MTC Application Tracking System in HRM

IV. System Recommendation 

System Justification 

Technological advancements have made it possible for people to face HR in a portal rather than in person. The main objectives of HR are to attract, motivate and retain employees in their roles in addition to easing out the administrative functions that are labor intensive. In order to compete for top talent with other firms, MTC needs to cut on costs and improve service delivery thorough the development of a sophisticated human resource information management system (OrgangeHRM, n.d.) . For MTC to meet the changing needs, the organization needs a normalized Software as a Service application tracking software that is hosted and runs in the cloud. Cloud computing is characterized with the reduction in operational costs, high expansibility and efficiency when compared to on-premise hosted systems (OrgangeHRM, n.d.) . With this, MTC can save on human labor requirement to run the systems locally and the costs associated with setting up the infrastructure.

MTC is currently experiencing inefficiencies in the timely access of information regarding potential employee applications, monitoring and tracking the progress of applicants, and the onboarding of new employees which has led to inadequacies in data processing, communication, slow decision-making processes, and the inability to adapt and respond rapidly to changing internal and external environments (OrgangeHRM, n.d.) .

MTC Human Resource Management and Tracking System 

It is vital for MTC to balance between the need for flexibility and the best-in-class software solution with the ability for the organization to scale quickly and compete effectively with similar organizations (OrgangeHRM, n.d.) . With an application tracking software suite, MTC will be able to:

Eliminate double entry that is mainly associated with attendance, time management, payroll and benefits applications.

Share and collaborate data between HR processes instantly and securely.

Gain visibility and payroll results of employees at any time.

Deploy and deliver seamless employee experience through their lifecycle, from recruitment to retire via a single system.

Access to reports and metrics that map aspects of HR to help in decision making, gauge correlations and interdependence at MTC.

Anytime and anywhere access on any device.

Lower employee turnover due to better employee lifecycle management.

Increased productivity to MTC from shortened recruitment cycles.

Cost savings achieved from automatic resume sorting.

Ease of deployment, use and adoption of the system for HR purposes and ROI.

Blended workforce management of full-time, part-time, freelancers and contract workers that comes with a distributed workforce.

The provision of securely protected and compliant data that is kept confidential to protect the interests of partners and employees in addition to meeting regulatory requirements.

B. Implementation Areas 

MTC is looking to implement a human resource management information system for the purposes of increase the effectiveness of its employees while decreasing the long hours spent in the management of transactional activities thereby leading to improved decision-making by the management and employee satisfaction.

Vendor Agreement 

The success of nay project largely depends on the comprehensiveness of the project contract. The vendor agreement is responsible for defining the delivery and the acceptance for the products and services that will be conducted (Buzkan, 2016) . MTCs vendor agreement will be presented as roadmap for the development process of the application tracking software that will help prevent disputes and if any problems arise, it will recommend ways in which the problems can be solved.

From MTC, the vendor will require full access to the current systems being used at MTC in order to develop and implement better workflows in the new system. The vendor will also require access to the premises where MTC will provide the needed authorization for personnel that will be allowed in and out of MTC and the types of intellectual property they will require. The vendor will be required to sing a non-disclosure agreement to protect the interests of partners, stakeholders and clients at MTC (Buzkan, 2016) . The chief information officer will give out the full system requirements documents to the vendor so that they can create the required milestones that will be used on the development process.

On average, the development, implementation and access of the application tracking system for MTCs use will b $625, 362. Thus, cost includes a one month’s subscription to Microsoft Azure for hosting the application. On a monthly basis to support 60 system users, the vendor’s compensation will be $1500.

A phased rollout will be used for MTC to try out the new features of the system. This will be in the form of an incremental way of rolling out the new system to various business units separated by independent modules until the implementation phase is complete (Buzkan, 2016) . A phased-out approach will shield MTC from experiencing potential implementation issues at the same time and this will also help users adjust to the new system gradually.

Hardware and Telecommunications 

Business such as MTC run on bandwidth and a high-speed internet connection is essential for MTC to function effectively. Instant communication will MTC to stay connected with its employees, clients and partners. MTC will require 500MBS of internet bandwidth based on the number users and devices that will require to access the system. Internet access required outside from MTC to securely access the application tracking system will be a connection with the speeds of 10MBS over a dedicated line. For applicants, they will need a minimum of 5MBS over a shared connection to apply for specific job positions and track the status of their applications.

Types of Devices Required. 

Laptops: Lenovo ThinkPad X1 Card 14” – Core i5 5300U – 16Gb of RAM - 256 GB SSD

Workstations : Dell OptiPlex 7050 MT – Core i5 7500T – 16GB of RAM – 1TB SSD – Intel HD 630 Graphics.

Configurations 

The application tracking system is a multi-tenant application tailored to the needs and requirements of MTC. The vendor will be tasked in training the management and employees at MTC in configuring the workflows that are needed to post and advertise for vacant positions as well as the criteria used for the automatic processing of applicants resumes and matching them with their respective job positions. The tracking system is completely white-label, therefore, the vendor will provide a settings module where MTC can fill in the details of the organization as well as configure the required views for different personnel at the organization. They will also include the availability of the system to specific IP address ranges when within the organization or the use of a VPN connection when access from a home or public WIFI. The system configurations will be done by the vendor during project implementation and thereafter handed over to the chief information officer who will responsible for configuring the system based on the needs and objectives of MTC.

Testing 

A phased rollout is the strategy that will be used by MTC when conducting user acceptance testing just before the system is completely handed over by the vendor. This approach will save the vendor from releasing a buggy software with bad user experiences. This approach will also enable the organization review and measure their key performance indicators based on the deliverables of each module offered by the system (Fournier, 2017) . During each step, the system will be analyzed to ensure that the exiting functionalities of the old system are working as expected and are not impacted. Once this is done, it will give out an indication that the system fine and ready for the next phase of deployment.

In streamlining the hiring processes, the CIO will be required to check if the system is able to post a job application, generate an application link and then broadcast it on the MTC website (Fournier, 2017) . Using a different connection, the CIO can the sent visit the MTC website, check to see if he can view the job posting, apply for it and then wait for feedback from the hiring manager. Employees will also be allowed to submit applications and then resubmit them to confirm if the system checks for redundant data before submitting an application. This will include the full names of the applicant, email address, phone number, social security number and contents available on the resume (Fournier, 2017) . The hiring manager will be change be tasked to changing the statuses of the application to either "waiting for review" or "approved" and the status notifications sent to the respective applicants through email.

5 . Employee Preparation and Support 

The leadership at MTC will be ta tasked with making an official announcement of the just completed application tracking system to the employees and partners. The CEO and CIO will mobilize the leaders of various departments to support the support the use of the system in achieving the objectives and vision of MTC. There will also be a reward scheme of employees who use the system effectively for the first 6 months before it is fully incorporated at MTC. Employees who are quick to grasp the functionalities of the new system will be given the mandate to train other employees on the advantages and use of the system through knowledge sharing sessions that will be conducted twice a week. This will help stop any potential resistance of the new tracking system from employees. The Vendor will be allowed to conduct training sessions for two weeks to the various departments at MTC and the management as well. All employees will be trained on common functionalities while team leads and departmental managers will have different training sessions on how the system will help achieve their objectives. MTC and the Vendor have a 5 years agreement for user support and any bugs that may arise after the training period is complete. Internal user support will be handled by IT and the CIO through MTCs helpdesk feature available on the company’s portal.

6. Data Migration 

Data migration is key to ensuring that all exiting data from legacy systems at MTC is uploaded to the new application tracking system. All employee, clients, financial records and stakeholder’s data should be uploaded to the new system. This will be achieved through the use of an automated process that allows exporting data to an excel sheet from the old systems at MTC and the uploading it on to the new system with slight variations in code. The vendor will ensure that:

the legacy database is not updated during the migration.

Mapping of the table fields do not change

The data is migrated accurately and completely.

7. Maintenance 

Maintenance, system updates and enhancements will be the sole responsibility of EZ-ATS. EZ-ATS are to make sure that the system is optimized and performing as per the expectations and purposes that it was designed for. The vendor will be responsible for the development of additional modules, hardening of the system, system optimization and regular monitoring of the system.

Summary and Conclusion 

MTC is a growing company and the development of an application tracking system will help the organization deliver administrative services, decision-making, talent management and the necessary tools needed to run a successful enterprise. By streamlining the hiring process, MTC is in a position to hire top notch talent through state-of-the-rat software and technologies giving it an edge over its competitors.

References 

Buzkan, H. (2016). The Role of Human Resource Information System (HRIS) in Organizations: A Review of Literature. Academic Journal of Interdisciplinary Studies . doi: 10.5901/ajis. 2016.v5n1p133. 

Fournier, C. (2017). The Manager's Path: A Guide for Tech Leaders Navigating Growth and Change . Sebastopol, CA: O'Reilly Media 

Orange HRM. (n.d .). Case Study: Modernizing the Human Resources Department at the University of Belize. Retrieved from https://www.orangehrm.com/assets/Documents/Resources/Success-Stories/Case-studies/UBCasestudy.pdf .