HRM4125 - Research Report, Project Charter & Implementation Plan

1.1         Introduction

According to Jahan (2014),

“Human Resource Information System (HRIS) is a systematic way of storing data and information for each individual employee to aid planning, decision making and submitting of returns and reports to the external agencies. It can be briefly defined as integrated systems used to gather, store, and analyze information regarding an organisation’s human resources. It merges HRM as a discipline and it’s basic HR activities and processes with the information technology field. It can be used to maintain details such as employee profiles, absence reports, salary administration and various kind of reports. It is one of the benchmark HR practices in the corporate world.”

ORACLE (2022) states that “a human resources information system (HRIS) is a software solution that maintains, manages, and processes detailed employee information and human resources-related policies and procedures”.

Matchr (2022) states that one of the most valuable benefits of using HRIS for recruitment is the ease of converting information submitted on the application into employee files. They further posit that HRIS, or human resources information systems, can make the recruiting process much easier for many organizations. Using HRIS, companies can easily accept online applications and resumes and filter those applications to the relevant areas and managers. HRIS can also be extremely helpful after hire, when new employee information must be obtained and filed.

Based on the literature ABC Company is ready to move forward with the procurement of this system which will automate our recruitment processes.

1.2         Problem Definition and Research Objectives

Following our need to automate our recruitment processes, the main question is how we go about choosing the optimum HRIS for our company that among other things will offer other functions.  Therefore, our research objectives:

To determine which human resource information system is best for the company which will automate, enhance and improve our recruitment and selection processes.

This research plan will use exploratory research to obtain preliminary information to understand the problem and the descriptive approach to identify and procure the optimum HRIS solution for our company.

Get Your Customize Task on any subject starting 10$/Page

Order Now Whatsapp Now

1.3         Proposed Research Process and Methodology

Our research methodology will use a combination of qualitative and quantitative research methods including, given the urgent need for the system the methodologies will be limited to:

• Benchmarking and Consultations
• Industry Literature Review
• Expert’s review

1.4         Proposed Sample Population

• Benchmarking
• Consultations:
• Sample population
• Literature Review
• Focus

1.5         research results

1. Our research team headed by Matchr recommends the option of perpetual licensing which according to com allows the company to host the HRIS software own servers, so it only needs to pay for the software upfront. They further assert that perpetual licensing may be an attractive option for businesses who are concerned with data security or have complex needs (e.g., large organizations).
2. This method according to HRMs World is more of a purchase rather than a rental, this one-off license fee may come with come with additional costs for ongoing maintenance and support package. This we can maintain ourselves with our software engineers and ensure data privacy.
3. We will choose a software company with strong reputation sterling track record and the least amount of licensing costs, preferably annual billing instead of monthly billing per employee
4. Simultaneous roll out of the project in all three locations except for the go live date which will be staggered.
5. Most cost-effective brands are PeopleStrategy, Bamboo HR and Zenefits, Oracle is the most expensive and out of our price range and budget.

Project charter

1.6         EXECUTIVE SUMMARY

ABC Medical Company is in the process of hiring 200 employees over the next fiscal year.  The company is operating on a paper based and email-based recruitment process which is an antiquated method of recruitment that is not in keeping with the modern technologies. From a strategic perspective, it is imperative that ABC Medical Company acquires a human resource information system that will transform and automate their human resource processes.

1.7         Project objectives

This project is geared towards researching and recommending:

• The procurement of a comprehensive HRIS tool that will promote their talent acquisition tool that will:
• Increase candidate exposure
• Decrease time spent on recruitment
• Systemize the entire recruitment process
• Process internal promotions
• Implement the system immediately in order to recruit 200 employees.
• Complete this project on time and within budget of $100,000.00 dollars.

1.8         Project Scope (inclusions)

ABC Company Limited will take a 3 phased approach to implementing the new HRIS. The overall strategic goal of the project is to implement:

• The authorized module to be added is the first phase: Recruitment and Selection Module

1.9         Project Scope (Exclusions)

This first phase of the HRIS Project will not include:

• Compensation Benefits Module (to be commissioned as Project No. 2 in the Spring 2023).
• Payroll Module to be commissioned (Part of Project No. 2 in the Spring 2023).
• Performance Management and Appraisal System Module (Part of Project No. 2).
• Training and Development (to be commissioned as Project No. 3 in the Fall 2023).

1.10     High level Assumptions

The project is being executed under the assumption that:

• The HRIS system will be:
• Customized to meet the needs of ABC medical limited.
• Able to generate customized reports
• The HRIS system will have reliable after service support to ensure long term continued success.
• Able to be built on to add the additional modules to be purchased in Phases 2 & 3

1.11     High level constrainsts

• Legal compliance, there are several legislation and regulations to adhere to when implementing an HRIS. Failing to understand legal requirements for process, data can result legal problems.
• Data security – ensuring that data is secure from the inception stage and complies with all relevant legislation.

1.12        risk assessment

1.13     project stakeholders

1.14        Project approval assessment

This document contains the procurement and implementation of the first module ABC Company Human Resource Information System.

I agree with the contents of this Project Charter

Project plan

1.16     Project requirements

• Consultant’s Research report with recommended HRIS solution
• Approved technical specifications
• Sufficient financial resources

1.17     Project deliverables

• Comprehensive HRIS system
• Implementation Cost Estimates

1.18     Situation Analysis

What: The company is recruitment and selection process are paper and email based which is outdated in today’s world of automation.    

Why: The problem needs to be addressed because the manual system is not efficient nor effective and the company is on a massive recruitment campaign to hire 200 employees. We will need to find a comprehensive automated HRIS solution that can improve the recruitment and selection processes.  

Who: The automation of the recruitment and selection processes will positively and directly impact the company’s ability to efficiently recruit over 200 employees?

When: Given the urgent need to procure and implement the new HRIS acquisition tool the company intends to identify, test, procure and implement the optimum system that can deliver efficient human resource recruitment and selection processes with a launch date of December 1, 2022.  

1.19     Project teams

The Project Team comprised of:

• Human Resource Information Systems consultant (external)
• HRIS research team – 3 individuals
• Human resource specialists (internal) – End users
• Software engineers (internal) - Maintenance

1.20     Project Schedule

Our researchers and external consultant concluded that it will be better to purchase the HRIS system that will significantly improve our recruitment and selection systems.  The projects implementation will be as follows:

• Develop the system requirements/technical specifications - May 1, 2022
• Develop the Request for Proposal (RFP) – May 31, 2022
• Management approves the technical specifications required – June 05, 2022
• Management approves the launch of the request for proposal - June 15, 2022
• Launch local call for requests HRIS implementation proposals – June 30, 2022
• Review proposals received and invited companies for live demo - July 15, 2022
• Software testing and review – July 20, 2022
• Select top company based on company goals and strategic alignment, costs, and functionality: August 15, 2022
• Final approval of system procurement – August 30, 2022
• Full implementation of the software, staff trained, infrastructure – September 30, 2022
• Launch/Go Live at all three sites October 1, 2022