Chapter 4
HRIS Needs Analysis
SYSTEMS DEVELOPMENT LIFE CYCLE
(SDLC)
Planning
Analysis
Continuous and
iterative nature
of planning and
analysis!
Design
Implementation
Figure 4.1
Maintenance
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SDLC: Overview


Planning

Long-range

Short-range
Analysis

Needs Analysis

Gap Analysis
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SDLC OVERVIEW

Design



Implementation


“Blue print” for the ystsem
Vendor selection
Build, test and readied to “go live”
Maintenance

Corrective, adaptive, perfective &
preventative
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SDLC: Planning

Needs: Long-range Planning




Strategic
“Big Picture”
Phase Containment
Needs: Short Range Planning


Operational
Specific Projects And Programs
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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!
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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
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ANALYSIS: WHERE ARE WE NOW?

Current Analysis

Use Combination Of Methods:

Interviews

Focus Groups

Surveys And Online Tools

Organizational Archives
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ANALYSIS: WHERE ARE WE NOW?

Who To Ask:

HR Functional Experts

Job Experts

Technical Experts

End Users

Top Management

Consultants And Other Business Partners
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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
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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.
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THE BIG 3 NEEDS TRIANGLE
Figure 4.7
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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?
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Chapter 5
System Design and Acquisition
SYSTEMS DEVELOPMENT LIFE CYCLE
(SDLC) AND HRIS DESIGN
Planning
Analysis
Design
Implementation
SDLC Provides A Structured
Approach To Design Of The HRIS

Maintenance
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Figure 4.1
15
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
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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!
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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.
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SYMBOLS OF THE DFD
Figure 5.1
Symbol
Meaning
Example
Entity
Employee
Data Flow
Process
Data Store
Employee Pay
5.1
Print
Employee
Paycheck
D1 Time Card
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DFD: CONTEXT LEVEL DIAGRAM
Figure 5.2
Management
Hiring/Placement Decision Reports
0
Applicant
Tracking
System
Application Confirmation
Application Decision
Application Reports
Hiring Decisions
Applicants
Application
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Human
Resources
Department
20
DFD: LEVEL 0 DIAGRAM
Figure 5.3
Applicants
1.0
Receive
Applications
Application
Application Confirmation
Application Decision
Applicant Data
2.0
Update
Applicant File
Human
Resources
Department
Application Reports
Hiring Decisions
3.0
Select
Candidates
Applicant Data
Reviewed Applicant Data
New Employee Data
4.0
Update
Applicant &
Employee
Files
D2 Employee File
Formatted Applicant Data
Offer & Acceptance Data
D1 Applicant Files
Management
Offer & Acceptance Data
Hiring/Placement Decision Reports
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5.0
Create
Management
Reports
21
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
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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:
1.
2.
3.
Most
common
•
•
•
Build In-house
Buy It (Commercial Off The Shelf [COTS])
Outsource Development
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WORKING WITH VENDORS

Request For Proposal (RFP)


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
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WORKING WITH VENDORS

Vendor Selection Considerations

Functionality

IT Architecture And Integration

Price

Vendor Longevity And Viability
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