Chapter 4 HRIS Needs Analysis

SYSTEMS DEVELOPMENT LIFE CYCLE (SDLC) Continuous and iterative nature of planning and analysis! Figure 4.1 Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

SDLC: Overview Planning Analysis Long-range Short-range Needs Analysis Gap Analysis Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

SDLC OVERVIEW Design Implementation Maintenance “Blue print” for the ystsem Vendor selection Implementation Build, test and readied to “go live” Maintenance Corrective, adaptive, perfective & preventative Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

SDLC: Planning Needs: Long-range Planning Needs: Short Range Planning Strategic “Big Picture” Phase Containment Needs: Short Range Planning Operational Specific Projects And Programs Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

THE BIG 3 Where Are We Now? Where Are We Going? How Are We Going To Get There? Revise And Revisit These Questions On A Regular Basis! Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

ANALYSIS Dissect And Document Current Capabilities Identify And Prioritize Needs Conduct A Gap Analysis Review The Feasibility Analysis Determine Usefulness Of Gap Analysis In Developing RFP For Vendors Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

ANALYSIS: WHERE ARE WE NOW? Current Analysis Use Combination Of Methods: Interviews Focus Groups Surveys And Online Tools Organizational Archives Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

ANALYSIS: WHERE ARE WE NOW? Who To Ask: HR Functional Experts Job Experts Technical Experts End Users Top Management Consultants And Other Business Partners Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

ANALYSIS: WHERE WE NEED TO GO Heart Of The Needs Analysis Business Requirements Definition Point At Which Organization Determines And Documents Its Current And Future Needs Often Used Interchangeably with Needs Analysis Prioritize Business and System Needs Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

GAP ANALYSIS Culmination Of The Needs Analysis. Compares Current State Of Hris With Desired State Of Hris. What Important Needs Are Not Being Met What Important Needs Are Being Met Important Decision Making Tool For HRIS Project Leaders. Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

THE BIG 3 NEEDS TRIANGLE Figure 4.7 Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

NEEDS ANALYSIS: CRITICAL QUESTIONS Who Should Determine What Our Needs Are Going Forward? How Can We Ensure That All Of Our Needs Are Identified? How Do We Limit The Scope To The Things We Truly Need? Is It Feasible At This Point To Implement A System That Can Meet Our Critical Needs? Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

System Design and Acquisition Chapter 5 System Design and Acquisition

SYSTEMS DEVELOPMENT LIFE CYCLE (SDLC) AND HRIS DESIGN SDLC Provides A Structured Approach To Design Of The HRIS Figure 4.1 Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

DESIGN CONSIDERATIONS Logical Design Translation Of Business Requirements Into Improved Business Processes, Irrespective Of Any Technological Implementation Physical Design Determining The Most Effective Means Of Translating Business Processes Into A Physical System That Includes Hardware And Software Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

LOGICAL DESIGN: DATA VS PROCESS PERSPECTIVE Data Perspective Focuses On An Analysis Of What Data The Organization Captures And Uses, Its Definitions And Relationships. Process Perspective Focuses On Business Processes & Activities In Which The Organization Engages And How Data Flows Through The HRIS. Both are Essential To Understand The Complete Picture Of an HRIS! Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

DATA FLOW DIAGRAM (DFD) Graphical Representation Of Key Business Activities/Processes Conducted By The Organization. Focus Is On The Transformation and Movement Of Organizational Data Can move to and from External Entities (Such As A Job Applicant), Processes (The Applicant Tracking Process) & Data Stores. Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

SYMBOLS OF THE DFD Figure 5.1 Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

DFD: CONTEXT LEVEL DIAGRAM Figure 5.2 Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

DFD: LEVEL 0 DIAGRAM Figure 5.3 Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

PHYSICAL DESIGN Major Activities Determine If Value In Moving Forward with Implementation of New System Determine Hardware And Software Options And Requirements Determine Where To Obtain Hardware And Software Develop Implementation Schedule Work With Potential Vendors And Select Software, If Obtained Externally Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

THREE CHOICES IN PHYSICAL DESIGN Do Nothing Make Changes To HR Processes Without New/ Upgraded Technology (Which Is Only A Tool Not A Solution) Implement Changes With New Or Upgraded Technology: Build In-house Buy It (Commercial Off The Shelf [COTS]) Outsource Development Most common Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

WORKING WITH VENDORS Request For Proposal (RFP) RFP Recommendations Document That Solicits Proposals And Bids For Proposed Work From Potential Consultants Or Vendors RFP Recommendations Focus On The Business Requirements Be Specific Keep It Simple Work Closely With HR & IT Staff Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.

WORKING WITH VENDORS Vendor Selection Considerations Functionality IT Architecture And Integration Price Vendor Longevity And Viability Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc.