Group-1&2 (2)

HRIS Needs Analysis GROUP II – Planning GROUP I - Analysis

1

AGENDA        



An introduction to HRIS needs planning SDLC and its phases System maintenance Planning – Long Range & Short Range The Global Positioning System of HRIS The Purpose of Analysis The Big Three Where we are – Methods of Data Collection Sources of Data Features of Input Selection Purpose of Data Collection Where we need to go -

2

HRIS NEEds PLANNING GROUP – II Biraja Prasanna Dash (12) Shweta Choudhury (48) Sailaza Praharaj (40) Pragyan Paramita Sahoo (31) Gyanadev Boxi (18)

3

INTRODUCTIONInformation system ■ HRIS ■ Usefulness of HRIS ■ 14 steps of implementation of HRIS. ■ HRIS needs analysis. ■ Implementation-need analysis=problem Biraja prasanna Dash Roll no- 12 ■

4

HRIS Needs –Planning & analysis – An Introduction Focus on 2. Planning 3. Analysis of needs.  Process of gathering  Prioritizing  Documenting an organization's HR information requirements  Serves as a necessary input  Need analysis continue at each stage.  HRIS implementation depends on planning  Planning depends on need analysis. Biraja Prasanna Dash Roll no - 12 

5

(System Development Life Cycle) ■

Deals with the completion of an accurate HRIS need analysis

■

Various stages throughout the conceptualization and ultimate implementation of technological system: Planning Analysis Design Implementation Maintainence

4. 5. 6. 7. 8.

6

PHASES IN A TYPICAL SDLC PLANNING ANALYSIS

DESIGN IMPLEMENTATION

MAINTENANCE 7

Contd…… ■ ■ ■ d. e. f. g. ■ i. j.

PLANNING- It includes both long range or strategic planning and short range operational planning ANALYSIS- Organization’s current capabilities are documented,new needs are identified and scope of an HRIS is determined DESIGNThe blueprint for the system is finalised The detailed specification for the final system are laid out The final vendor evaluation and selection occurs Business process reengineering or the redesign of HR work process occurs IMPLEMENTATION- HRIS system is built, tested and readied for actual rollout Here the old system is turned off and the new system is put into operation Includes coding or configuring modules,system testing,finalizing procedures,converting old data for use in the new system

8

maintainence        

Referred to as the forgotten phase Primary objective is to prolong the useful life of the HRIS It begins once the new system is put into operation Crucial part of maintenance is the evaluation of the HRIS Maintenance is also corrective It can also be adaptive It can be perfective It can be preventative

9

PLANNING Strategic or Long-Range Planning Operational or Short-Range Planning

10

long RANGE PLANNING Examines “Big Picture” of organization’s HR function & information needs ■ Based on the statement of purpose ■ Focus on future needs ■ Revised annually by assessing the environment - new technologies - changes in industry 11 - govt. regulations ■

Contd……. ■

Role of HRIS planning team - develop a plan for change - examine immediate future needs - identifying priority projects - setting future direction - quality control



Phase containment – the guiding quality control principle

12

Short Range Planning ■

■

■

■

■

Short range planning involves a needs analysis of the organization but with much more immediate focus. Refers to the planning of specific projects to be implemented in the near future following the guidelines of the long range planning Here specific projects are evaluated and selected for commencement, continuation or possible termination System investigation planning used to identify a new or modified system involves short term planning Usually evaluated by the project steering committee 13

Contd….. Steps involved in systems investigation planning are-: ■ Form a team ■ Identify at a high level the critical business needs that a system would need to satisfy ■ Complete scenario analysis ■ Complete a feasibility analysis in terms of a cost-benefit analysis ■ Develop a tentative scope and schedule for viable scenarios ■ Estimate the return on investment for viable scenarios ■ Complete a system investigation report with specific recommendation for action

14

The Big 3:The global positioning system of HRIS ■

■ ■ ■ ■

Three questions providing the navigational direction for an HRIS project:Where are we now? Where are we going? How are we going to get there? Big 3 questions provides a road map throughout the life cycle of our HRIS –a mental map and physical description in a report that can be used to access whether or not our system is on track 15

Contd….. Assessing present status by - documenting existing systems & their limitations - identifying critical functional & technical needs  The future of the organization’s HRIS is determined by the project vision Some common principles : transformation focused on users integrated  Bridging the gap - selecting a system which is “ best fit ”  Applied at any level of analysis- long range planning (need analysis) or short range planning (system investigation planning) ■

16

HR NEEDS ANALYSIS GROUP: I Shovan dash (47) RAM KAUSAL (10) MANORAMA BARA (26) SHUBHRA PANDA (53) SOUBHAGINI HARICHANDAN (51) 17

Purpose  Meticulously dissect & document the organization’s current capabilities to get a thorough understanding  Thoroughly identify & prioritize needs  Conduct a gap analysis to identify critical functional & technical gaps between what the organization needs to do & what it can currently do  Revisit the feasibility analysis  Determine the potential usefulness of the gap analysis 18

The Big 3 Where are we now? ■ Where are we going? ■ How are we going to get there? ■

19

WHERE WE ARE? Current analysis ■ Detailed understanding of organization’s current capabilities & limitations ■ Project team – reverse hour glass ■

20

METHODS OF DATA COLLECTION ■

Interviews – Rich sources of info. ✜ Consistent with info. Rich theory ✜ Deep understanding of situation ✜ Two-way communication – How to go about it? ✜ Develop a list of interviewees ✜ Interview schedule – Drawbacks ✜ Time consuming – Advantages ✜ Carefully planned ✜ Large amount of valuable info. From the pool of experts ✜ Develop relationships with key users ✜ Identify potential change agents/champions

■

Focus groups – Rich source of info – Advantage ✜ Involve many people in data gathering effort ✜ Increase the likelihood of a more thorough analysis ✜ The more people involved, the more they are willing to accept ✜ Increase the odds of acceptance – Disadvantage ✜ Can be problematic ✜ More time needed to schedule meetings ✜ More co-ordination needed

21

Contd…. ■

Surveys & online tools – Timely & efficient – Can be applied to as many people in the organization with little additional cost – Cheap to administer – Reach people quickly – Enable a project to receive input from a large percentage of affected population – Disadvantage ✜ ✜

– A number of groupware systems available that support online surveys & other decision support diagnostics ✜ ✜

ExpertChoice Advantiv

No rich 2-way exchange of ideas Can be vulnerable to social desirability & other biases

22

Contd….. ■

Organizational archives – Examine existing documentation & records ✜ ✜ ✜ ✜ ✜ ✜ ✜

Current system screens Reports Forms Organization charts Policy manuals Exit interviews Performance data

23

Critical sources data gathering ■ ■

■ ■

■

■

HR functional experts – Manager of employment recruiting & selection Job experts – job analyst – Compensation Technical experts – HRIS & IT professionals End users – Employees – customers Top management – Teams – individuals Consultants & other business partners 24

Salient Features of Input Selection ■ ■ ■ ■ ■ ■

■

Level of expertise of the source People with functional/technical expertise People with specific knowledge about the company – employees with longer organizational tenure Most difficult to accept change to new HRIS system Involving them in analysis process can make them accept the change Have few new & inexperienced people – Do not have strong interest/bias in a particular system – Not protective of current system – Ensures the new system developed caters to every ones needs Hiring consultants bring an objective, independent perspective on a firm’s needs – Worked with many clients – Good grasp of HRIS market – Emerging trends – Best practices 25

Purpose Of Collecting Data Detailed understanding of current work flows ■ Reanalyze the process & look for inefficiencies ■ Assess the efficiency & effectiveness of current work processes/flows ■ Redesign inefficient work flows ■ Obsolete work flows eliminated ■

26

WHERE WE NEED TO GO? ■ ■ ■

■ ■ ■

Heart of the need analysis Needs analysis/business requirements definition Both refer to that point in analysis where an organization determines & documents its current & future needs They imply something the HRIS must have These needs become target/goal The list of needs should be prioritise 27