Chapter 3: Systems Considerations In The Design Of An HRIS Planning For Implementation PDF

Chapter 3 Systems Considerations in the Design of an HRIS: Planning for Implementation  CHAPTER Objectives After completing this chapter, you should be able to Understand the different types of users or customers of the HRIS and their different data needs...

Chapter 3 Systems Considerations in the Design of an HRIS: Planning for Implementation  CHAPTER Objectives After completing this chapter, you should be able to Understand the different types of users or customers of the HRIS and their different data needs Discuss the differences between the five general hardware architectures from “dinosaur” to “cloud computing” Discuss, very generally, the main concepts of hardware and database security Discuss the “best of breed” approach to HRIS acquisition Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 2  HRIS IN ACTION Read the scenario in your textbook. What is the first thing to do? Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 3  HRIS CUSTOMERS/ USERS Employees Non-employees Managers Job Seekers Analysts (Power Sourcing Partner Users) Organizations Technicians (HRIS Experts) Clerical Employees Organizational Employees Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 4  Managers Their primary HRIS need is to have real-time access to accurate data that facilitate decision making with regard to their people For example, accurate data about performance help managers to make decisions in regard to training program enrollment (similarly, recruiting-channels, employees retaining-promotions). HRIS provides managers with reporting and query tools that provide easy-to-read and real-time reports (dashboards) to help in making decisions Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 5 Dashboard reporting tool - example 6 Dashboard reporting tool - example 7  Exercise - 3 Provide an example of HR dashboard and illustrate how it helps the HR managers in making decisions. Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 8  Analysts – power users The primary role of the analyst is to acquire as much relevant data as possible, examine it, and provide reasonable alternatives to facilitate the decision process of the manager The analyst is referred to as a power user because this person accesses more areas of the HRIS than almost any other user. HRISs provide tools that the analyst can use to model scenarios or perform “what-if” analyses on questions of interest E.g. A recruiting analyst might be asked to provide a short list of potential internal candidates for a position that opened in the marketing function 9  Technicians (HRIS Experts) Straddle the boundary of two functions: to ensure that appropriate HR staff members have all the access, information, and tools necessary to do their jobs. For this, HRIS experts need to understand what is needed from an HR-process standpoint and then translating that into technical language, so the technical employees—programmers, database administrators, and application administrators—know exactly what to do. When the technical staff is planning to install the latest update and one of the results will be a change in functionality, the HRIS expert must take what the technical staff provides and translate that into language HR users understand, so as to indicate how processes and activities might change. Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 10  Clerical Employees The clerical employee must understand the process required to enter information into the HRIS For example, Hiring a new employee requires that a clerical employee enter the appropriate information into the HRIS—such as the new employee name, address, position, benefits and salary. do not generally provide input about whether to hire an individual to a particular position, they bear considerable responsibility for seeing that the new employee gets paid properly. 11  Organizational Employees All the other employees throughout the organization who interact with the HRIS They are not likely to make decisions with HR data, but they may utilize the HRIS to help manage their personal information removing the necessity of an HR clerk or staff member assisting with many routine HR record modifications Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Sstems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 12  Non-employees users Job seekers: Interact with the recruiting portals Usability, navigation, up-to-date. Partner organizations: require certain information to complete their tasks about vacant positions, including a position description, job specifications, desired candidate competencies, potential salary range, and contact information Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 13 14 15  CATEGORIES OF DATA Information About People (e.g. name, address, DoB, skills, training) Information About The Organization (such as positions, job specifications, organizational structure, compensation, employee/labor relations). Data That Are Created As A Result Of The Interaction Of The First Two Categories (e.g. performance appraisals, and compensation information). Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 16  Questions Identify the various types of users or customers of an HRIS. Explain the different data needs for each user/customer of HRIS. Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 17  HRIS Architecture A “tier” can also be referred to as a “layer”. Software architecture consists of three layers: presentation, application and data layers. Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 18  Three layers Three layers: Presenta Applicat Data tion ion layer layer layer Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 19  Presentation Layer: This is the layer we see when we use a software. The main functionality of this layer is to enable the user to use with the system. This layer passes the data which is given by the user in terms of keyboard actions, mouse clicks to the Application Layer. It also presents the information that was processed by the Application layer to the user. For example, login page of Gmail where an end user could see text boxes and buttons to enter user id, password and to click on sign-in. 20 Presentation layer 21  Application Layer It controls an application’s functionality by performing detailed processing. This layer acts as a mediator between the Presentation and the Database layer. Complete business logic will be written in this layer. As per the Gmail login page example, once user clicks on the login button, Application layer interacts with Database layer and sends required information to the Presentation layer. 22 Application layer 23  Data Layer The data is stored in this layer. Application layer communicates with Database layer to retrieve the data. It contains methods that connects the database and performs required action e.g.: insert, update, delete etc. In a simple words, it is to share and retrieve the data. Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 24 Data layer 25  Single-tier architecture (Mainframe) Everything (user interface, application processing, and data storage) resided on the mainframe and had to be accessed by the client company locally HR administrators executed Large batches processes while directly logged onto the mainframe. Access to the mainframe could be done via a desktop monitor. 26  TWO-TIER (CLIENT-SERVER) ARCHITECTURE ▪ The use of PCs’ processing power to perform many typical HR functions (e.g. validating names, addresses, employees benefits) ▪ High Powered Processing Through Mainframe ▪ Separation Of Application Technology From Database Technology Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 27  THREE-TIER ARCHITECTURE (Middleware) ▪ Middleware Is A Software Which Manages Data & Transactions Prior To Being Saved To Database Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 28  Drawbacks of Two-tier and Three-tier architectures Two drawbacks with two-tier and three-tier architectures: 1) There exists a large amount of network traffic or bandwidth required to execute database transactions between the client and the server. 2) The user interface clients needs to be installed (along with database drivers) on every PC that needs to access the HRIS. Therefore, HRIS access tended to be limited to employees within the “four walls” of the enterprise. Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 29  N-TIER ARCHITECTURE To solve the previous issues, a Web browser was adopted. The Web browsers created a thin client compared to the thick client of the two-tier architecture. A standard Web server manages HTML communication between the browser and the application server. Expandable To Multiple Web & Application Servers, That Can Be Geographically Dispersed, For Load Balancing & Worldwide Access Additional Print Servers & Process Schedulers 30  N-TIER ARCHITECTURE Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 31  HRIS ARCHITECTURE One-tier Architecture (Mainframe) All Software Functionality Accessed Via The Mainframe Two-tier Architecture (Client-server) Spread Of Low Powered Processing Power Through PCs & High Powered Processing Through Mainframe Separation Of Application Technology From Database Technology Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 32  HRIS ARCHITECTURE Three-tier Architecture (Middleware) Middleware Is A Software Which Manages Data & Transactions Prior To Being Saved To Database N-tier Architecture Expandable To Multiple Web & Application Servers, That Can Be Geographically Dispersed, For Load Balancing & Worldwide Access Additional Print Servers & Process Schedulers Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 33  CLOUD COMPUTING A computing architecture that uses the internet and central remote servers to maintain data and applications. “Server Cloud” Operated Off-site Underlying goals is to reduce resources needed by companies in maintaining and running databases and applications. Thus, to reduce Software And Equipment Capital Outlays. Three general service categories in cloud computing: Software as a Service (SaaS), Platform as a Service (PaaS), Infrastructure as a Service (IaaS). 34 Delivery model of cloud computing 35  Security challenges Exposure of sensitive payroll and benefits data between employees Loss of sensitive personnel data outside the enterprise (such as Social Security numbers) Unauthorized updates of key data such as salary amounts, stock options (both quantity and dates), etc. Sharing of personnel or applicant review comments with unauthorized employees Sharing data with external organizations and service providers Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 36  BEST OF BREED Architecture That Combines Products From Multiple Vendors For this synergy to work properly, three conditions need to be present for each software solution: ❖ There should be a perceived need for a specialised software. For example: if a company receive 90% of job applications over the internet, then there is no need for Optical Character recognition (OCR) program for resume scanning. 37  BEST OF BREED ❖ A universally Agreed-on Guidelines for interoperability must exist between applications. Example: using XML language to move data efficiently among the different applications of HRIS, such as Resumix software for resume tracking, Oracle’s peopleSoft for HR applications management, Chronos software for time and labour tracking, ADP software for payroll processing. ❖ Applications need to speak the same language. For example, XML to describe data. Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 38  Revision questions 1 Describe the difference between the following software architecture: Single-tier, client-server, three-tier, N-tier and cloud computing. 2 Describe best of breed and explain the main conditions for it to operate properly? Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 39 Interoperability example 40  BOB solutions Recruitment? Time collection? Payroll? Benefits? Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 41  SECURITY Top Priority For Any HRIS Must Be Maintained On A Variety Of Levels (i. e., VPN, Firewall, Column-Level, Row-Level) Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 42  BEST OF BREED Figure 3.4 Services External Web ERP Legacy DBMS B2B Connector Adapter Adapter Adapter EAI - Message Oriented Middleware Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 43  PLANNING SYSTEM IMPLEMENTATION: ROLES Project Manager Steering Committee/ Project Charter Implementation Team Project Scope Management Sponsorship Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 44  PLANNING SYSTEM IMPLEMENTATION: KEY ACTIVITIES Management Change Sponsorship Management Process Mapping Go Live! Software Project Evaluation Implementation Potential Pitfalls Customization Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 45  PROJECT MANAGER OPTIONS Hire A Consultant To Be The Project Manager. Hire A Full-time Project Manager Who Has Presumably Been Certified By The Project Management Institute. Select Someone Who Is Involved In The Project And Temporarily Move Him Or Her Into A Project Management Role. Pros And Cons Of Each Option! Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 46  “GO LIVE!” Option 1: Immediate Conversion Option 2: Parallel Conversion For Both Options: Critical To Have Support For Training And Software In Place. Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 47  POTENTIAL PITFALLS Poor Planning Incomplete Steering Committee Or Steering Committee Without Top Management Support Implementation Team Problems Or Incomplete Implementation Team Failure To Assess The Politics Of The Organization Adequately Insufficient Process Mapping Scope Creep Poor Implementation Of Or Insufficient Change Management Michael J. Kavanagh, Mohan Thite, and Richard D. Johnson - Human Resource Information Systems: Basics, Applications, and Future Directions, 2e © 2012 SAGE Publications, Inc. 48