The proposed project will entail the implementation of the Human Resource Information System (HRIS) in a medium IT firm called DS IT Solutions. The HRIS is an online solution or software used to enter and track data and manage the information needs of the HRs management, accounting, and payroll functions in a company ( Mohapatra & Patnaik, 2011) . Usually packaged as a database, many firms sell some type of HRIS, and each HRIS has varied capabilities. The HRIS typically comprises payroll, performance record, recruiting, training, performance appraisal module, benefits administration, and leave management system. Thus, the company’s HR department and managers will be able to apply the new HRIS tool in HR planning, staffing, payroll, salary survey, salary planning, employee planning, staff database development, benefits management, compensation, learning and development, performance management applicant recruitment and tracking, and develop innovative organizational structure. Besides, the HRIS covers the entire picture of software that comprise attraction, selection, retention, use, and development of labor resource to attain both individual and organizational goals.
DS IT Solutions anticipates to gains several benefits from implementing the HRIS. Based on an employee’s viewpoint, once the HRIS is implemented, the human resource-related information will be readily available such as personal data, policies, leave date, compensation, and benefits, and much more. Any type of data including their holidays, leaves to pay slips will be accessible from the new system. This form of technology will change the worker’s attitudes as they will be able to access information whenever they need it, and they will not be forced to rely on anyone for it. This will help them enhance the work life quality. Also, it will create a paperless work environment for the HR department ( Tursunbayeva et al., 2016) . For instance, the HR department can make any necessary changes through completing online forms. HRIS information will also help the management in making decisions through open communication, access to HR reports, and feedback from the human resources ( Tursunbayeva et al., 2016) . The HRIS information will be used efficiently in planning any changes in the organization. It is also expected that HRIS will result in greater efficiency and satisfaction among the workers, while the management will be able to save human resources, time, and money ( Mohapatra & Patnaik, 2011) . HRIS implementation will prove to be a win-win situation for all from HR, staffs, administration, and the company. Overall, the project will integrate the company’s human resource management and information systems to help the HR managers of the company to carry our HR functions in a more systematic, efficient, and effective way through the use of technology. Also, the project gives detailed information and process of how the company will implement the HRIS, and how the HR department will be able to apply it in their daily HR functions.
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Project Goals
To provide accurate data about HR and their functioning and relevant environmental factors.
Improve the management of all staff data.
Enhance the analysis and reporting of employee data.
To improve the tracking of employee information.
To make the HR department more efficient and effective in performing its HR functions.
Upturn the satisfaction and implementation of HR benefits policies while minimizing costs.
Faster hiring and promotion times and increased effective use of human resources.
Project Objectives
To automate the entire payroll process of the company
Allow the HR department to have better labor and time management of human resources.
Keep track of the employee benefits and create strategies for improving them.
To help workers fully understand as well as leverage their total rewards.
To improve employee engagement and communication.
Key Milestones and Deliverables
Documentation of Needs Analysis: The document will comprise outcomes from consultations with DS IT Solutions management to establish what they want to realize from implementing the HRIS.
Project Management Plan: This will comprise the outcome of the planning stage. It comprises stakeholder register, cost management plan, communications plan, the project scope document, risk management plan, and schedule management plan among other documents.
HRIS Technology Analysis: The document contains the outcomes of the project team research, like the infrastructure requirements analysis, vendor proposal assessment, and make-or-buy analysis.
Infrastructure preparation: This will involve negotiation of contracts, licensing of software, procurement of hardware and software infrastructure, and the preparation of the HRIS environment.
Completion of the system configuration: After the completion of the configuration, the data migration and training phases start. The primary deliverable here is the full system configuration, ready for use.
Completion of Training documentation: This phase will be crucial in the actual project’s success since there will be creation of training documentation. After completing each of the training program elements, the real training of employees may be accomplished. The main deliverable here is the creation of training components and documentation.
Completion of data migration: After the full configuration of the system, and once it is ready for launch, the project’s data migration component will start. In this phase, the data will be migrated from the existing DS IT Solutions systems into the new HRIS system. The completion of data migration is the main deliverable here.
Launching of the training program: In this phase, there will be the launching of the training program of DS IT Solutions’ staff. This will comprise the delivery of PowerPoint training documents and materials. Full training of the DS IT Solutions’ employees will be the key deliverable here.
Launching of the HRIS system: The main deliverable here will be the launching of the HRIS system on budget, on time, and as per the requirements.
Post Implementation Analysis: The main deliverable will be the closeout report that will record the success criteria, lessons learned, and ROI analysis. All costs related to the project and vendors will be made and closed out. The sponsor of the project will give the ultimate approval for the complete project. This will be succeeded by a celebratory event.
High-level Timeline
| Task Name | Start | End |
| DS IT Solutions HRIS System Implementation | June 2020 | June 2021 |
| Project Initiation and Planning | June 2020 | July 31, 2020 |
| System Assessment and Selection | August 2020 | October 30, 2020 |
| Infrastructure Preparation | November 2020 | December 2020 |
| System Configuration | January 2021 | February 2021 |
| Full Data Migration | January 2021 | February 2021 |
| Systems Integration | January 2021 | February 2021 |
| Completion of Training Materials | December 2020 | January 2021 |
| Pre-Launch HRIS and IT Training | January 2021 | February 2021 |
| Pre-Launch HRIS Management Training | January 2021 | February 2021 |
| Pre-Launch HRIS Employee Training | January 2021 | February 2021 |
| System Launch | February 2021 | February 2021 |
| Post Launch HR and Administration Training | March 2021 | April 2021 |
| Acceptance and Closing | May 2021 |
Project Cost Estimation
Overall, the estimated cost of full implementation of the HRIS system in the company ranges from $10,000 to $100,000.
References
Mohapatra, S., & Patnaik, A. (2011). Sustainability in HRIS implementation through effective project management. International Journal of Project Organisation and Management , 3 (1), 78-90.
Tursunbayeva, A., Pagliari, C., Bunduchi, R., & Franco, M. (2016, April). What does it take to implement Human Resource Information System (HRIS) at scale? Analysis of the Expected Benefits and Actual Outcomes. In Proceedings of 31st Workshop on Strategic Human Resource Management .
