HRIS Needs Analysis

By: Neha Agarwal Rajwardhan Kumar

Introduction
y Needs Analysis is process of gathering, prioritizing, and

documenting an organizations HR information requirements. y Serves as input for design and implementation of HRIS y Why Needs Analysis:
y Users rejects an HRIS which fails to provide required

functionality y Costly Systems based on arbitrary data is waste y 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

Final vendor evaluation and selection occur. Final specification of 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
y Evaluation of HRIS 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 Example :Y2K bug

Planning
y Needs: Long Range Planning
y Big Picture of HR function and its information needs in light of

overall business strategy

y Example:
y Vision is We aspire to attract, develop, and retain the best and brightest

human capital in the world by becoming and employer of choice

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

attract best and brightest, and be an employer of choice

y If yes, it is of strategic importance

y Needs: Short Range Planning

Analysis with immediate focus, over next one to two year

y Steps in Short Range Planning

y Form a team consider who specifically should be on project y Identify at a high level the critical business needs that a system would

have to satisfy y Complete Scenario analysis: Identify potential solutions y Consider a feasibility analysis in terms of cost-benefit analysis y Develop a tentative scope and schedule for viable scenarios y Estimate the return on investment for viable scenarios y Complete a system investigation report with specific recommendation for action Example: A competition for limited dollars between project to implement Employee Self Service and Performance Management System.

The BIG 3: Global Positioning System of HRIS

y Three general questions must be answered
y Where are we now y Where are we going y How we are going to get there

y Applicable for long range as well as short range planning

Analysis
y Dissect and Document the organizations current capabilities y Identify and prioritize needs 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 Interviews y Focus Groups y Surveys and Online tools y Organizational Archives

y Sources of data gathering initiatives

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

Detailing Where We Need to Go Focus on future needs, a business requirement definition GAP Analysis
y For each requirement, gap analysis identifies if currently

organization perform that function

y Priorities are assigned y Gap is classified as high, moderate and low

Function

Currently Have

Requirement

Priority

Gap

Manager access and enrollment online to courses, dates and location Tracking of courses taken and production of tracking profile Fully Online Courses content available Online registration facility with ability to maintain employee status Yes Yes

Yes

Mod

Yes

Yes Yes Yes

4 3 4

High

High

Gap Analysis Report for a training Function

THANK YOU