Milestone Two: Implementation Cost and Security

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Overview: Your organization is contemplating the purchase of a new human resource information system and has tasked you with formulating a proposal. Organizational details for you to consider for this assignment are as follows:

  • There are a total of 500 employees at the site; 450 non-exempt employees who clock in and out each day, and 50 exempt employees who do not use a time clock and are paid a standard weekly salary.
  • The organization has an electronic time capture and payroll system already in place that:
    • Is manually updated when employees are hired or terminate employment
    • Is a stand-alone application, not interacting with any other database system
    • Is maintained by two full-time payroll administrators, reporting to one payroll manager
  • Human resource records are primarily paper-based.
    • Employee personnel files are maintained in file folders
    • Personnel files are manually updated with demographic, performance, and disciplinary information
    • Demographic data is available currently in an Excel database, which is manually updated
    • Personnel files are maintained by four full-time human resource clerks, who are non-exempt and report to the full-time HR manager

The new HRIS system is expected to drive a self-service approach to records management, while also ensuring confidential and proprietary data is secure. In a 4-5 paper with a minimum of three scholarly sources, compare the current human resources data-collection system with at least two new HR information systems that are being considered as it relates to costs/benefits and risk.

This assignment will asses the following course outcomes:

  • Evaluate HRIS systems for their ability to meet organizational requirements based on needs assessments
  • Contrast and compare HR information systems on the basis of organizational financial requirements
  • Determine best practices for balancing the need to open access to data and information contained in an HRIS with the importance of protecting propriety and confidential personal data

Prompt: Your paper should answer the following: What are the major factors to consider when an organization is considering upgrading or implementing a new human resources information system as it relates to project implementation costs and security of confidential data?

Specifically, the following critical elements must be addressed:

  • Capture projected implementation costs of the new HRIS
    • Hardware, software, software license fees
    • Facility upgrades required (electrical, mechanical, remodeling)
    • Headcounts increase to recruit new skill sets, as compared to cost reductions, e.g., employee headcount reductions due to automated data collection, job eliminations, cost savings due to elimination of legacy systems
    • Return on investment (ROI) calculated over a four-year period
  • Develop recommendations that:
    • Balance the requirement to maintain the security of proprietary and confidential data with the need for self-service maintenance and access by employees

Guidelines for Submission: Written of projects must follow these formatting guidelines when applicable: 4-5 pages, not including references and a cover page (which are required); double spacing, 12-point Times New Roman font, one-inch margins, and using APA format for all elements. Attached is Milestone One for reference.

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Overview: Your organization is contemplating the purchase of a new human resource information system and has tasked you with formulating a proposal. Organizational details for you to consider for this assignment are as follows: • • • There are a total of 500 employees at the site; 450 non-exempt employees who clock in and out each day, and 50 exempt employees who do not use a time clock and are paid a standard weekly salary. The organization has an electronic time capture and payroll system already in place that: o Is manually updated when employees are hired or terminate employment o Is a stand-alone application, not interacting with any other database system o Is maintained by two full-time payroll administrators, reporting to one payroll manager Human resource records are primarily paper-based. o Employee personnel files are maintained in file folders o Personnel files are manually updated with demographic, performance, and disciplinary information o Demographic data is available currently in an Excel database, which is manually updated o Personnel files are maintained by four full-time human resource clerks, who are nonexempt and report to the full-time HR manager The new HRIS system is expected to drive a self-service approach to records management, while also ensuring confidential and proprietary data is secure. In a 4-5 paper with a minimum of three scholarly sources, compare the current human resources data-collection system with at least two new HR information systems that are being considered as it relates to costs/benefits and risk. This assignment will asses the following course outcomes: • • • Evaluate HRIS systems for their ability to meet organizational requirements based on needs assessments Contrast and compare HR information systems on the basis of organizational financial requirements Determine best practices for balancing the need to open access to data and information contained in an HRIS with the importance of protecting propriety and confidential personal data Prompt: Your paper should answer the following: What are the major factors to consider when an organization is considering upgrading or implementing a new human resources information system as it relates to project implementation costs and security of confidential data? Specifically, the following critical elements must be addressed: • Capture projected implementation costs of the new HRIS o Hardware, software, software license fees o Facility upgrades required (electrical, mechanical, remodeling) o Headcounts increase to recruit new skill sets, as compared to cost reductions, e.g., employee headcount reductions due to automated data collection, job eliminations, cost savings due to elimination of legacy systems o Return on investment (ROI) calculated over a four-year period • Develop recommendations that: o Balance the requirement to maintain the security of proprietary and confidential data with the need for self-service maintenance and access by employees Guidelines for Submission: Written of projects must follow these formatting guidelines when applicable: 4-5 pages, not including references and a cover page (which are required); double spacing, 12-point Times New Roman font, one-inch margins, and using APA format for all elements. OL 667 Final Project Milestone Two: Implementation Cost & Security Overview: Your organization is contemplating the purchase of a new human resource information system and has tasked you with formulating a proposal. Organizational details for you to consider for this assignment are as follows:    There are a total of 500 employees at the site; 450 non-exempt employees who clock in and out each day, and 50 exempt employees who do not use a time clock and are paid a standard weekly salary. The organization has an electronic time capture and payroll system already in place that: - is manually updated when employees are hired or terminate employment - is a stand-alone application, not interacting with any other database system - is maintained by two full-time payroll administrators, reporting to one payroll manager Human resource records are primarily paper-based. - Employee personnel files are maintained in file folders - Personnel files are manually updated with demographic, performance, and disciplinary information - Demographic data is available currently in an Excel database, which is manually updated - Personnel files are maintained by four full-time human resource clerks, who are non-exempt and report to the full-time HR manager The new HRIS system is expected to drive a self-service approach to records management, while also ensuring confidential and proprietary data is secure. In a 4–5 page paper with a minimum of three scholarly sources, compare the current human resources data-collection system with at least two new HR information systems that are being considered as it relates to costs/benefits and risk. This milestone is due in Module Six. This assignment will assess the following course outcomes:    Evaluate HRIS systems for their ability to meet organizational requirements based on needs assessments Contrast and compare HR information systems on the basis of organizational financial requirements Determine best practices for balancing the need for open access to data and information contained in an HRIS with the importance of protecting proprietary and confidential personal data Prompt: Your paper should answer the following: What are the major factors to consider when an organization is considering upgrading or implementing a new human resource information system as it relates to project implementation costs and security of confidential data? Specifically, the following critical elements must be addressed:   Capture projected implementation costs of the new HRIS o hardware, software, software license fees o facility upgrades required (electrical, mechanical, remodeling) o headcount increase to recruit new skill sets, as compared to cost reductions, e.g., employee headcount reductions due to automated data collection, job eliminations, cost savings due to elimination of legacy systems o Return on investment (ROI) calculated over a four-year period Develop recommendations that: o Balance the requirement to maintain the security of proprietary and confidential data with the need for self-service maintenance and access by employees Rubric Guidelines for Submission: Written components of projects must follow these formatting guidelines when applicable: 4–5 pages, not including references and a cover page (which are required); double spacing, 12-point Times New Roman font, one-inch margins, and using APA format for all elements. Critical Elements Projected Implementation Cost of HRIS (Hardware, Software, Software License Fees) Exemplary (100%) Meets “Proficient” criteria and gives examples based on scholarly research Projected Implementation Cost of HRIS (Facility Upgrades Required) Meets “Proficient” criteria and gives examples based on scholarly research Proficient (90%) Analyzes gaps in current and future situations for critical organizational needs for the projected implementation costs of HRIS hardware, software, and license fees when contemplating the implementation of an HRIS Analyzes gaps in current and future situations for critical organizational needs for the projected implementation costs of facility upgrades when contemplating the implementation of an HRIS Needs Improvement (70%) Analyzes gaps in current and future situations for the projected implementation costs of HRIS hardware, software, and license fees, but misses some critical needs or does not discuss identified needs in sufficient detail Analyzes gaps in current and future situations for the projected implementation costs of facility upgrades, but misses some critical needs or does not discuss identified needs in sufficient detail Not Evident (0%) Does not adequately analyze gaps for the projected implementation costs of HRIS hardware, software, and license fees Does not adequately analyze gaps for the projected implementation costs of facility upgrades Value 20 20 Projected Implementation Cost of HRIS (Headcount Increase) Meets “Proficient” criteria and gives examples based on scholarly research Return on Investment (ROI) Meets “Proficient” criteria and aspects of the ROI are based on scholarly research Balance Security and Self-Service End-User Needs Meets “Proficient” criteria and logical sequence is apparent and detailed Articulation of Response Submission is free of errors related to citations, grammar, spelling, syntax, and organization and is presented in a professional and easy-toread format Analyzes gaps in current and future situations for critical organizational needs for the projected implementation costs of increased headcount when contemplating the implementation of an HRIS ROI analysis is complete and quantifies the estimated implementation costs and savings over a four-year period Clearly demonstrates the major aspects of balancing security and self-service end-user needs Submission has no major errors related to citations, grammar, spelling, syntax, or organization Analyzes gaps in current and future situations for the projected implementation costs of increased headcount, but misses some critical needs or does not discuss identified needs in sufficient detail ROI analysis is attempted, but is lacking key components or is calculated for less than a fouryear period Vaguely demonstrates the major aspects of balancing security and self-service enduser needs Submission has major errors related to citations, grammar, spelling, syntax, or organization that negatively impact readability and articulation of main ideas Does not adequately analyze gaps for the projected implementation costs of increased headcount 20 ROI is not included in submission 20 Does not demonstrate the major aspects of balancing security and self-service enduser needs Submission has critical errors related to citations, grammar, spelling, syntax, or organization that prevent understanding of ideas 15 Total 5 100% Running head: GAP ASSESSMENT AND VISUAL MAP Module Four Milestone One: Gap Assessment and Visual Map QL-667 18TW4 Human Resource Info Systems Southern New Hampshire University 1 GAP ASSESSMENT AND VISUAL MAP 2 Introduction Technology is taking over today's organizations with a storm, and the successful ones are so because they have invested much in technology. One department of an organization that needs many advancements regarding technology is the human resource department. It is the department that is involved in the hiring, firing maintenance of a healthy workforce among others (Armstrong & Taylor, 2014). Introduction of the human resource information system (HRIS) to the department assists in the smooth communication between the department and other stakeholders of the organization including the employees. Our company has recently invested in one HRIS, and its implementation strategy is on the way to make it a success. Factors an organization should consider when an organization the upgrade or implementation of a new human resource information system During the update of a new human resource information system may factors should be considered during the implementation stage. According to Howell et al., (2017) one of the elements is the objectives of the organization. The organization's goals and objectives should go hand in hand with the new information system for its implementation stage to be successful. Secondly is the purpose of the new software and the reasons why it is needed. Sometimes an organization may invest heavily in a technology system which does not serve the use of the organization hence end up incurring losses. Factors of cost reduction and efficiency increase are also to be considered during the establishment of a new human resource information system. An information system should make work more comfortable but not end up doing the job to become complicated. An example of GAP ASSESSMENT AND VISUAL MAP 3 cost-reducing is that it should be able to do the same position it is replace using fewer resources as compared to before. Gap Assessment Gap assessment involves the gauging of the different tasks of an information system and then come into a conclusion whether the company's goals are being met and if not what measures should be taken to ensure they are satisfied (Krygier & Wood, 2016). Presently in our organization, the information systems are not compatible with each other, and this makes the creating of reports and references to consuming a lot of time. A stand-alone system is the one incorporated to cater for the payroll and the keeping of time. This system is therefore unable to integrate itself with the paper or excel based employee files personal data and information. In future a new system should be brought up that will be able to handle multiple tasks at a go without failure. Also, it should be able to meet the current objectives of the company. Some of the gaps that exist in the organization are in the information systems, human resource and thirdly the operation finance and quality areas. Information Systems Area Gaps Communication in an organization is very critical to its success. The human resource department is of no exception, and it requires an information system that allows for the sharing of information between the HR and the other departments (Kavanagh, & Johnson, 2017). For this to take place, there must be the existing of support through both hardware and software. Hardware equipment that lacks in the HR department include computers, monitors, screens, files and booklets where summations are done before being keyed in the machines for storage. GAP ASSESSMENT AND VISUAL MAP 4 Software that is the most needed in our organization is the human resource information system software systems. These are very essential because they will seal the gap between paperwork which is manual and the storage of data and information which will be automatic. HRIS software will also help solve the problem of time that is consumed during the paperwork and also will help reduce the cost mostly incurred during the collection of data and information. Human Resources Area Gap Information and data in our organization are being stored manually through the paper works which are written in different files. With the existence of an HRIS software, the information regarding the employees will be stored electronically. Demographic data, on the other hand, is stored in for of an excel worksheet. The excel worksheet might be computerized, but the amazing thing is that the data input is updated manually through calculations in a sheet of paper and then being updated in the excel worksheet. This gap shows the need for an information system software that will help in the capturing of information and data through technological means. Employee information is very vital in an organization, and the way it is handled or stored should be of the highest safety. Mishandling or storage by manual means leaves a high chance of loss of the data. The gap in the way excel worksheet is filled in can be sealed by the introduction of an HRIS that has its formulas of calculations one's data is fed into it. Operations, Finance, Quality Area Gaps One of the problems being experienced in our organization is the problem of the time consumed to complete a task. Most of the works in the human resource of the organization are informed of paper works which end up being at a workload as they pile up (Armstrong, & Taylor, 2014). Another area is the cost of managing the workforce and the purchase of the GAP ASSESSMENT AND VISUAL MAP 5 manual equipment. As compared to the profits and benefits that are obtained at the end we find that the company usually operates at a loss or very minimal gains. With the inception of the new information system software, this gap will be sealed, and it will be taking less time to complete tasks. It will also require less human workforce to operate the systems hence the cost will be reduced. The price will also be reduced in the purchase of unnecessary equipment, and lastly, benefits will increase. This will also be another way of increasing the profits by reducing the unwanted expenses from the department's budget. An Informative Visual Map Current State Resulting Gaps Future State • • • • Manual paper-based database (file folders) Hand written entries using excel 8 Human Resource clerks + 2 managers Electronic time capture and payroll system • • • • Cost vs. benefit efficiency Authority risk Time consumption Productivity • Electrified software-based database systems that use the company's server • Electrified software-based database systems that use the company's servers + security measures including (passwords, access to control) • Role changing; may need an HR specialist, or a compensation analyst to take control over the: HRIS control, training, skills and activity management • Outsourcing of Payroll services until HRIS system is fully integrated and is properly functioning GAP ASSESSMENT AND VISUAL MAP 6 Conclusion As the technological advancements are taking over the organizations today all the departments of an organization should become aware of the revolution. The human resource department is considered as the key figure in all the activities of change that are likely to happen in an organization. In case a technological software is purchased by the organization like for example the HRIS it is the mandate of the human resource department to make sure that all the employees of the organization familiarize themselves with its application. This can be achieved through training programs whereby all the personnel of the organization is taught on how to use and apply it in their daily activities. GAP ASSESSMENT AND VISUAL MAP 7 References Armstrong, M., & Taylor, S. (2014). Armstrong's handbook of human resource management practice. Kogan Page Publishers. Howell, D., Boyd, S., Cunningham, B., Gillard, S., Slezak, L., Ahmed, S., & Nelson, P. A. (2017). Enabling Fast Charging: A Technology Gap Assessment (No. INL/EXT-1741638). Kavanagh, M. J., & Johnson, R. D. (Eds.). (2017). Human resource information systems: Basics, applications, and future directions. Sage Publications. Krygier, J., & Wood, D. (2016). Making maps: a visual guide to map design for GIS. Guilford Publications.
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