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

Pamela Hines

Strayer University

Human Resources Information Systems

Dr. Latrice Love

October 24, 2022

Introduction and plan

Larson property management is one of the largest property management companies that organizes development and commercial services for its clients. The company manages the systems under a legacy named HRIS to store the databases of the employees and applicants. The system serves the clients directly through its client-server system, which engages the clients in a dependable way to save time and resources since the number of employees has been reduced to less than one hundred. However, the system has its limits which inconveniences the activities of a company, such as the limit in the storage of its systems. This may make it difficult to retrieve the databases of employees and applicants.

It is worth mentioning, that the system could not serve the recruitment process without the physical operation of the clerk who collects basic details and gives the applicants’ results. The plan to minimize these shortcomings is to establish equipment that sufficiently serves the employee database’s intended purpose. The systems would be controlled by experts well-conversant with the latest technology. The expertise should be well experienced to save time on the operation since the employee performing the monitoring influences the final results of the company activities. The system provides a wireless hiring system that does not require contact with the clients and applicants; hence can be done effectively without the physical presence of the clients. Hen my former company designed its’ new system, they selected three people who were deemed as experts to be on the design committee. It was very helpful, as we brought real life scenario questions that had not been considered.

Needs analysis

The issues identified in the Larson property management include the physical hiring process, which consumes a lot of time. The new system aims at mobilizing the automatic hiring process and provision of results on the online platforms of the systems since they are stabilized efficiently and accessible. The minimal storage should have a capacity that guarantees the retrieval of data at any time of need without engaging the physical contact of the report and records on the employee database. The storage should be large enough to accommodate future and past data, which may be useful in decision-making. The retrieval of the applicant’s data is a crucial need because of the efficiency in the tracking and recording of the details, which is a mandate when data is needed.

The retrieval process boosts the company’s ability to attract more stakeholders and proper management in the real estate field. The new system is designed to create a reliable management process with low labor costs and effectively accommodates large numbers of data (Quaosar & Rahman, 2021). Optimally, the team members should be engaged in the system’s design process and contribute their qualities in the same field of computer systems of management in real estate. The expertise in the Information technology field is crucial in examining the system’s strengths and weaknesses, which helps maintain and evaluate the operation of the employee recruiting system. The information technology experts should have experience in the relevant field to ensure the knowledge and skills applied are gear towards attaining company goals.

The operation manager would guide the team members on steps to achieve the company’s objectives by using the right resources to fix the new system. The responsibilities of computer tacticians are to identify the possible risks of the system and implement possible solutions which minimize the risk occurrence. The team members would achieve their goals by cooperating and appropriately applying their skills and knowledge.

Interview, Questionnaire, Observation, or Focus Group

The main method of collecting data would be for the observation of the processes of the operating system and identifying its’ weaknesses and limitations. The observation process includes recording the hitches detected and advancing the new system with the features that support the confines incurred by the existing system. The average time consumed is regarded as the basis for the advancement in the speed of the new system in ensuring the company management operations are enhanced (Shahreki, 2019). Questionnaires are given to the employees who use the systems. They are designed to discover the difficulties experienced and problems that, when solved, would enhance the recruitment process.

The tests of the new system help collect data on the risks that the new system would incur in delivering property management for clients. The change management team would collect data during the exploration phase by observing and testing the expected systems through their efficiency in the evaluation process of determining the new system. The team members would use the observation techniques for acquiring the information from end users by establishing time management series that record the time consumed (Silva & Lima, 2018). The team members observe the existing system operational record, record the needs required in the new system, and customize the features that would solve the problems encountered. The five questions that would be asked during the observation process are: What problems are encountered during the system usage? How much time is consumed in delivering the services? How often does the system break to acquire the repair? How have the clients and applicants complained about the system’s efficiency? Which is the worst experience in using the system to manage the property efficiently? The results determine the system value and establishment of the advances in the future employee and development systems.

Conclusion

In conclusion, the three reasons for adopting the Human Resource information systems include more time effectiveness, which means giving time back to the human resource officers to do more important tasks, proper follow-up of the applicant tracking and onboarding, and the overall efficiency of the staff members in the human resource department. The human resource information system would address the current human resource problems through fast-tracking of the applicants and employee monitoring in an effectual manner. I have used an HRIS system in the past and found that not only was efficient, it also helped to keep the application process more organized.


References

Quaosar, G. A. A., & Rahman, M. S. (2021). Human Resource Information Systems (HRIS) of Developing Countries in 21st Century: Review and Prospects. Journal of Human Resource and Sustainability Studies, 9(3), 470-483.

Shahreki, J. (2019). The use and effect of human resource information systems on human resource management productivity. Journal of Soft Computing and Decision Support Systems, 6(5), 1-8.

Silva, M. S. A. E., & Lima, C. G. D. S. (2018). The role of information systems in human resource management. Management of Information Systems, 16, 113-126.

HR Metrics and Workforce Analytics

Overview

At this stage, you have a solid understanding of the problem the company is facing and you have provided a solution for your client. Now, you want Larson Property Management to accept your project plan. Mr. Larson and Ms. Johnson like your idea and would like you to present your project plan to the executive board.   

Use the feedback from your instructor on previous assignments, the textbook, and any other resources provided in the course to create a professional project plan that you will be hypothetically presenting to the Executive Board of Larson Property Management. 

Instructions

Please include the following elements:  

· Table of Contents.  

· Executive Summary.  

· Organizational Plan and Analysis.

· System Blueprint and Type. 

· Recommendation for an HRIS Vendor. 

· Project Management Roadmap and Cost Justification.

· Maintenance and Evaluation. 

· Conclusion.  

Do not simply copy and paste Phases I–V. The previous phases were considered raw data, and now you will be summarizing and finalizing your findings. Use the feedback you received from your instructor to improve your proposal. You want to apply critical thinking to describe the data you have obtained.  

Write a 5–7 page proposal in which you: 

1. Identify the current issues the business is facing based on the details of the scenario, and provide a plan and analysis for an HRIS based on those issues. 

2. Provide a blueprint for the new system, and propose a type of HRIS for the organization that you believe is the most efficient and effective. Discuss the function that the HRIS serves, and identify how that system will solve the business issue.  

3. Compare and contrast at least three HRIS vendors. Based on this comparison, make a case for the one vendor that you recommend for your client. 

4. Determine how you will implement the HRIS using one of the change models discussed in the textbook.  

5. Create a project management roadmap for the client with projected timelines. Discuss the costs associated with the implementation, justifying your claims with a cost benefit analysis.  

6. Explain how you will ensure the system is properly maintained and evaluated for continuous improvement.   

7. Use at least four quality academic resources in this assignment. Note: Wikipedia and similar websites do not qualify as academic resources. 

The specific course learning outcome associated with this assignment is: 

· Develop a professional plan and rationale for implementing an HRIS into an organization.

Rubric

Identify the current issues the business is facing based on the details of the scenario, and provide a plan and analysis for an HRIS based on those issues.–

Levels of Achievement:

Unacceptable 0 (0.00%) points

Needs Improvement 15.1875 (11.25%) points

Competent 17.2125 (12.75%) points

Exemplary 20.25 (15.00%) points

Provide a blueprint for the new system, and propose a type of HRIS for the organization that you believe is the most efficient and effective. Discuss the function that the HRIS serves, and identify how that system will solve the business issue.–

Levels of Achievement:

Unacceptable 0 (0.00%) points

Needs Improvement 20.25 (15.00%) points

Competent 22.95 (17.00%) points

Exemplary 27 (20.00%) points

Compare and contrast at least three HRIS vendors. Based on this comparison, make a case for the one vendor that you recommend for your client.–

Levels of Achievement:

Unacceptable 0 (0.00%) points

Needs Improvement 15.1875 (11.25%) points

Competent 17.2125 (12.75%) points

Exemplary 20.25 (15.00%) points

Determine how you will implement the HRIS using one of the change models discussed in the text.–

Levels of Achievement:

Unacceptable 0 (0.00%) points

Needs Improvement 10.125 (7.50%) points

Competent 11.475 (8.50%) points

Exemplary 13.5 (10.00%) points

Create a project management roadmap for the client with projected timelines. Discuss the costs associated with the implementation, justifying your claims with a cost benefit analysis.–

Levels of Achievement:

Unacceptable 0 (0.00%) points

Needs Improvement 15.1875 (11.25%) points

Competent 17.2125 (12.75%) points

Exemplary 20.25 (15.00%) points

Explain how you will ensure the system is properly maintained and evaluated for continuous improvement.–

Levels of Achievement:

Unacceptable 0 (0.00%) points

Needs Improvement 10.125 (7.50%) points

Competent 11.475 (8.50%) points

Exemplary 13.5 (10.00%) points

Five references.–

Levels of Achievement:

Unacceptable 0 (0.00%) points

Needs Improvement 5.0625 (3.75%) points

Competent 5.7375 (4.25%) points

Exemplary 6.75 (5.00%) points

Clarity, writing mechanics, and formatting requirements (table of contents, executive summary, etc.).–

Levels of Achievement:

Unacceptable 0 (0.00%) points

Needs Improvement 10.125 (7.50%) points

Competent 11.475 (8.50%) points

Exemplary 13.5 (10.00%) points

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System Development Life Cycle – Phase III – Design

Pamela Hines

Human Resources Information Systems

Dr. Latrice Love

November 7, 2022

Data versus process views

Human Resource Information Systems (HRIS) are critical for organizations to make data-driven decisions about their workforce. By viewing HRIS from a data perspective, organizations can gain insights into employee behavior and trends that can help them improve their HR practices. Additionally, data driven HRIS can help establishments identify potential issues with their workforce before they become problems. Data view HRIS can help organizations save time and money by reducing the need for manual data entry and analysis, and by providing accurate and up-to-date information about their employees. It also allows organizations to make informed decisions about their workforce that is based on data, rather than assumptions. Finally, data view HRIS can help organizations improve communication and collaboration between HR and other departments within the organization. I have found that data driven HRIS has saved our company time, efforts, and money. It seemed we were given back hours in our day once we implemented this type of system. Instead of devoting daily periods gathering information, creating analysis reports, and disseminating and discussing the material, we were able to recognize problems and make more efficient conclusions more quickly. This increased efficiency, we found valuable within our company.

Secondly, viewing HRIS from process perspective would ensure that the system meets the needs of the organization. By understanding the HR processes and how they are interrelated, organizations can design HRIS systems that support and improve these processes. Additionally, process oriented HRIS can help to identify bottlenecks and inefficiencies in the HR system and provide information that can be used to improve the overall effectiveness of the organization. Streamlining HR processes and improving efficiency can lead to cost savings for the organization. As a result, cost savings can be used to reinvest in HRIS or to fund other HR initiatives. Identifying potential bottlenecks or areas of improvement can help to improve the user experience and satisfaction with the system. Additionally, it can help to improve the overall quality of the data entered into the system. Consequently, this can lead to more accurate and timely reports, which can be used to make better informed HR decisions.

Process view also allows for the integration of HRIS with other business systems, which can further improve efficiency and effectiveness. Further, the change team can use this vital information to address identified needs from Phase II by understanding the architectural design of Larson Property Management system. Consequently, this would lead to improved efficiency and effectiveness in the long run. On the flip side, some may argue that viewing HRIS from a process perspective can lead to a “checklist mentality” where users are focused on completing tasks rather than on the bigger picture. Additionally, this perspective can lead to a greater focus on compliance with HR policies and procedures rather than on the strategic objectives of the organization. However, these potential drawbacks can be mitigated through proper training and user education.

Data Flow Diagram

In this perspective, based on the case study of Larson Property Management, it is evident that the company’s business activities and processes in the HR system revolve around the management of employee records. In short, account creation, employee reports, employee records and their capture and maintenance constitute the Larson Property Management key business activities and processes in the HR system and how the data will flow. Thus, it would then be significant to establish the physical design. Larson Property Management physical design is based on a system that accepts employee data and records and is often in the form of names, payment data, and performance.

As a result, this system provides for the company’s top leadership to view and understand the flow of data. To this assignment, I will examine three vendors. They are HRLocker, Sage People, and Nortek People Management. First, HRLocker, has unique properties as it incorporates employee absence management, workforce insights, employee leave and vacation opportunities. Sage People provides very similar services to that of HRLocker. Some of the features of Sage People are it supports the connecting of a company’s workforce in a new way. It tailors the employee self-serve portal, upsurges team effectiveness and productivity using automation, and gives global visibility for the company’s workforce.

Thirdly, the Nortek People Management services incorporate management of performance and disciplinary action. It is a fully featured Human Resource Software designed to assist Startup businesses and Agencies. Intended for Windows, Nortek People Management delivers end-to-end resolutions. It is an online system that offers 360-degree feedback, goal setting, training for management level employees, and employee lifecycle management, budgeting, document management, calendars, expense tracking, scheduling, and recruiting, all in one place.

Regarding cost analysis, HRLocker would cost the company $2.70 whereas Sage People costs $10. With Nortek People Management each license cost around $50 per user per year. In this case, the most effective and efficient vendor to be used by Larson Property Management would be Sage People as the ultimate HRIS system (HRMS n.d.). In short, based on cost and the benefits, I would recommend Sage People as the vendor to the Larson Property Management company. It seems to not only be great for a company that is budget conscious, but it is also a system that has many features and benefits that can assist an organization’s effective productivity.

References

HRMS World. (n.d.). HRLocker. HRMS World. Retrieved 18 October 2022. From

https://www.hrmsworld.com/hrlocker-hrms.html

HRMS World. (n.d.). HRLocker. HRMS World. Retrieved 18 October 2022. From

https://www.hrmsworld.com/nortek-people-management.html

HRMS World. (n.d.). Sage People. HRMS World. Retrieved 18 October 2022. From

https://www.hrmsworld.com/sage-people-hrms-software-profile.html

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System Development Life Cycle – Implementation and Maintenance

Pamela Hines

Dr. Latrice Love

Human Resource Information Systems

November 21, 2022

System Development Life Cycle – Implementation and Maintenance

Change Management

Change management processes are frequently hindered by numerous obstacles that might lead to system failure. There are various potential causes for system implementation failure. First is the absence of well-defined goals and targets for the system’s implementation (Alami, 2016). For example, this may be the result of an organization setting goals that are impossible to measure, cannot be identified, or are very general in nature. Inadequate planning can also lead to system breakdowns. Poor planning before beginning a project can lead to an inappropriate allocation of resources, which can then result in the loss of jobs if personnel are unable to complete the task as promised. Another cause of unsuccessful implementation is insufficient preparation of key employees for their roles in the rollout. Training in this area should follow the best practices. In some instances, management may select the incorrect system or vendor (Alami, 2016). In this case, the system in consideration may be excessively costly, or the supplier may lack the ability to train employees, which might produce an implementation failure. As a result, establishments are challenged with making sound decisions about the selection of a system and its execution.

There are many different models for the implementation of change that can serve as guides for businesses that want to successfully nurture change. The “ADKAR, Kotter’s Eight-Step Model, and Lewin’s Change Management Model are three of the change management models that are used frequently” (Cameron & Green, 2019). Unfreezing, transitioning, and refreezing are the three steps of making system changes, as outlined by Lewin’s Change Management Model. Employees’ natural aversion to change is addressed in the unfreeze phase. Specifically, the model stipulates those businesses must be ready to address change-related pushback and other concerns that may arise. After the change has been started, the transition period is where proper reassurance and leadership are essential to its successful execution. After the system has been effectively applied, the organization “refreezes,” or resumes normal operations in accordance with the new policies. Conversely, the ADKAR framework is focused on outcomes. Every member of a company can share in the benefits of the system’s deployment under this model. The primary function of this instrument is to assist management in locating problematic areas in the change management procedure. Lastly, there is the eight-stage Kotter model, which highlights key ideas related to change implementation at each stage (Cameron & Green, 2019). Kotter’s eight-step approach will be used in this project.

The new system will be implemented based on this model. Following the guidelines of the selected model, this implementation will consist of eight separate steps. The first step is to convince people that a change is necessary and to rally support for the new system among the workforce. The next step is for management to establish a coalition or group to serve as the catalyst for the transformation. This is where a group of people who are qualified to lead the HRIS rollout will get together. The next step is to develop an overarching plan of action and vision statement to serve as beacons for the daily activities and ensure that the objectives can be quantified. In the fourth phase, information about the concept is disseminated and employees are given more control over the process. Thus, it is imperative that these challenges to the system’s execution be removed (Cameron & Green, 2019). The next step is to design periodic short-term successes that may be used to inspire the team. I have found that building on these triumphs assists in furthering progress and deploying the system with more ease and efficiency. Lastly, an organizational culture that supports and accepts change will be established to make it easier for the institution’s successors to make necessary changes rapidly (Alami, 2016). In this procedure, the Kotter model is chosen over the others since it provides a step-by-step approach that can be easily followed and executed.   Secondly, the paradigm encourages people in a company to be more open to change, which is a factor that can contribute to the failure or success of an HRIS system installation.

HRIS Implementation

Before putting any system into operation, there are a few things that need to be done in order to assure that the system will be put into operation successfully (Dey & Saha, 2020). As part of this endeavour, one of the actions involved is creating a proposal on the execution of the project, which will take around one month. Following this, the proposal will be given to the project stakeholders throughout the following month to receive their approval. During this phase, the task will be focused on formulating plans, setting goals, and identifying any concerns that need to be addressed in order to ensure the continued success of the system. Following approval, it is essential to choose the company that will be in charge of installing the HRIS. Under feasible conditions, the choosing of an installation firm would take around two weeks, to allow for the evaluation of the company to see if it is competent and feasible of implementation and staff training. In this light, the next step prior to deploying the HRIS system is the implementation of the movement and human labor, which will occur simultaneously with the training of the staff on the network, resulting in a one-month timeframe. One month will be allocated for the final activity, which entails testing processes and training for the human resources division. These tasks will take around four months to complete.

The responsibilities indicated below will be carried out by members of the team who have been assigned specific tasks. There will be four major contributors to this effort: the executive sponsor, software curator, affected workers, and the internal advocate. Staff members who will be affected are those who will be using the new system in their daily tasks (Dey & Saha, 2020). Their job is to make sure the new system is well-taught, widely distributed, and widely adopted. The software curator’s role will be to mediate communications between the company and the new system’s provider. As part of his role, he would be responsible for updating different processes and troubleshooting to reflect the new system’s features and ensuring that everyone involved is aware of any changes. Those with strong leadership and interpersonal abilities will become the “internal champions” tasked with promoting the new system’s adoption among the workforce (Srivastava, Bajaj, & Dev, 2021). Lastly, the HRIS deployment needs an executive sponsor from upper management to help smooth over any internal bumps in the road that may arise.

Cost-Benefit Analysis

The Cost-Benefit Analysis Matrix for this HRIS execution is as follows;

Costs ($)

Benefits ($)

Installation of the HRIS system

7320

280

Labour costs

2000

Regular maintenance for continuous improvement

1000

Staff training

2000

Improvement in HR productivity

3000

Headcount reduction

4500

Decreased employee turnovers

2000

Saved time due to streamlined HR processes

5000

Reduction in recruitment costs

3000

Total

12320

17780

Net Savings

5460

Organizational and risk avoidance are utilized to make the argument for the HRIS price tag. In terms of improving the overall business, the primary motivation behind adopting an HRIS system is to raise earnings while decreasing the astronomically high running costs that are currently in play. If implemented properly, a human resource information system (HRIS) can increase productivity and provide benefits to both employers and workers (Kavanagh & Johnson, 2017). According to the given matrix, the HRIS system’s advantages much outweigh its disadvantages, and the company ultimately saves money that can be utilized toward other projects. There is a high probability of a positive return on investment, as shown by this matrix (ROI).

Maintenance

The organization must develop a strategy on the maintenance, evaluation, and continual improvement of the HRIS system to be executed to provide optimum benefits (Kavanagh & Johnson, 2017). To begin, HRIS will go through maintenance operations once a month to install any available upgrades and address any faults in the configuration or coding system. The company will form an HRIS leadership team that will take a broad-based approach to learning how to evaluate and review existing systems and how they might be enhanced (Dey & Saha, 2020).

To maintain the HRIS system, procedures like data gathering and information technology infrastructure will be evaluated and improved on a regular basis. The development of sound workforce regulations can also encourage ongoing improvement of HRIS systems, since everyone strives toward measurable objectives that are shared by all parties. Meetings should be held every three months to promote data analysis and serve as a forum for management to make data-supported choices on how to enhance the system. Finally, technical assistance will be made available and staff members will be trained in order to ensure the HRIS system’s durability and ongoing improvement.

References

Alami, A. (2016). Why do information technology projects fail?. Procedia Computer Science, 100, 62-71.

Cameron, E., & Green, M. (2019). 
Making sense of change management: A complete guide to the models, tools and techniques of organizational change. Kogan Page Publishers.

Dey, T., & Saha, T. (2020). Implementation of HRIS by Hospitals in Bangladesh: An Analysis using the UTAUT Model. 
International Research Journal of Engineering and Technology
7(1), 1920-1927.

Kavanagh, M. J., & Johnson, R. D. (Eds.). (2017). Human resource information systems: Basics, applications, and future directions. Sage Publications.

Srivastava, S., Bajaj, B., & Dev, S. (2021). Human Resource Information System Adoption and Implementation Factors. 
Research Anthology on Human Resource Practices for the Modern Workforce, 93.

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