What are the major factors to consider when an organization is considering upgrading or implementing a new human resource information system?

Specifically, the following critical elements must be addressed:

• Gap assessment – What is the present situation (legacy system), the desired future state (new HRIS), and the gaps that exists between them for the following areas of the organization?
  • Information Systems – requirements for hardware and operating system software architecture
  • Human Resources – demographic employee data variables (distinguish which system maintains, how information is updated, any controls, and connectivity with other support functions) and security of the data (availability to functional levels, e.g. employee, manager, finance, operation managers)
  • Operations, Finance, Quality – productivity (more or less work) of employees (management/non-management) and cost versus benefit
• An informative visual map illustrating:
  • the current state (no HRIS)
  • the future state (HRIS system in place)
  • the interdependency and/or replacement of other databases

Your organization is contemplating the purchase of a new human resource information system and has tasked you with formulating a proposal. Organizational details for you to consider for this assignment are as follows:

• There are a total of 500 employees at the site; 450 non-exempt employees who clock in and out each day, and 50 exempt employees who do not use a time clock and are paid a standard weekly salary.
• The organization has an electronic time capture and payroll system already in place that is:
  • Manually updated when employees are hired or terminate employment
  • A stand-alone application, not interacting with any other database system
  • Maintained by two full-time payroll administrators, reporting to one payroll manager
• Human resource records are primarily paper-based:
  • Employee personnel files are maintained in file folders
  • Personnel files are manually updated with demographic, performance, and disciplinary information
  • Demographic data is available currently in an Excel database, which is manually updated
  • Personnel files are maintained by four full-time human resource clerks, who are non-exempt and report to the full-time HR manager