Wk2_CourseProject_WisemanA

RUNNING HEAD: HRIS Course Project Page 1 of 14
Castle Restaurant
Annette Wiseman
DeVry University
7/12/2016
HRM 340 HRIS
Dr. Agada

INTRODUCTION:
Castle’s Family Restaurant is a mid-sized business in Northern California. They have
eight restaurants which staffs 340 employees. 136 employees are considered full time meaning
more than 30 hours per week. The other 204 employees being part time; meaning less than 30
hours per week. Mr. Jay Morgan who is the Human Resource manager travels to each of the
eight locations once each week. The travel has become burdensome for Mr. Morgan who wishes
my company to find alternatives to his Human Resource needs. Mr. Morgan’s duties for each
restaurant includes scheduling, recruiting, hiring, demotions, promotions, and dismissal as
needed. He also handles answering questions for the employees as needed. Mr. Morgan is using
outdated technology to handle payroll; by using Excel spreadsheet designs that may often
become burdensome to manage, and he uses a computer application to print payroll checks
which too may become burdensome. Mr. Morgan is looking to cut the cost, and time of his
travels by being able to take care of his duties from his office, instead of traveling to each
location weekly. He is also wanting a cost-effective way of achieving this.
In this the areas that will be reviewed are his options in automating Mr. Morgan’s Human
Resource duties to ensure cost effectiveness, less travel time, and security for employee’s
personal information. We will do this by ensuring we hold to any California State Laws as well
as Federal Laws that pertain to employment.

BUSINESS ASSESSMENT:
Castle’s Family Restaurant is a mid-sized business in Northern California. They have
eight restaurants which staffs 340 employees. 136 employees are considered full time meaning
more than 30 hours per week. The other 204 employees being part time; meaning less than 30
hours per week. Mr. Jay Morgan who is the Human Resource manager travels to each of the
eight locations once each week. The travel has become burdensome for Mr. Morgan who wishes
my company to find alternatives to his Human Resource needs. Mr. Morgan’s duties for each
restaurant includes scheduling, recruiting, hiring, demotions, promotions, and dismissal as
needed. He also handles answering questions for the employees as needed. Mr. Morgan is using
outdated technology to handle payroll; by using Excel spreadsheet designs that may often
become burdensome to manage, and he uses a computer application to print payroll checks
which too may become burdensome. Mr. Morgan is looking to cut the cost, and time of his
travels by being able to take care of his duties from his office, instead of traveling to each
location weekly. He is also wanting a cost-effective way of achieving this.
Business functions are the operations that are to be performed that a business uses to
accomplish their goals. Human Resource (which will be further referenced as HR) can be
streamlined and very cost effective when automated. The goal of HR automation is to take the
human element out of the equation. By removing the human element, a restaurant is able to avoid
costly human errors and streamline functions such as training, payroll, and reporting which will
help the restaurant run smoothly. Automating HR can help the HR manager prioritize other areas
that need that human touch, and let the software do the rest.
The theory behind what Mr. Morgan is asking is that he wants to automate the restaurants
he manages to make it easier on him. This is a huge undertaking simply because Human

Resource Information Systems are a huge responsibility and understanding the pros and cons of
automation will be in Mr. Morgan’s best interest. What Mr. Morgan does now is not time
effective nor is it cost effective. Mr. Morgan as Human Resource Manager of eight restaurants is
losing time and money by needing to travel to each location each week. His functions as HR
manager he is responsible to recruit, monitor performances, keep records of any performance
issues, training, scheduling each of the 340 employees shifts, and keeping both payroll and other
important records such as W-2’s for the IRS. There is so much to be gained by automating his
tasks. (Li 2016)

IDENTIFIED PROBLEMS:
Mr. Morgan is responsible for hiring the right people to fill any open positions in the
restaurants Mr. Morgan will find that by using a workflow software that can be specially
designed to fit his needs he will save time, and money. The software will provide the application
forms that the potential employee will fill out on line and there they will be able to upload any
documents such as diploma, resume, and so forth. Then Mr. Morgan will be able to set the
workflow software’s standards to automatically go through the applications picking out key
words. This software will also be able to notify potential applicants with their status. Once
implemented the software can also be used for employee training using both techniques and
technologies. It is common place in the restaurant business that on the job training with a senior
employee is used. However, there is space for an automated training practice such as videos, the
software can be molded to provide a virtual presence and with the use of clicks, or keys the
employee can simulate the restaurant experience and what is expected of them. This will
eliminate the mistakes in human bound training that quite often occur when one employee trains
another. If the senior employee is not doing something right and it has not been caught or
corrected they will teach the new employee their bad habits. By automating the training process
these key mistakes can be avoided. Training software can bring about a huge shift in the
restaurant industry. (Li 2016) Mr. Morgan also has the huge responsibility of assigning the right
number of people to cover each shift. Scheduling software is critical in making a success of the
automation process. This software can be created to manage and keep track of all the employees
time when they are available for work, each employee’s desired hours, number of hours the can
or are available to work, and this software can be customized to service each location. The most
wonderful thing about this software is that it will use the information stored to create the
schedules with minimal input from the HR manager. Mr. Morgan will then look over each

schedule and verify it is correct then sign off on it and submit it to each location’s manager to
post. The software can also create customized schedules to accommodate any employee’s
situation with minimal effort on Mr. Morgan’s part. Web-based scheduling software can also
accommodate employees inputting their times available online and submit requests for off time
and the employee’s will also be able to check their schedules online. The next piece of software
is the payroll software. This software also includes the employee’s punch clock and records their
actions while at work. This software is critical to the success of Mr. Morgan’s automation
process; as it will reduce his time spent on payroll and help eliminate any mistakes that can lead
to legal issues. This software will also keep track of each employee’s salary and any tips that
need to be reported to the IRS. Payroll software can be customized to include the use of tip
reporting or left out if all employees are given standard wages without tips. This software will
automatically calculate payroll while remaining in compliance with current legislation. Using
this makes it easier for HR managers to enter payroll data and will automatically search these
laws to ensure compliance. This will save large amounts of time for HR managers who do this
manually. Payroll software can also help with direct deposit as it will direct deposit pay amounts
into the employees account directly saving time, paper, and money used to print paper checks.
Another great software is inventory software to track any discrepancies caused by employee theft
and makes it easier to catch these employees. (Li 2016)
The Theory is Compliance Software is critical for Mr. Morgan’s success. I chose this
software to be the focal point because there are huge fines that are associated with non-
compliance. Smart HR managers will take action to prevent high risk noncompliance behavior
that can generate negative publicity and huge penalties, and government fines. The average fines
for noncompliance lawsuits is $250,000 in 12 months. (DeWitt 2010). There is a huge risks of

noncompliance as there are multiple levels of federal, state and local regulations that must be
met, and maintained. Mr. Morgan is responsible for doing this right now in the blind. He must
rely on his managers from each of eight locations to be accurate and honest. Using compliance
software will eliminate the human element which can make errors, and even be dishonest. At this
time Mr. Morgan is responsible for complying with each law in the area the restaurants are
located in manually. This take much time to ensure accuracy, this can be resolved and the
process sped up by automating critical workforce management to track and comply with
mandated regulations, which will track data to keep it accurate and up to date. This software will
monitor employee actions, do internal audits, and keep consistency in records to ensure
compliance. (DeWitt 2010)
The first rule in compliance automation is minimize risk, the second rule is maximizing
compliance. Both of these rules start the day an employee is hired and maintained by the
employer throughout the relationship. The first risk that has been reported among restaurants in
the industry is it takes over two days for management to get each new hire into their current
systems, many of these restaurants allow the employee to start working before being completely
set up in their internal systems. This huge gap allows substantial time for a compliance risk to
become a noncompliance nightmare. By automating the hiring process this will reduce the time it
takes for the employee to be in the system and reduce the compliance risk. The compliance
software will update the application process anytime there is a compliance that must be met and
maintained it will provide a uniformed, and consistent application and selection process that
promotes fair and equitable treatment. By automating scheduling the software will keep track of
any employees aged 17 and under who may have age restrictions that determines when and
where they can work and what jobs they can perform. One scheduling conflict can have a

devastating effect on the restaurant that results in costly lawsuit for violating the Fair Labor
Standards Act (FLSA) (Law 2016). Another scheduling nightmare HR managers face is
regulation of meal, break and overtime schedules to stay in compliance with the regulations that
govern these issues. There is no federal law about meal or break periods (Law 2015) However, in
California there are state laws that do mandate employee breaks, and mealtime. California Labor
Law protects the rights of employees to fair wages and proper working conditions. When these
laws are violated the employer is often required to pay stiff penalties. California is only one of a
handful of states that require a break and meal for their employees. These state laws must be
adhered to or the penalties are severe in 2015 over $690 million were paid by companies in
California who violated these laws. (Labor Law 2016). Automating your business with
Compliance software will update the system this will regulate the meal and breaks for every
employee in all locations by having historical data on file the software will forecast coverage,
consider individual employee restrictions, schedule breaks, and automatically set employees with
approved jobs while keeping your company compliant. This is to ensure these laws are being
followed to avoid the fines, and penalties for noncompliance. Another compliance issue is
scheduling; time and attendance is hard to appropriate for eight restaurants. This means Mr.
Morgan is needing to have someone other than himself keep track of time and attendance at each
location. This can lead to errors, and dishonesty among employees and managers. To ensure that
compliance is maintained the automated system will provide greater visibility into time and
attendance, send out automated alerts to notify managers and Mr. Morgan when employees are
approaching overtime, off task, and keep their timecard that will allow Mr. Morgan the ability to
approve the data, will keep data accurate, up to date, and in compliance, as well as allow Mr.
Morgan to monitor employee actions, execute audits on each location, keeping records, and stay

well with in compliance. It will also eliminate errors and ensure the employees are paid
correctly. The next goal of Compliance software if to track absences which can take many forms
from family to medical, vacation and extended breaks. Family Medical Leave Act allows a
protected employee to take unpaid leave from work for a covered issue. This is a law that must
be complied with and the software will ensure compliance is assured. (Law 2015). Another goal
of compliance software is functionality: the software needs to put the HR manager in control and
be easy enough to use that it makes implementing the system a streamlined process and make the
Mr. Morgan’s job easier and functional. The compliance software will update the system
automatically when a new law occurs so it will keep the restaurant in compliance It does not
matter if you are hiring for one location or multiple locations the automation process should
minimize risk and maximize compliance. (DeWitt 2010)

HRIS NEEDS ASSESSMENT:
The review of the above listed Human Resource Information System (HRIS) software
will benefit Castle Restaurants greatly. The software that is needed needs to have a multi-
dimensional effect to cover majority of the tasks that Mr. Morgan now does by hand. This will
ease the functionality of the business as a whole, and greatly reduce Mr. Morgan’s travel time.
The Theory from a realistic standpoint is the list of HRIS systems that are comparable to
Castle Restaurant needs are:
People Matter which is already used in more than 47,000 locations in restaurants such as
Del Taco, Texas Roadhouse to name a couple. The services provided vary depending on the
HRIS package that is wanted. The subscription service stats as little as $9 a month that includes
the basics to pull the company away from paper. The larger more in depth packages cover the
needs outlined in this report. The pricing may be higher than the basic package it covers and
offers a wider variety and range than the standard package. A company the size of Castle
Restaurants can save upwards of $131,821 and a total number of hours saved is 20,469. The
savings alone is worth the price. (People Matter 2015)
The next software recommendation is Sentric Workforce they offer a comparable
system to People Matter however they are just a little higher in pricing there pricing is per
employee not month and for the premium software that includes payroll it would cost $14.50 per
employee. What Sentric Workforce offers is a unified HR platform that helps its users manage
payroll, documents, and employee information. (Sentric Workforce 2015)

The third recommendation is Triton HRIS this software is a subscription service. It
offers key features to the business. Triton HRIS offers a wide variety of services that would meet
very well with the needs of Castle Restaurants. They are on the newer side as a company goes.
Founded in 2008 by a Human Resource Developer they have amazing reviews and are up and
coming in the world of HRIS. Mr. Rosenthal the company’s Founder and CEO states, “I like to
think we make a difference in each of the 750 businesses we service. We really listen to what is
needed in the market and we deliver.” (Rosenthal 2011)
Whichever is the choice it will make running Castle Restaurants easier, more efficient
and compliant. The goal of any HRIS is to make the life of the HR manager streamlined so they
can focus on what really matters: the people.

CONCLUSION:
In conclusion the theory is Castle Restaurants needs to automate its HRIS functions to
help Mr. Morgan delegate his numerous tasks to ensure cost efficient, save time, and is
compliant with laws, and statues that govern the state and employer. By automating his
functions, he will be able to focus more on strategic planning, and the people who make Castle
Restaurants a great place to eat and work. Whichever software you choose it will help make
Castle Restaurants run more efficiently and ensure compliance with all laws, help with turnover
rate, save time, travel, expense, gasoline, and maximize profits.
Mr. Morgan needs to understand the value of human capital and the continuous growth of
Castle Restaurants. With supporting software to handle various functions such as HR tasks and
payroll it will easily be integrated with current policies and procedures at Castle Restaurants.
Automation will maximize strategic functions, role based technology, reporting, scheduling,
payroll, training, onboarding, employee schedules, direct deposit. HRIS systems open a whole
new world for over worked HR managers.

References
2016 Pricing Packages. (n.d.). Retrieved July 14, 2016, from
https://www.peoplematter.com/pricing
DeWitt, C. (2010, May 15). The Key Is In Compliance. RetrievedJuly 14, 2016, from
https://www.qsrmagazine.com/hiring/key-compliance
C. (2015, January 1). HR Software Selection Made Easy! Retrieved July 14, 2016, from
https://www.comparehris.com/hris-hrms-survey/results.aspx
Labor Law, C. (2016, March 02). California Labor Law: Unpaid Overtime, Minimum
Wage, MissedBreaks Class Action Lawsuit Investigation. Retrieved July 14, 2016,
from https://topclassactions.com/lawsuit-settlements/lawsuit-news/40907-california-
labor-law-class-action-lawsuit/
Law, F. (2016, January 01). Fair Labor Standards Act (FLSA). RetrievedJuly 14, 2016,
from http://hr.ofm.wa.gov/compensation-job-classes/compensation-
administration/fair-labor-standards-act-flsa
Law, F. (2015, July 09). Breaks and Meal Periods. Retrieved July 14, 2016, from
https://www.dol.gov/general/topic/workhours/breaks
Law, F. (2015, July 6). Fact Sheet #28 Family Medical Leave Act. RetrievedJuly 14, 2016,
from https://www.dol.gov/whd/regs/compliance/whdfs28.pdf
Li, A. (2016, May 2). Automating HR Functions for Restaurants. Retrieved July 14, 2016,
from http://smallbusiness.chron.com/automating-hr-functions-restaurants-
38149.html
SentricWorkforce Pricing, Features, Reviews & Comparison of Alternatives. (n.d.).
Retrieved July 14, 2016, from https://www.getapp.com/hr-employee-management-

software/a/sentricworkforce/#specifications
Triton HR. (n.d.). Retrieved July 14, 2016, from http://www.tritonhr.com/

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