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Chapter 3: The Systems Development Life Cycle And HRIS Needs Analysis

Introduction

Systems development life cycle.

Needs analysis: gathering, prioritizing, and documenting.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Systems development life cycle: : Focuses on the activities across all aspects of the development project.

Needs analysis:

Gathering, prioritizing, and documenting: The process of gathering, prioritizing, and documenting an organization’s HR information requirements thoroughly, and it serves as a necessary input for the subsequent design and implementation of an Human Resource Information Systems (HRIS).

Needs analysis usually takes on a particularly prominent role in the analysis phase of an HRIS development project, prior to significant design and implementation activities.

It is important to note, however, that the needs analysis for the HRIS continues through the entire systems development process because each stage in the process could lead to the identification of new needs for the HRIS.

An effective needs analysis can help the organization save costs and reduce headaches in later phases of the development and implementation process.

The Systems Development life Cycle (1 of 4)

Formal, multistage process: Information systems are implemented.

Specific phases.

Tailored to the needs of the organization.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 1: Define the systems development life cycle (SDLC).

Formal, multistage process: Information systems are implemented.

Specific phases: Include planning, analysis, design, implementation, and maintenance.

Tailored to the needs of the organization:

Some organizations may choose to codify over 20 phases in their life cycle, while others may use only the five phases listed above.

Despite the variation in the number of phases, most scholars and practitioners would agree that the activities outlined in the five-phase SDLC introduced here contain the major system development activities.

The Systems Development life Cycle (2 of 4)

Multiple advantages.

Problem of revisiting phases.

Planning phase.

Analysis phase.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 1: Define the systems development life cycle (SDLC).

Multiple advantages:

WHO CAN TELL ME ONE ADVANTAGE??

First, it allows the organization to focus on a limited set of issues.

Second, it contains many activities within one phase and allows organizations to make “go, no-go” decisions at the end of each phase.

If at any time the project is seen as not meeting organizational objectives, it can be terminated, with the work to-date providing a baseline for future development (if conditions merit moving forward at a later date).

Problem of revisiting phases:

WHAT DO WE MEAN BY THIS?

Moving back up the life cycle can be costly, challenging, and require significant effort.

Planning phase:

This includes both long-range or strategic planning and short-range operational planning.

During the planning phase, HR will determine the existing technological and system capabilities and develop a general plan for adapting, upgrading, or changing these plans.

In a sense, HR is conducting an analysis of their future human capital strategies and assessing what may need to be done technologically to ensure that these strategies may occur.

As this phase is at a strategic level, the planning is very high level and not detailed.

At the end of this phase, an organization should have a general idea of the issues they need to address and may have developed a plan to move forward.

In addition to poor planning, inadequate change management is a significant reason why HRIS projects may fail.

Change management processes should begin during the planning phase to prepare employees for the transformation process which is coming.

Analysis phase:

An organization’s current capabilities are documented, new needs are identified, and the scope of an HRIS is determined.

For many projects, this phase can be the most time-consuming and important phase of the SDLC.

The analysis phase of the SDLC encompasses steps such as reviewing the current system processes, looking for opportunities for improvement, exploring and justifying change, developing requirements for the new system (needs analysis), and prioritizing those needs.

At the end of this phase, a formal requirements definition report should be completed and available for use in systems design or vendor evaluation.

The Systems Development life Cycle (3 of 4)

Design phase.

Implementation phase.

Maintenance phase.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 1: Define the systems development life cycle (SDLC).

Design phase:

The “blueprint” and detailed specifications for the new system are developed and finalized.

The final vendor evaluation and selection often occurs during the design phase.

Using the results of the needs analysis conducted in the previous SDLC phase, the current human resources processes may be changed and updated to reflect current organizational needs and potentially industry best practices.

Implementation phase:

The HRIS is built, tested, and readied for the actual rollout, or “go live” stage, the point in the SDLC at which the old system is turned off and the new system is put into operation.

Two common approaches to switching from the old system to the new system, used by many organizations, are to either pilot the new HRIS in one location before fully going live, or to enable limited functions and then continue to add functionality.

There is not one single optimal approach, but instead, the approach used by your organization should reflect your needs and context.

Key steps in implementation include coding or configuring modules, system testing, finalizing procedures, converting old data for use in the new system, documentation, and training end users.

Maintenance phase:

Sometimes referred to as the “forgotten phase” is the phase in the life of an HRIS during which the primary objective is to prolong its useful life.

Maintenance begins immediately when the new system goes live. Consequently, a crucial part of maintenance is the evaluation of the HRIS.

The Systems Development life Cycle (4 of 4)

Corrective maintenance.

Adaptive maintenance.

Perfective maintenance.

Preventative maintenance.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 1: Define the systems development life cycle (SDLC).

Maintenance serves four main purposes:

WHAT IS MEANT BY CORRECTIVE?

Corrective Maintenance: There will be times that, despite the best efforts of designers and implementers, something in the system does not work properly and must be fixed (e.g., computer bugs, misinterpreted designs, incorrectly specified designs, or identified needs ignored).

Adaptive Maintenance:

The human resources environment is always changing and evolving.

For example, new government regulations affecting HR practices, such as legislation addressing racial and gender discrimination, can prompt new requirements or alter the old requirements of the system.

Perfective Maintenance:

The goal of perfective maintenance is to tweak or improve on the existing system.

For example, a more efficient routine that speeds up processing times could be developed in the maintenance phase.

Preventative Maintenance:

Preventative maintenance focuses on the ongoing requirements of maintaining the hardware and software than runs the HRIS.

Such a maintenance action will prevent future system crashes due to, for example, inadequate hardware.

Analysis

Specify details about the requirements.

Expensive software.

In the absence of needs analysis: extra money and time.

Proper needs analysis: Information focused on essential areas of HR.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 2: Explain how the analysis phase of the SDLC informs the needs analysis process.

Specify details about the requirements: Unless the requirements are specified in detail, the organization cannot select the best vendor package or design their own system effectively.

Expensive software: Regardless of whether it is built or bought, HRIS software is expensive, so the investment made should be in the best system that fits the organization’s needs.

In the absence of needs analysis: extra money and time:

When an organization does not conduct a proper needs analysis, it may expend considerable effort reworking the solution because it does not meet their needs.

In fact, it has been argued that the costs to fix errors increase exponentially through the life cycle.

It takes longer to get to a solution that works for the organization.

Proper needs analysis: Information focused on essential areas of HR:

A proper needs analysis provides the organization with information focused on the essential areas of HR and organizational functioning to be supported by the HRIS.

This information is then used to document the functional system requirements.

Needs Analysis (1 of 23)

Purpose of needs analysis.

Systematic and methodical.

Five stages.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 3: Describe the purpose of needs analysis and why it is important.

Satisfies Learning Objective 5: Identify what is involved in an HRIS needs analysis, including the types of activities performed.

Purpose of needs analysis: WHY DO WE DO A NEEDS ANALYSIS???

Current system performance issues;

The introduction of a new system, application, task, or technology; or

Any opportunities perceived to benefit the organization.

Systematic and methodical: The process of conducting a needs analysis is systematic, and it should progress in a logical, methodical fashion, as each stage affects those that follow.

Five stages:

An effective needs analysis consists of five main stages: AND WE WILL GO THROUGH STEP BY STEP/

Needs Analysis Planning,

Observation,

Exploration,

Evaluation,

Reporting.

Needs Analysis (2 of 23)

Needs Analysis Planning

Prepare to investigate.

Conduct thorough investigation.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Satisfies Learning Objective 5: Identify what is involved in an HRIS needs analysis, including the types of activities performed.

Prepare to investigate: During this first stage of the needs analysis process, needs analysis planning, the team is assembled and prepares to investigate the current and desired system applications and functions.

Conduct thorough investigation: Once the team is in place, they can begin arranging and conducting a thorough investigation.

Needs Analysis (3 of 23)

Needs Analysis Planning: Organize the Needs Analysis Team

Human Resource Information Systems (HRIS) analysts and information technology staff.

External consultant.

Members from the functional areas.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Satisfies Learning Objective 6: List the typical participants involved in an HRIS needs analysis.

HRIS analysts and information technology staff:

The team must work with current systems users and stakeholders to identify problems clearly, research possible ways of addressing the problems, and report their findings to support a decision on the most appropriate solutions.

WHO DO WE MEAN BY USERS

For example, a senior-level manager, preferably with HRIS analysis experience.

In addition, an information technology professional should be included,

Someone who has knowledge of the present HRIS (if there is one) or current HR processes.

External consultant:

In some cases, For larger projects, teams may want to involve an external consultant.

Members from the functional areas:

WHAT DO WE MEAN BY FUNCTIONAL AREAS AND WHO SHOULD THIS INCLUDE?

THESE ARE OUR STAKEHOLDERS -

Should include HR, PAYROLL, BENEFITS, T&D, TALENT ACQUISITION, DEPT. MANAGERS- depending on the individual needs of the business. ANYONE WHO WILL USE THE SYSTEM.

These people will give feedback

Needs Analysis (4 of 23)

Needs Analysis Planning:

Determine Management’s Role

Require active involvement.

Presence critical to the success of the project.

Guide team, resolve issues, and set priorities.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Satisfies Learning Objective 6: List the typical participants involved in an HRIS needs analysis.

Require active involvement:

TOP MANAGEMENT INVOLVEMENT IS ESSENTIAL FOR ORGANIZATIONAL CHANGE

THEIR SPONSORSHIP AND VISIBILITY ARE CRITICAL – THEY SET THE TONE FOR THE IMPORTANCE OF THE PROJECT.

ALSO GUIDE THE TEAM, RESOLVE ISSUES, SET PRIORITIES -

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Needs Analysis Planning: Define the Goals

Define, clarify, and gain management acceptance.

Give focus and provide a standard to achieve them.

Timing, budget, staffing.

SMART goals.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Once the needs analysis team is in place, the next step in planning is to define, clarify, and gain management acceptance on the goals for needs analysis.

Give focus and provide a standard to achieve them:

provide a standard against which performance and achievement may be measured.

Goals help the needs analysis team focus on what it hopes to achieve, how it plans to work, and the anticipated schedule, as well as how the completed needs analysis document will look.

Timing, budget, staffing:

PROJECTS ARE ALWAYS WITHIN THE CONFINES OF TIMING, BUDGETS, STAFFING, ABILITY OF YOUR TEAM.

HAS ANYONE HEARD OF SMART GOALS?

SMART goals: Like other goals, they should be specific, measurable, attainable, relevant, and timely (SMART).

Needs Analysis (6 of 23)

Needs Analysis Planning: Determine Tools and Techniques to Be Used

Specific information-gathering tools and techniques.

Verify data and consider alternatives.

Establish performance standards and criteria.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Specific information-gathering tools and techniques:

EACH ORGANIZATION AND PROJECT WILL HAVE IT’S OWN UNIQUE NEEDS AND A DIFFERENT SET OF

OBERSERVATIONS – EXPLORATION – ANALYSIS – AND REPORTING

THESE TOOLS CAN BE ANYONE FROM PEN AND PAPER FOR SMALL PROJECTS, TO COMOPLEX DOCUMENTATION

it is also important that the team verify all data and consider each alternative objectively before making any conclusions.

Establish performance standards and criteria:

It is also important to establish performance standards and criteria to measure the results of the process. – T

This way, stakeholders can be satisfied that the recommendations are based on thorough, rigorous research.

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Observation

Examine current systems and processes.

Interact with employees at all levels.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Examine current systems and processes:

During the observation stage, the needs analysis team examines the current systems and processes TO FORM THE basis for later recommendations.

At this point, the investigation is at a high level; more detailed data will be gathered later, during the exploration stage.

Interact with employees at all levels:

During observation, it is important for the analysts to interact with employees at all levels in the areas that may be affected by the changes.

Trends may become apparent, which could be helpful later.

Involving employees now provides a great opportunity for them to voice their concerns and for the needs analysis team to better understand the strengths and weaknesses of the current systems and operations.

Research has shown that the more involved the users are in the analysis, design, and implementation of new systems, the more successful these systems will be.

Involving the users can create a sense of ownership, can lead to more effective communication and idea sharing, and has been shown to relate to more successful systems.

Needs Analysis (8 of 23)

Observation: Analyze the Current Situation

Assess the current state of HR systems and processes.

Compare to organization’s expectations.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Assess the current state of HR systems and processes:

So, Before starting a detailed exploration of any new system, analysts have todevelop a picture of present HR operations, including any problems and issues in each area or function.

Compare to the organization’s expectations:

Analysts must consider the existing processes and current organizational results and compare these to the organization’s expectations for what they anticipate in the future.

Once a clear, unbiased understanding of current processes is obtained, this phase continues with a definition of needs.

Needs Analysis (9 of 23)

Observation: Define the Needs

Beliefs of those within HR.

Consider organizational policies, procedures, and standards.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Beliefs of those within HR:

The objective Here is to determine how those within HR believe their operations should occur, evaluate industry best practices, and begin investigating what changes or updates to the system may be valuable to adopt.

Consider organizational policies, procedures, and standards:

Organizational policies, procedures, and standards must be considered, along with any regulatory requirements.

Needs Analysis (10 of 23)

Observation: Identify Performance Gaps

Understand current operating environment.

Areas of mismatch between the existing and required processes.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Understand current operating environment:

Once the team understands the current operating environment and has gained a strong understanding of the “ideal” operating environment, they can conduct a gap analysis.

WHAT DO WE MEAN BY PERFORMANCE GAPS?

Compare the current situation to the desired situation and identify any performance gaps.

These gaps, or areas of mismatch - form the basis for developing the systems requirements

Needs Analysis (11 of 23)

Observation: Classify the Data

Categories: function, process, and other groupings.

Technical and process systems issues should be separated.

Separate real problems from symptoms.

Consider the scope of the issue.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Categories: function, process, and other groupings:

After the data have been gathered, they need to be organized.

It is important to separate the data into categories by function, process, and other groupings that make sense for your environment.

Technical and process systems issues should be separated:

For example, if there are problems with a specific function due to lack of knowledge on how the current process works, this may reflect a training issue rather than a system issue.

Separate real problems from symptoms:

WHAT DO WE MEAN BY THAT? – CAN SOMEONE GIVE ME AN EXAMPLE? – DOESN’T HAVE TO BE HRIS RELATED.

In addition, the needs analysis team should separate the real problems from symptoms when reviewing the effects of one process on another.

Consider the scope of the issue: HOW BIG IS THE PROLEM?

does it affect a few employees or the entire management staff?

Needs Analysis (12 of 23)

Observation: Determine the Priorities

Needs are ranked.

Review results of preliminary analysis.

Needs and requirements.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Needs are ranked: WHAT ARE SOME WAYS WE CAN RANK NEEDS???

The needs may be ranked based on scope, cost–benefit analysis, time to implement, and/or potential impact if ignored.

Review results of the preliminary analysis:

Management will be interested in assessments when reviewing the results

AS A BEST PRACTICE - Before presenting the results, it is a good idea to have the task force review priorities to ensure that the assessment is accurate.

Needs and requirements:

As needs are being identified, a process should be put into place to prioritize them.

This ranking will result in a list of needs from high-priority or critical needs – THAT MUST BE INCLUDED IN THE SYSTEM

to medium-priority needs, which are likely to be included,

To low-priority needs, which may be incorporated if time and resources allow.

Needs Analysis (13 of 23)

Observation: Review with Management

Ready to adjust priorities as requested.

Work with the management.

Understand the needs analysis.

Time-consuming and complex.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Ready to adjust priorities as requested:

The analysis team should be ready to adjust priorities as requested, clarify any remaining questions, and discuss the next phase of the project to gain management’s continued commitment.

Work with the management:

Define the project’s scope, agree on the process, state the desired outcome(s), and establish shared responsibility for the continuation of the project. –

As we said, management “buy-in” is key!

Understand the needs analysis:

This means ensuring that management understands that the full needs analysis takes time to design, develop, and accomplish.

How long this will take depends on the complexity of the organization and the number of people working on the analysis.

Time-consuming and complex:

It is crucial not to promise more than can be delivered.

A challenge is that the analysis phase is time-consuming, yet HR and management will likely push the team to finish the phase as quickly as possible.

So it’s important to make sure the team can defend the process and can explain why this phase should be completed before moving forward.

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Exploration

Builds on the analysis.

Involves gathering additional and more detailed data.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Satisfies Learning Objective 7: State the key deliverables of an HRIS needs analysis.

Builds on the analysis:

The exploration stage of the needs analysis process builds on the analysis completed in the observation stage.

This stage involves gathering additional and more detailed data regarding HR processes.

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Exploration: Collect the Data

Provide foundation for development of goals.

Maybe used for other processes.

Use of multiple techniques.

Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Satisfies Learning Objective 7: State the key deliverables of an HRIS needs analysis.

Provide foundation for development of goals:

The data collected during exploration provide the foundation for the development of goals that the organization wants to achieve with the new system.

These data also help the organization align their new system with key HR objectives.

It is important to remember that the data collected during the needs analysis may be used for other purposes, so it pays to do a good job now.

CAN YOU THINK OF ANY OTHER WAYS THIS DATA CAN BE USED? – JOB DESCRIPTION, POLICIES, DEPARTARMTS, PROCEDURES…

Multiple techniques should be used to collect data for the needs analysis, including interviews, questionnaires, observation, focus groups, and reviews of job descriptions, policies, procedures, and other documentation.

Needs Analysis (16 of 23)

Exploration: Interviews

Goal: Find representative employees.

Different types of interviews.

Results: compiled and reviewed.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Goal: Find representative employees: WHAT DO WE MEAN BY REPRESENTATIVE EMPLOYEES?

The goal of conducting interviews is to find representative employees who can communicate the key HR practices and processes to the analysis team effectively so that the team can develop a thorough understanding of current HR operations.

Different types of interviews: WHY DO YOU THINK DIFFERENT TYPES OF INTERVIEWS SHOULD BE USED?

From completely unstructured interviews, where a general topic is introduced for discussion, and the interviewer lets the interview progress naturally, to highly structured interviews, where the interviewer asks specific questions in a predetermined order and respondents select from a set of alternative answers.

Results: compiled and reviewed:

They can then be compiled by functional area experts and reviewed by that area’s management to make sure all tasks are covered

Interviews are time and labour-intensive; when conducted well, they can contain the information needed to assess the system requirements and be a rich source of opinions, ideas, and suggestions.

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Exploration: Questionnaires

Structured data-collection tools.

Advantages.

Disadvantages.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Structured data-collection tools:

Must be designed and implemented carefully in order to obtain usable results.

Before the questionnaire is implemented, the purpose and importance of each question should be determined.

No question should be included unless it serves a clear purpose that helps the analysts better understand HR data or processes.

From a statistical standpoint, it is important that the questions are reliable and valid so that any analysis of the captured data can be trusted.

It is important to design a professional-looking document, to use clear instructions, and to focus on developing a document that is easy to use.

Before launching the questionnaire to employees, the questionnaire should be tested to ensure that the questions are clear and understandable, and that they are collecting the needed data.

Finally, throughout the process, it is important not only to ensure that respondents’ answers remain confidential, but also that the respondents understand that their answers will remain confidential.

Advantages: WHAT ARE SOME ADVANTAGES TO A QUESITONNAIRE?

they can be distributed to large groups quickly and easily.

are much less time-consuming than observing or interviewing employees.

easier analysis and can be more convenient for employees.

can be viewed as more anonymous, it increases the likelihood that you may obtain more accurate and honest responses.

Disadvantages: WHAT ARE SOME DISADVANTAGES?

have much lower response rates.

employees may perceive that they don’t have time to complete them, or they may feel that their responses do not matter.

contain less rich data because there are no opportunities for an interviewer to focus on any nonverbal cues or to engage in follow-up questions as needed.

can be used less effectively to increase employee or management buy-in.

People like to have their opinions valued, and interviews can reinforce their feelings of worth.

When employees believe that their feelings and perceptions are valued and they are involved in the decision processes, they feel greater ownership in the new system.

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Exploration: Observation

Observe personnel as they do their jobs.

Determine the activity to be studied.

Limitations.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Observe personnel as they do their jobs:

Observation takes place in the actual work environment, information is obtained within the context in which HR activities occur.

Observation is most useful when trying to determine what employees do and in what order.

Further, it can be used to identify potential causes of performance issues.

Although observation has the advantage of minimizing interruption of routine functions, observers must be skilled in observation and knowledgeable of the process itself.

Determine the activity to be studied:

Prior to observing employees in the work setting, it is important to determine the activity to be studied and to collect and review any documentation available (e.g., mission statements, organization charts, position descriptions, current systems processes, policies, etc.).

In addition, try to remain as unobtrusive as possible, take notes for later clarification, and refrain from disturbing the employees’ work.

Limitations: WHAT ARE SOME LIMITATIONS?

First, even with a well-trained and effective observer who attempts to remain unobtrusive, his or her presence alone may subtly affect how the employees go about their work (a Hawthorne effect).

Second, observation is not as effective for high-level jobs where the process and outcome of work is not as easily seen.

Finally, observation is time-consuming, particularly when there are many individuals and processes that must be examined.

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Exploration: Focus Groups

A small sample of people representing a larger population.

Important: provide the same depth.

Online focus groups.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Focus groups:

Focus groups consist of a small sample of people representing a larger population who gather together to discuss a topic; in this case, the topic would relate to the HRIS.

Participants are asked for their opinions and attitudes, and the results can help to shape system requirements.

Important: Provide the same depth:

Focus groups are important because they can provide the same depth of information as interviews, but they have the added advantage of bringing people together, which can lead to greater and more effective information sharing than if only individual interviews were utilized.

Online focus groups:

It can seem challenging to pull together the perfect combination of people at the same time, small discussion groups such as these may uncover needs not previously found and help the analysts identify new requirements.

Today’s video-enabled technologies allow online data collection from geographically separated contributors.

Despite some issues (e.g., online focus groups can complement face-to-face meetings, keeping users at the core of systems decisions.

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Exploration: Focus Groups

Recommendations for effective focus groups.

Problem statement.

Components of problem statement.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Recommendations for effective focus groups: HAS ANYONE EVER BEEN PART OF A FOCUS GROUP? WHAT ARE SOME RECOMMENDATIONS?

Limit the size of the group to no more than 8 to 12 people.

Allow sufficient time to cover the material, generally one to two hours, and keep the meeting focused to make good use of everyone’s time.

Consider having a moderator assist in this process.

Before starting the focus group, explain the objectives clearly.

Encourage group members to speak freely and ensure that everyone participates.

An icebreaker exercise can be a great way of opening up group communication.

Use a variety of group facilitation methods, such as brainstorming, prioritizing, and consensus building to encourage and promote discussion on differences of opinion and to clarify issues.

Take notes and/or video or audio tape the session, so that nothing is lost.

Thank participants for their time and ideas.

Problem statement:

A problem statement is a well-defined, succinct description of the known symptoms and issues

The more precise and measurable a problem statement is, the more it will help to focus the team throughout the project and ultimately solve the problem.

Components of problem statement:

Problem statements include three components:

Vision statement: Describing the ideal set of processes and technologies that that will exist after the system is operational.

Issue statement: Explaining the problem using specific issues.

Method: Used to solve the problem.

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Evaluation

Data must be reviewed and assessed.

Arrange in a format.

Review by the project team.

Satisfies Learning Objective 5: Outline the main stages of needs analysis.

Satisfies Learning Objective 7: State the key deliverables of an HRIS needs analysis.

Data must be reviewed and assessed:

Once the data have been collected, they must be reviewed and assessed to create a clear picture of the current and desired processes, data sources, and issues.

Arrange in a format:

The data should be arranged in a format useful for the next design phase.

Review by the project team:

The data should be reviewed by the project team to gain additional perspective and encourage suggestions, noting any duplications or omissions.

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Evaluation

Ways of assessing and analyzing the system data, functions, and processes.

Results: operational depiction of the HR system needs.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Satisfies Learning Objective 7: State the key deliverables of an HRIS needs analysis.

Ways of assessing and analyzing the system data, functions, and processes:

There are several ways of assessing and analyzing the system data, functions, and processes, and these may be organized in any way that assists in this process.

For instance, visual representation of priorities may be displayed in check sheets, graphs, Pareto charts, flowcharts, or data flow diagrams to support and summarize the analysis.

The prioritization method is up to each organization.

Results: operational depiction of the HR system needs:

Including a visual representation and descriptive text that lists the particular processing NEEDED to support each function.

These documents will serve as the primary reference for the remainder of the project, and they also serve as a key communication tool for HR staff, consultants, vendor representatives, and technical staff.

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Reporting

Summarize the findings and presents recommendations.

Requirements definition.

Basis upon which the new system will be designed or purchased.

Satisfies Learning Objective 4: Outline the main stages of needs analysis.

Satisfies Learning Objective 7: State the key deliverables of an HRIS needs analysis.

Summarize the findings and presents recommendations:

The final stage of the needs analysis process, reporting, involves preparing a document that summarizes the findings and presents recommendations for the design phase.

The final report should include an overview of the current systems and processes, along with a description of how a new system could address the issues and weaknesses with which the function deals.

Requirements definition:

Report should contain the formalized requirements definition, the document that lists each of the prioritized requirements for the new system.

These requirements should be written in such a way that when the new system is tested, each requirement can be verified as being met.

Basis upon which the new system will be designed or purchased:

The report can be, and often is, viewed as a sales presentation to management and other constituents that presents a business justification for continuing the project.

The report becomes the basis upon which the new system will be designed or purchased.

There is no standard format for the requirements report.

Instead, the format will depend on the intended audience and corporate and/or information technology reporting standards.