Human Resource Information Planning

1. Chapter 3
HRIS Planning

2. Steps in Computerizing HR

3. STEPS FOR IMPLEMENTING HRIS

4. 1. INCEPTION OF IDEA
2. FEASIBILITY STUDY
3. SELECTING A PROJECT TEAM
4. DEFINING THE REQUIREMENT
5. VENDOR ANALYSIS
6. PACKAGE CONTRACT NEGOTIATION
7. TRAINING
8. TAILORING SYSTEM
9. COLLECTING DATA
10. TESTING THE SYSTEM
11. STARTING UP
12. RUNNING IN PARALLEL
13. MAINTENANCE
14. EVALUATION

5. 1. Inception of idea
 The first step of HRIS
implementation is the
inception of the idea. The
need of the organization to
have HRIS software must
be realized and agreed by
the top management. It is
an investment and
management needs to
keep it in mind.

6. 2.Feasibility study
As this is an investment the feasibility
of HRIS must be assessed. It covers the
following areas
• Scope of the software
• Future benefits after implementation
• Potential software developers
assessment
• Cost estimate
• Value addition to business
• ROI calculation
A proper feasibility study will help the
management to make the decision
based on facts and figures.

7. 3. Selecting A Project Team
 Ensuring budgeted
cost, specific timeline.
 Successful
implementation largely
depends on capability
and effort of project
team.
 Involvement of senior
managers is important.

8. 4. Defining The Requirements
 Scope needs to be defined. Not
detailed requirement
specification, at least the
processes.
 Some organization may want to
develop the payroll module while
others may want other modules
to be developed.
 Depends on the affordability and
plan.
 An essential step before
communicating with the
vendor/software developers.

9. 5. Vendor Analysis
 Selecting the right software
developer.
 The capability, track record
and goodwill of the
developers. The requirement
of the organization must be
shared with the developers.
 They will come up with their
offer that includes cost and
specific timeline for project
completion.

10. 6. Package control negotiation
• After getting final
order from the
vendor, proposals
are made
• Signing of contract
• Development starts

11. 7. Training
 Begins ASAP after
signing the
contract
 Training to use
HRIS
 Submit and
retrieval of data

12. 8. Tailoring the system
 Design of software
 Submitted to company

13. 9. Data Collection
• Primary Data collection
• Secondary Data Collection
• Data Validation

14. 10. Testing the System
 User Application Test
 Understanding the Gaps
 If complies, implemented otherwise sent back to
developer

15. 11. Starting Up
 Installation in Computers
 Configuration of system

16. 12. Running in parallel
 It is a safe stand to run the
existing process whether it
is manual or software and
the new software run in
parallel
 In case of any malfunction
of the new software the
process will not get
hampered
 At least one full cycle of the
process needs to be run in
parallel to avoid any
technical problems

17. 13. Maintenance
After the software has been
installed regular
maintenance and
performance monitoring is
essential
 For effectiveness annual
maintenance contract can
be signed with the software
development company

18. 14. Evaluation
 After running the software for a
certain period of time the
performance evaluation shall be
done
 As to know, What value the
software has added since its
inception needs to be evaluated

19. Application of HRIS
People administration Salary
Compensation and benefit
Leave and absence

20. Performance evaluation Recruitment
Personal self service
Training & development

21. 1. Project manager
 Responsible person in managing all the activities of the
system implementation
 The person should have excellent knowledge of the
organization’s mission, processes and needs.
 i. hire consultant
 ii. hire full time position
 iii. select someone who is involved in the project and
temporarily move him or her into project
management role
Planning for system implementation

22. 2. Steering committee / project charter
 Assistance for project manager
 Employee from each involved area
 Provide expertise about what are data needed, how
the process maps should be interpret and what data
are required for decision making
 e.g: lead systems analyst, HR functional expert
Planning for system implementation

23. 3. Implementation teams
 Includes both functional and technical personnel
 Functional experts is the power users, bring their
extensive knowledge about HR process and
technological skills
 Technical personnel – HRIS specialists, systems analysts,
database administrators and hardware experts
 e.g: HR, IT, accounting and other potential functions
Planning for system implementation

24. 4. Project Scope
 Information system need to be completely
operational to satisfy the needs from various
customers, employees and senior management
5. Management support
 Add or remove budget and other resources needed.
Planning for system implementation

25. Process Mapping
1. Identify data elements
2. Data elements are
stored and modified
3. Ouput exists