IT Solutions: Proposal for New HR System
University of Phoenix BSA/375
Proposal for New Human Resource System
In our quest to ever better ourselves the IT department, of Riordan Manufacturing, is submitting this Request for Proposal to integrate a more sophisticated, state-of-the art, information systems technology in our Human Resources department. Riordan Manufacturing has always strived to better ourselves by keeping up with technology in all of our operating systems and our manufacturing systems. Our goal is to remain at the forefront of the manufacturing community as we keep leading the way in all of our business systems and, at the same time, keeping the feel of a customer friendly company. We want to make sure that our customers can feel safe in the knowledge that we will do what is necessary to fulfill their business needs. As of now, our Human Resource, (HR), Operating System, (OS), has fallen short of this goal. Please understand that the system that is in place, while it has the ability to complete the task at hand is not sufficient enough for our growing organization. Right now, we are running many separate applications to process all of the HR system requirements. This process is not only time consuming, but is not a cost efficient solution that this company is looking for. If we want to accomplish our goal we need to combine all the old HR systems into a single integrated application.
The IT department is looking to complete this project in approximately six (6) months, so the new system can be utilized in the second quarter of next year. We want to have a prototype system available for testing in approximately two (2) months before final system deployment, for training and technical support purposes. Our goal is to have all training and any problems fixed one (1) month before start up. This way we will have time to apply any necessary changes to the system.
The new HR system will have many applications that can be used across most of our other business systems from Marketing and Sales to Inventory and Warehousing. We are hoping for companywide training to be completed within four (4) months of startup, making the new system available for all departments before the end of the third (3rd) quarter. Below are some requirements that will need to be accomplished so that the process of integrating the new HR system will go smoothly. Access the Stakeholders Involved in System Startup
The first step in setting up the new Human Resource Application, (HRA), is to gather information about the system requirements and user needs from everyone that will be involved in the startup and rollout of the new system. The process of gathering information from involved stakeholders can be a tedious process if the wrong techniques are used. So, to expedite this in an orderly and timely manner we will be passing out questioners to all members of the Human Resource Department and to all Department heads. Using Questioners will help the IT department get an idea of what requirements are expected from the new system. It is not cost efficient to talk to each employee so, it would be very beneficial for all that every questioner is filled out in a timely manner.
We will be emailed to each employee on Monday September 9th, 2013 and would like a response no later than Thursday September 12th, 2013, (for processing purposes). Questioners will also be available on the Employee Web Site under HR applications. Another technique of gathering the needed information will be to conduct group meetings with the HR department executives and managers. The IT department will be holding Joint Application Development, (JAD), sessions starting Monday September 16th, 2013. These sessions are managed processes that the IT department uses to gather information in an efficient, cohesive manner. We want to use team involvement so that we can gain a firm understanding of what you, the client, will want out of the new HR system. The JAD session will help all of us jointly develop the new system. Ensuring Successful Gathering of Project Information
We, in the IT department, want to make sure that every system requirement that maybe be asked for will be deployed at the time of the system prototype introduction. To insure that this goal is accomplished we must gather correct, concise and relevant information from each of you, the stakeholders involved in the system development. Gathering good information will help us develop the system molded to what you want. We understand that the information gathering process can be a daunting task, but with your help we can make this as painless as possible. Remember, without your input on this project the IT department cannot rollout a system that will be an effective tool for Human Resources and the rest of Riordan Manufacturing. The ability to gather good information is the most important process in all parts of every System Development Life Cycle, (SDLC), and with everyone’s support in this process the system rollout will go smoothly. Developing the Project Scope and Project Feasibility
Riordan Manufacturing wants all projects that go into development to be successful. If we want the new Human Resource system to be successful we will need to institute a project scope system. Even with the feedback and involvement of each stakeholder and the success of other projects delivered from the IT department there is a chance that this new system can still fail. At any given time there will be necessary changes to the project. These changes can have a negative effect, but our goal is to remain focused on the system requirements. We want to delivers the new system on time and under budget with the required functions that are expected. Our plan is to set up a system to manage key aspects of the new systems development: * Project Size – Understand how large this project will be * Project Goals – Make sure goals are set and achievable * Project Requirements – All system requirements are carried out
To deliver a finished project that meets the goals above our Project Scope will need to follow a these five (5) steps: * Project Initiation – evaluate the need of the new system and deliver appropriate solutions. * Scope Planning – Create a feasible Work Breakdown Structure, (WBS) that charts all the work that will be done on this project. * Scope Definition – Working with you, the end user, expand in detail the work breakdown the will be needed. * Scope Verification – Timely scheduled work assessment and acceptability checks by the end user and the IT department during the SDLC of the new application. * Scope Change Control – Put a formal system in place to control any system changes that will take place. This will limit Scope Creep, (Unauthorized access to changes to the system). As you can see, applying proper scope management will be crucial in the development of the new Human Resource system. Conclusion
To stay as one of the leaders in manufacturing we must keep trying to evolve. While we at Riordan Manufacturing have strived to be the best in the industry there are occasions when we must look into ourselves and see what changes are needed so that we can remain an innovator in manufacturing techniques while still being a customer friendly organization. The current Human Resource system has fallen behind and is keeping us from maintaining all that we have set out to accomplish. Integrating a more sophisticated, state-of-the art, information system in our Human Resource department will accomplish more than just the above goal. It will streamline our business applications into an easy to use easily accessible system that will be cost efficient with little maintenance. This is what we have always strived to accomplish and this new system will keep us on track. With proper planning, creating a good project scope, gathering good, reliable and relevant information and with your constant involvement throughout the SDLC of the new HR system we will be guaranteed of a successful project completion and rollout. Thank You.
IT System Manager
Wich, Darren. 2009. “Project Scope Management” IS 6840. Online http://www.umsl.edu/~sauterv/analysis/6840_f09_papers/Wich/scopemanagement.html
Heldman, Kim. PMP, April 14th, 2009. “The Importance of the Project Scope Statement”. Lakewood, Colorado. Online. http://pm.97things.oreilly.com/wiki/index.php/The_Importance_of_the_Project_Scope_Statement
Blankenburg, Joanne. September 9th, 2012 “Use Joint Application Design (JAD)