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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