HRIS

Planning New HRIS

Attique Ahmad

Steps in Planning
Recognition of need for new HRIS If there is an existing system, determine if it can be modified at a reasonable cost. If there is no system, or if the cost of modifying it is not reasonable, conduct an analysis of whether buying a system or building a system is preferred. Prepare a detailed needs analysis. Prepare a Request for Information (RFI) or Request for Proposal (RFP) and send it to selected vendors. Analyse the results, reducing the short-list until only one or two options remain, and select finalist product and vendor. Negotiate price and conditions, while conducting final vendor references, and financial review. Select implementation project team.

Project Planning

time (start/end dates) people (identification; specific skills they bring to project; availability; cost) tools (equipment, software) money (budget)

CSFs
The organization's financial health The organization's structure The organization's culture - to ensure a climate for success The existence of a "mission champion" The status and involvement of the project manager the existence of effective Project and Steering Committees whether clearly defined business needs have been identified

CSFs continued
whether a formal documented plan has been developed (HRIS projects cross functional boundaries making great demands on all operational departments. The complexity of the task demands that a detailed documented plan exist and be used) whether planning has been coordinated across departments the extent and quality of systems support the age of, and satisfaction with the current system whether effective business process integration has been conducted Whether a realistic project budget has been established

Change Management
implementation of a new computer system, while presenting challenges, also provides a wonderful opportunity for the organization to introduce larger measures of change than might otherwise be the case organizations and the people in them have different tolerance levels with respect to change, some may actively resist change change occasions emotional responses which cannot be overcome by the logic of an engineered business process or detailed project plan

Training & Documentation

In planning for the development and implementation of a new HRIS, these two related functions are often overlooked Overriding concern for getting the system up and running often leads to putting documentation and training off to another time when there will be more time and resources to devote to them A complete, documented plan is key to the successful implementation of any information system The critical need to plan for systems training and documentation should be identified early in the planning for any HRMS

Scheduling Training
Training should be timely, that is, it should be timed so that the individual can apply what was learned as soon as possible after the training was provided Too often, for economic or other reasons, individuals are scheduled for training when the course is available, rather than when it is needed, otherwise: as individuals may be forced to flounder around learning things by "trial and error" that would be learned much more quickly on the course training may eventually be provided that is no longer required if those responsible for using and maintaining the system become de-motivated and give up when they could have succeeded with appropriate and timely training and development.

Training Phases
Training needs analysis Identification of media and methods of training Training program development Training conduct Training Evaluation Skill maintenance Continued support for post-implementation documentation and training

Documentation Instructional Manuals Operational Manuals User Documentation Help Help Desks Continual Updating

Questions?