Genrays is currently benefitting from a newly consolidated financial, logistics and purchasing system, which has also created an unexpected return of investment. Genrays’ senior management strongly believes that a consolidated HR system will have similar benefits, such as business productivity and cost reduction. The current environment is decentralized and includes manual processes, in such way that HR has a physical presence within each building, in order to manage payroll and additional duties. The primary benefits of a Human Resources Information System (HRIS) include: employee database consolidation into one solution, along with payroll, career advancement plan, performance evaluations, hiring process and more. The utilization of LDAP for the employee directory will ensure that information about employees such as phone, email, department and office location is updated.
The automation process will start with the recruitment of talent from the up-to-date database. Existing and future employees will have the ability to research available jobs on the Intranet or company website. Payroll will be automated to empower employees to make changes to benefit deductions as well as manage time off requests electronically. The updates of timecards will also be done by employees, through a self-service portal. This process will get automated via a business workflow, where the manager will automatically get notified of HR/payroll changes of their direct reports. The new system will also address a major concern- the ability for employees to take fractional time off during a workday.
Performance reviews, also managed through HRIS will deliver a clear, wide-ranging solution for employee evaluations, where the score assigned by the manager will connect to the payroll function and automatically apply the salary change. The career advancement plan will also be addressed as part of HRIS, where an employee career’s path is tied into training and certifications related to either a specific job or future career targets. The data consolidation component is a critical task, which entails the migration of all distributed paper or electronic HR files into HRIS. The project team leaders will plan for staff training and discuss the switchover to IT for post-production technical support and Training department for application functionality questions.
The management team at Genrays requires the following: automation of job applications through company website in order to enable progress tracking; automation of employment application assessment; recruiting expansion to interns at college campuses or job fairs; enablement of existing employees to grow based on revamped training; automate reimbursement, timesheet & employee benefit change process to avoid double data entry and human error; automate attendance tracking by using system time clock-ins/outs; process improvement associated with performance appraisals and employee career goals; centralize all company payrolls to the HR department; set standards (description and pay scale) for specific job descriptions in Manufacturing; set standards for compliance for employee communication on forms and notices and consolidate system databases into one.
Statement of Work
The project team will implement a comprehensive HRIS, to include the following components, as required by the project sponsors: employee database integration with LDAP, payroll system customization, timecard automation, recruitment workflow process, training integration as part of the employee career growth offerings, employee education on new HRIS.
The project team will execute the deliverables listed below, with the specified timeframe. Each deliverable has also been expanded upon within the attached spreadsheet (MGT2-Task1Milestones.xlsx).
The table below provides the acceptance criteria for each deliverable. The discovery phase requires an accurate inventory of software and hardware. The project manager will assess multiple HRIS systems available on the market, in conjunction with the business requirements.