HRIS Needs Analysis

HRIS Needs Analysis

By: Neha Agarwal Rajwardhan Kumar

Introduction y

Needs Analysis is process of gathering, prioritizing, and documenting an organization·s HR information requirements.

y

Serves as input for design and implementation of HRIS

y

Why Needs Analysis: y

y y

Users rejects an HRIS which fails to provide required functionality Costly Systems based on arbitrary data is waste Time and Cost is increased in case of erroneous systems

System Development Life Cycle y

Planning Includes long range and short range planning

y

Analysis Current capabilities are documented, new needs are Identified and scope of an HRIS is determined

y

Design

inal vendor evaluation and selection occur. Final specification of 

F

the system and its functionality are defined

y

Implementation HRIS System is built, tested, and readied for actual output or ¶go-live· stage. Coding, configuration modules, system testing, final procedures, training end users

y

Maintenance

valuation of HRIS

y

E

y

Does it meet all needs as determined?

y

Is it accepted by users?

Planning

Analysis

Design

Implementation

Maintenance

Phase

Containment

y

A quality control principle to guide all HRIS Systems

y

Organization must identify problems as early as possible in life cycle of system and deal with them

y

This is to avoid costly reworking and modifications later

y

Ex

ample :Y2K bug

Planning  y

Needs: y

Long Range Planning

¶Big Picture· of HR function and its information needs in light of 

overall business strategy y

Example: y

ision is ´We aspire to attract, develop, and retain the best and brightest

V

human capital in the world by becoming and employer of choiceµ y

or each need we can ask, will this functionality enable our organization to

F

attract best and brightest, and be an employer of choice y

y

If yes, it is of strategic importance

Needs: Short

Range Planning

Analysis with immediate focus, over ne xt one to two year

y

Steps in Short Range Planning y y

y y y y y

orm a team ² consider who specifically should be on project Identify at a high level the critical business needs that a system would have to satisfy Complete Scenario analysis: Identify potential solutions Consider a feasibility analysis in terms of cost-benefit analysis Develop a tentative scope and schedule for viable scenarios Estimate the return on investment for viable scenarios Complete a system investigation report with specific recommendation for action F

ample: A competition for limited dollars between project to implement Employee Self Service and Performance Management System.

Ex

The y

y

BIG 3: Global Positioning System of HRIS

Three general questions must be answered y

Where are we now

y

Where are we going

y

How we are going to get there

Applicable for long range as well as short range planning

Analysis y

Dissect and Document the organization·s current capabilities

y

Identify and prioritize needs ² current and future

y

Conduct a gap analysis to identify critical functional and technical gaps

y

Revisit the feasibility analysis based on what is known and potential solutions

y

Develop request for proposal for vendors

Detailing Where We Are y

Data collection includes y y y y

y

Interviews Focus Groups Surveys and Online tools Organizational Archives

Sources of data gathering initiatives y y y y y y

HR Functional Experts  Job Experts Technical Experts End Users Top Management Consultants and other business partners

Detailing Where We Need to Go

ocus on future needs, a business requirement definition

F

GAP Analysis y

or each requirement, gap analysis identifies if currently

F

organization perform that function y

Priorities are assigned

y

Gap is classified as high, moderate and low

Function

Currently Have

Manager access and enrollment online to courses, dates and location Tracking of courses taken and production of tracking profile

Yes

ully Online

F

Courses content available Online registration facility with ability to maintain employee status

Yes

Requirement

Priority

Gap

Yes

3

Mod

Yes

4

Yes

4

Yes

3

Yes

4

Gap Analysis Report for a training Function

High

High

THANK

YOU