HR Department
Employee FilesJob OpeningsPay Structure
BenefitsJob Analysis
Michigan HR Department
Employee FilesJob OpeningsPay Structure
BenefitsJob Analysis
Employee FilesJob OpeningsPay Structure
BenefitsJob Analysis
Implementing by Stages
Now we are going to discuss implementing the new HRIS for Riordan Manufacturing. To do
this, we are going to build different stages to complete the implementation. What we are going to
show in this implementation is six different stages. These next six stages will be necessary in the
analysis of the HRIS and insure the success of the new system.
First Stage: Coding
The system developers decided to implement Riordan Manufacturing’s HRIS system by
purchasing a software package that is licensed by Microsoft. This decision was made to insure
the compatibility with Riordan Manufacturing’s Windows operating system. The actual HRIS is
going to be written in HTML, C++, Visual Basic, and XML, while using the MS-SQL server and
the back-end RDBMS (PHPKB v1.5, RDBMS Concepts). The source code is accessible through
a source code control system to allow the developers to make changes to the HR system even
after the completion of the project. As the coding is being done, it will be broke down into
several stages or modules. With the completion of each module, there will be a test phase to
ensure the completion of the module and that it is error free before moving on to the next module
of coding.
Second Stage: Testing
Here again, with each phase of the new HR system, testing of each module will be done to
insure that each is error free before moving on to the next phase. There will also be testing to
insure its capabilities and compatibilities with the SQL server. The development team will work
closely with the head HR department managers to insure the system is fulfilling their user
specifications as well. Testing and inspections are important to the process and will not be
overseen during this development and deployment. Along with the aforementioned processes,
there will also be a performance test required once enough of the modules are completed to do
so. This will also test the effectiveness and performance of the Microsoft’s HR package as well.
Third Stage: Installation
Once all the modules are coded and assembled, and the development team has finished testing
and making any minor changes and corrections that are needed, it will be time to install the
system and give it a “test run” so to speak. Once the new HRIS is installed, the Riordan
Manufacturing HR department will have full access to the new system. This will allow the
development team a chance to see the system running in a real world environment. During the
first 30 days of this operation, the old HRIS will stay in use, and everything that is installed in
the new system will simultaneously be installed in the old system. Once the 30 days are
complete, and the system has shown to be stable, compatible, and error free, the development
team will once again come in and take out the old HRIS.
Forth Stage: Documentation
As with any end user product, support documentation should always be included. With this
said the team will hire a technical writer to come in, see the system working, and work closely
with the development team to complete a new HRIS user manual for the new system. Along with
the written documentation, there will also be electronic documentation residing on the system as
well. This will be added after the 30 day period of testing and running. During all of this period
of time, there will be a development team member present at the main office of Riordan
Manufacturing to answer any questions the HR department may have, and to be there for any
live support that any of the other branches may have during this time frame.
Sixth Stage: Support
Since the development team decided to purchase the Microsoft base HR system, Riordan
Manufacturing has access to a powerful end user resource support system through Microsoft.
Riordan agreed to an extended support both through our development team, and Microsoft for
the new HRIS. The initial maintenance, troubleshooting, and upgrading of the software will be
handled through Microsoft, however if any hardware or coding issues arise we will be handling
the support. With the extended support, HR employees are able to access an unlimited inquiry
for tech support and extensive training. This includes telephone support, live chat support,
remote desktop support, and interactive demonstrations of the system. Riordan Manufacturing
has also agree to hire an in-house expert from the development team to assist in any support
issues that may arise during the use of the new HRIS.
Conclusion
Riordan Manufacturing is using a HRIS system that is very outdated, and one of the most
important things that everyone agreed upon was that an effective HR system is the main link
between the employees and the company. With this in mind, the development team is keeping
specifications and true achievable goals in mind during the development, installation, and
support of the new HRIS upgrade process. “ The emerging strategic role of the HR function
requires that HR professionals in the future develop business, professional-technical, change
management, and integration competencies” (Mazen & El-Kayaly, p. 13).
Dennis, A., Wixom, B. H., & Roth, R. M. (2009). System analysis and design (4th ed.).
Hoboken, NJ: John Wiley & Sons, Inc. Retrieved May 2, 2011 from University of Phoenix,
BSA/375 week 2 readings
Christel, M.G., Kang K.C., (1992). Issues in Requirements Elicitation: Technical Report
CMU/SEI-92-TR-012 ESC-TR-92-012. Software Engineering Institute
Carnegie Mellon University Pittsburgh, Pennsylvania 15213. Retrieved May 2, 2011,
from http://www.sei.cmu.edu/pub/documents/92.reports/pdf/tr12.92.pdf
Mazen, S.A., El-Kayaly, D.I.(nd). Conceptual Design
For a Strategic Human Resources Quality Management System. Retrieved May 3, 2011,
from
http://unpan1.un.org/intradoc/groups/public/documents/ARADO/UNPAN006257.pdf
Kavanagh, M.J., Thite, M. (nd). Human Resource Information System: Basics, Applications and
Future Directions. Retrieved May 8, 2011, from http://books.google.com/books?
id=b87i7eoSPHkC&pg=PA16&dq=hris+system
HRM Guide, US Human Resources, Integrating HR Technology. Retrieved May 9, 2011, from
http://www.hrmguide.com/technology/hr-technology-awards.htm
Program Design, System Analysis Design, University of Phoenix weekly reading for week 3,
BSA/375. Retrieved May 9, 2011.
PHPKB v1.5 professional; BDBMS Concepts – Basics & Interview Questions. Retrieved May
14, 2011, from http://www.knowledgebase-script.com/demo/article-375.html
Mazen, S.A., El-Kayaly, D.I.(nd). Conceptual Design
For a Strategic Human Resources Quality Management System. Retrieved May 15, 2011,
from
http://unpan1.un.org/intradoc/groups/public/documents/ARADO/UNPAN006257.pdf