Information Systems in Organizations Case Study

Refer to the Business Analysis and System Recommendation (BA&SR) Table of Contents below to see where you are in the process of developing this report.

Overview

As a business analyst in the Chief Information Officer’s (CIO's) department of Chesapeake IT Consulting (CIC), you have been assigned to conduct an analysis, develop a set of system requirements and propose an IT solution to improve the hiring process for CIC. This work will be completed in four stages, and each of these four stages will focus on one section of an overall Business Analysis and System Recommendation (BA&SR) report to be delivered to the CIO.

The graphic below outlines the Table of Contents for this report:

Section I: Background and Organizational Analysis (Stage 1) - The first step is to look at the organization and explain how an IT system could benefit CIC by improving its hiring processes.

Section II: Strategic Use of Technology (Stage 2) – Next you will explain, in general, how CIC can use IT for strategic purposes.

Section III: Strategic and Operational Outcomes (Stage 3) – Then you will analyze CIC's strategy and processes to determine how technology solutions can be used to support the organizational processes and enable CIC’s strategic and operational outcomes, and develop a set of requirements for the new hiring system.

Section IV: System Recommendation (Stage 4) – Finally, you will identify an enterprise hiring system for CIC, and explain how it meets the requirements, and what needs to be done to implement the system within CIC.

Business Analysis and System Recommendation (BA&SR) Table of Contents

I. Background and Organizational Analysis (Stage 1)

A. Introduction

B. Organizational Strategy

C. Components of an Information System

1. People and Technology

2. Processes

3. Data/Information

II. Strategic Use of Technology (Stage 2)

A. Decision Making

B. Communication

C. Collaboration

D. Relationships

E. Structure

F. Competitive Advantage

III. Strategic and Operational Outcomes (Stage 3)

A. Strategic Outcomes

B. Process Analysis

C. Requirements

IV. System Recommendation (Stage 4)

A. Benefits of an Enterprise Solution

B. Proposed IT solution

C. How the Proposed IT Solution Meets the Requirements

D. Implementation Steps

E. Conclusion

Background and Organizational Analysis (Stage 1)

Section I of the BA&SR document contains an organizational analysis and identifies ways in which information systems can help the organization in the case study (CIC) to meet its strategic goals and meet the information needs of various levels of management. This analysis lays the ground work for the next section of the BA&SR which will explain how technology can be used to support specific strategic activities of the organization.

Using the case study, assignment instructions, Course Content readings, and external resources, develop your Section I: Background and Organizational Analysis. Recommended lengths for each section are provided and be sure to include all pertinent information. A key to successful business writing is quality and conciseness rather than quantity.

To start, review the Business Perspectives Module (week 1 content), particularly the sections that describe the example of Booz Allen Hamilton, a services company with a business model similar to that of CIC in the case study. The case study tells you that the executives and employees at CIC have identified a need for an effective and efficient hiring system. As you review the case study, use the outline below to help you take notes to assist in your analysis; in particular, list the needs of the individuals expressed in the "interviews."

Report Format:

· In Stage 1, you are preparing the first part of a 4-stage report. Use the structure, headings, and outline format provided here for your report. Double space the information (except single space table entries).

· Create a title page that includes: The company name, title of report, your name, Course and Section # and date.

· Begin a Reference Page for resources required for this assignment. Additional research in next stages will be added to this as you build the report.

II. Background and Organizational Analysis

A. Introduction – Your introduction should set the context for the entire BA&SR report – with a brief overview of CIC and its challenges based on the case study information. In addition, describe why you’re writing and what’s to come in this full report--not just Stage 1 (one paragraph). Remember you are writing this as a business analyst in the CIO’s department, and while the CIO is your immediate audience for this report, it should be written to the organizational perspective—what is relevant for CIC.

B. Organizational Strategy - Using the Business Strategy statement and information from the Case Study, explain how a new hiring system would support that strategy. (Use two to three strong sentences that explain how the system would support the strategy and justify your position with specifics from the Case Study.)

C. Components of an Information System - Explain each of the following in relationship to an information system to support the hiring process at CIC:

1. People and Technology – Identify the interest or objectives for the new hiring system for each stakeholder listed below based on his or her organizational role. Include how the technology will improve how the job is done; that is, identify what each of the stakeholders needs the system to do. Use information from the stakeholder interviews and describe what they need, what challenges they have related to the hiring process, and do not define what that position does in general or specifics of how a system could address their requirements. (Provide an introductory sentence for this section, followed by 1-2 sentences for each role.)

i. CEO

ii. CFO

iii. CIO

iv. Director of Human Resources

v. Manager of Recruiting

vi. Recruiters

vii. Administrative Assistant

viii. Hiring Manager

2. Processes – To understand what the new hiring system needs to do for CIC, you will first analyze the current hiring process (often referred to as the “as/is process”). The Interviews in the CIC Case Study provide some information you need about how the process is currently conducted, but you may need to make some additional assumptions. You will need to combine the steps that each interviewee discusses and organize them into a logical sequence showing the high-level start to finish process. First, insert an introductory opening sentence for this section. Then, complete the table below by inserting the steps that are missing and entering the position title of the person who would perform each step. The beginning and ending steps have been provided for you. Each process step should be concise and include an action verb. (Provide an introductory sentence and copy the table and insert information within.)

Hiring Process Step	Responsible CIC Position
1. Recruiter receives application from job hunter via Postal Service Mail	Recruiter
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12. Administrative Assistant prepares and sends Hiring Offer to Selected Candidate by mailing offer letter	Administrative Assistant

3. Data– To support CIC's hiring process, the new system will need to collect, store and process data. That data can then be aggregated, processed, and turned into useful information to support the hiring process. Ch. 1 What is an Information System, defines data on page. 7. The case study provides insight into the kinds of data that will be needed. An example of a needed data element is “Name of Hiring Manager.” An application or resume will contain many data elements; be specific in identifying examples of those. First, insert an introductory opening sentence for this section. Then identify ten (10) critical data elements for this hiring information system solution. Note: a complete hiring system would have many more elements—this provides 10 representative data elements. (Provide an introductory sentence and copy the table and insert information within.)

Data Element
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

Stage 2: Strategic Use of Technology (Stage II)

Section II of the Business Analysis and System Recommendation (BA&SR) and identify and explain how the organization in the case study can use technology for strategic purposes in the areas listed below.

Approximate lengths for each section are provided as a guideline; be sure to provide all pertinent information

Apply specific information from the case study to address each area listed below.

II. Strategic Use of Technology

D. Decision-Making - In the Information Systems course module (included in the Week 4 Learning Resources), you were introduced to the information requirements of various levels of the organization. First, insert an introductory opening sentence for this section. Then, for each of the processes listed below, complete the table with the appropriate level) and an example of a decision supported by the Hiring System to be made at that level. (Provide an introductory sentence then copy the table and insert information within.)

Role	Level	Example of Possible Decision Supported by Hiring System.
Senior/Executive Managers (Decisions made by the CEO and the CFO at CIC supported by the hiring system.)
Middle Managers (Decisions made by the Director of HR and the Manager of Recruiting supported by the hiring system.)
Operational Managers (Decisions made by the line managers in the organization who are hiring for their projects supported by the hiring system.)

B. Communication - Explain how a hiring system would improve internal and external communications. (Paragraph of 4-5 sentences)

C. Collaboration - Explain how a hiring system would improve collaboration internally within CIC. (Paragraph of 4-5 sentences)

D. Relationships - Explain how implementing an enterprise hiring system would foster stronger relationships with applicants/potential employees. (Paragraph of 4-5 sentences)

E. Structure - Explain how a system would improve the CIC hiring process by providing a consistent structure for each participant to perform his/her part in the hiring process. (Paragraph of 4-5 sentences)

F. Competitive Advantage - Explain how and why CIC can use the new hiring system to increase its competitive advantage. Your explanation should demonstrate your understanding of what competitive advantage is as well as how improving the hiring process will help achieve CIC’s competitive advantage. Include how CIC can use the type of data/information that will be in the hiring system for strategic advantage. (Paragraph of 4-5 sentences)

Strategic and Operational Outcomes (Stage III)

Section III of the Business Analysis and System Recommendation Report analyzes the organization's strategy and processes to determine how technology solutions can be used to support organizational processes and enable strategic and operational outcomes. For this assignment, you will also list requirements for a new hiring system. This analysis leads into Section IV – System Recommendation section of the BA&SR (the Stage 4 assignment) that will propose an IT solution to meet CIC's organizational strategy and fulfill its operational needs.

The case study tells you that the executives and employees at Chesapeake IT Consultants (CIC) have identified a need for an effective and efficient hiring system. As you review the case study, list three goals (or strategies) from the description of the company, as well as from the "interviews" that are documented. Then, to focus on operational outcomes, you will analyze the hiring process in use at CIC by identifying specific steps.

1. Strategic and Operational Outcomes

0. Strategic Outcomes – Review the four Strategic Goals in the Strategic Plan section of the CIC Case Study. The CIO has asked you to come up with an example of an Objective to meet each Goal, and explain how a new hiring system would help achieve that Objective. As you can see from the example provided in the table below, an objective is a statement that is clear (not vague) and is something that can be measured or evaluated to determine whether it has been met or not.

First, insert an introductory opening sentence for this section. Then, for each of the rows listed below, complete the table with the requested information. (Provide an introductory sentence and copy the table. Create an Objective for each of the 3 remaining Goals and explain using 2-3 sentences for each.)

Strategic Goal (from case study)	Objective (clear, measurable and time-bound)	Explanation (2-3 sentences)
Increase CIC Business Development by winning new contracts in the areas of IT Consulting
Build a cadre of consultants internationally to provide remote research and analysis support to CIC’s onsite teams in the U. S.	Increase international recruiting efforts and employ 5 research analysts in the next 12 months.	The new hiring system would allow applicants from around the world to apply online, increasing the number of international applicants. It would enable the recruiters to carefully monitor the applications for these positions, identify the necessary research and analysis skills needed, and screen resumes for these key skills. Recruiters could quickly view the number of applicants and identify when additional recruiting efforts are needed to meet the objective.
Continue to increase CIC’s ability to quickly provide high quality consultants to awarded contracts to best serve the clients’ needs
Increase CIC’s competitive advantage in the IT consulting marketplace by increasing its reputation for having IT consultants who are highly skilled in leading edge technologies and innovative solutions for its clients

0. Process Analysis

The overall hiring process has several steps which you listed in the Stage 1 assignment (Section I.C.2.). Copy and insert your steps from Stage 1 into the table below in the “As/Is Process” column. For each of the steps listed, complete the table describing how this part of the process is supported by the technology solution to improve the hiring system. Then complete the Business Benefits of the Improved Process column by explaining how this part of the process can contribute. The first row and last rows have been completed for you as an example.

CIC Hiring Process
As/Is Process (copied from Stage 1)	To/Be Process	Business Benefits of Improved Process
1. Recruiter receives application from job hunter via Postal Service Mail.	Receive application via on-line submission through CIC Employment Website and files in applicant database.	More efficient submission process presents positive image to applicants and decreases time needed to receive and begin processing applications.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12. Administrative Assistant prepares and sends Hiring Offer to Selected Candidate by mailing offer letter	Ted prepares job offer letter by selecting information needed for specific candidate; system completes the template with stored information and Ted reviews and emails to candidate.	Recruiter selects offer information for candidate and electronically routes to Ted for processing and electronic mailing to candidate.

1. Requirements - The next step is to identify the essential requirements for the information system. Review the Case Study, especially the interviews, highlighting any statements that tell what the person expects the system to do. You should be able to locate at least 4 user requirements and at least 1 reporting requirement. As a member of the CIO's organization, you will then use your professional knowledge to add 2 security-related requirements and 3 system performance requirements. Security requirements are covered in Chapter 6 of the textbook. System performance requirements include the following:

1. Usability – Ability for new users to quickly adapt to the software without help (is it intuitive?)

1. Scalability – Ability of the system to accommodate additional users and/or additional records/transactions

1. Availability – Amount of time the system is operational and useable

1. Reliability – Ability of the system to create and maintain the data correctly

1. Maintainability – Ability of the system to be easily maintained, corrected and updated

1. Portability – Ability of the system to run/operate on a variety of end-user devices or with multiple operating systems

For the system performance requirements that you list, do not just repeat what is shown above.

Once you have written down the 10 requirements, evaluate each one using the criteria below and create 10 well-written requirements for the new hiring system.

The requirement statement:

1. Is a complete sentence, with a subject (user or system) and predicate (intended result, action or condition)

1. Identifies only one requirement; does not include the words "and," "also," "with," and "or."

1. States what the system will do for user or functional requirement, and states how the system will do it for system performance requirements

1. Includes a measure or metric that can be used to determine whether the requirement is met (time or quantity) where appropriate

1. Is stated in positive terms and uses "shall" (vs. "may" or "should"); "the system shall xxxx" vs. "the system shall not xxx"

1. Avoids the use of terms that cannot be defined and measured, such as "approximately," "robust," "user friendly," etc.

1. Is achievable; avoids terms such as "100% uptime," or "no failures"

The requirements are documented in a table, as shown below. For a full requirement specification, there will be many requirements statements; you only need to provide the number of requirements identified for each category.

For this assignment, you will identify:

1. 4 user requirements (what users will be able to do with the system (functional) requirements (numbered in the table as U-#).

1. 1 reporting requirement (UR-#)

1. 2 software requirements related to security (SS-#)

1. 3 software requirements related to system performance requirements (SP-#)

Here’s an example of a user requirement:

Requirement Number	Requirement	Source (individual) from Case Study
U-1	The system shall create a job offer for the chosen candidate.	Recruiter – Paul O’Brien

First, insert an introductory opening sentence for this section. Then, for each of the rows listed below, copy and complete the table with the requested information.

Requirement Number	Requirement	Source (individual) from Case Study – name and title
U-1
U-2
U-3
U-4
UR-1
SS-1
SS-2
SP-1
SP-2
SP-3

System Recommendation and Final BA&SR Report (Stage IV)

Section IV of the Business Analysis and System Recommendation will propose an IT solution to meet CIC's organizational strategy and meet its operational needs. In Section IV, you will also Identify and explain the high-level steps that will need to take place in order to implement the system you have proposed.

Using the case study and the outline and resources listed below, develop your Section IV - System Recommendation. Approximate lengths for each section are provided as a guideline; be sure to provide all pertinent information.

1. System Recommendation

4. Benefits of an Enterprise Solution: Explain what an enterprise system solution is in general (one paragraph) and how such a system would help CIC (one paragraph). (Two complete paragraphs in total) Note: Enterprise solutions are not the same as ERP applications.

4. Proposed IT Solution: There are many Software-as-a-Service (SaaS) HR systems available. Conduct some research on the web (using the search term "SaaS HR system") and identify a system that will support and improve the hiring process at CIC and that meets the requirements you listed in Section III -Strategic and Operational Outcomes (the Stage 3 Assignment). Be sure to evaluate potential solutions to align with the needs of CIC. Identify the vendor and the system you selected and describe the basic functionality of the system. (One paragraph)

4. How the Proposed IT Solution Meets the Requirements: Using the 10 requirements you listed in your Stage 3 assignment (and incorporating any feedback you received), you will now explain how the solution you have chosen fulfills these requirements.

First, insert an introductory opening sentence for this section. Then copy the entries for the 10 requirements you listed in the table in Section III (Stage 3 Assignment) into the Requirements column in the table below. Complete the table by providing the explanations of how the system you selected meets each requirement. (Provide an introductory sentence and copy the table and insert information within.)

Req. Number	Requirement (from Requirements table in Section III)	Explanation of How the Proposed System Meets the Requirement
U-1
U-2
U-3
U-4
UR-1
SS-1
SS-2
SP-1
SP-2
SP-3

4. Implementation Steps: First, insert an introductory opening sentence for this section. Then address each of the 7 implementation areas below by addressing the questions provided and identifying appropriate implementation steps. (Do not include the questions in your paper.) Label each paragraph with the area being addressed for clarity. (one paragraph for each item)

Implementation Areas:

1. Vendor agreement – What does CIC need to do to be able to start using the system? How much will it cost to use the system? [This information will come from vendor information located in your web research]

1. Hardware and telecommunications

1. What hardware will CIC need to have to implement the solution? [vendor information]

1. What kind of telecommunications will be needed for the solution, including local connectivity inside CIC and Internet access?

1. Configuration

2. What options does the vendor offer for configuring the off-the-shelf system to CIC's needs? [vendor information]

2. How will the configuration be done and by whom?

1. Testing – How will CIC test the system to see if it is working properly for its needs? Choose one of the ten requirements in Requirements (Section C) above and explain how this will be tested to ensure it is working properly and the requirement is met.

1. Employee preparation – Identify what CIC will need to do in each of the following areas to prepare the employees (including the hiring managers in the various departments) to use the new system:

4. Leadership (2-3 sentences)

4. Change Management (2-3 sentences)

4. Training (2-3 sentences)

1. Data migration – What existing data would need to be entered into the system to get started, and how might this be accomplished?

1. Maintenance – Who will provide updates and corrections to the system?

4. Conclusion: Close your Business Analysis and System Recommendation Report with a brief summary of the key points including the benefits CIC can expect to gain from this solution and the alignment with strategic objectives. (One well-written paragraph).

Formatting Your Assignment

For academic writing, the writer is expected to write in the third person. In third person, the writer avoids the pronouns I, we, my, and ours. The third person is used to make the writing more objective by taking the individual, the “self,” out of the writing. This method is very helpful for academic writing, a form in which facts, not opinion, drive the tone of the text. Writing in the third person allows the writer to come across as unbiased and thus more informed.

· Include Section I, revised according to any feedback received and add to it Section II.

· Write a short concise paper: Use the recommendations provided in each area for length of response. Content areas should be double spaced; table entries should be single-spaced. It’s important to value quality over quantity. Section II should not exceed 4 pages.

· Ensure that each of the tables is preceded by an introductory sentence that explains what is contained in the table, so the reader understands why the table has been included.

· Use at least two resources with APA formatted citation and reference. Use at least one external reference and one from the course content.

· Compare your work to the Grading Rubric below to be sure you have met content and quality criteria.

· Submit your paper as a Word document, or a document that can be read in Word.

GRADING RUBRIC:

Criteria	90-100% Far Above Standards	80-89% Above Standards	70-79% Meets Standards	60-69% Below Standards	< 60% Well Below Standards	Possible Points
Decision- Making Types of decisions supported by the system for each of the three levels of the organization	11-12 Points Identified correctly and fully, clearly and logically explained; are derived from the Case Study; and demonstrate sophisticated analysis and writing.	9-10 Points Identified correctly and clearly and logically explained; are derived from the Case Study; and demonstrate analysis and effective writing.	8 Points Identified correctly and explained; and are derived from the Case Study.	7 Points Not all provided; and/or are not correct and/or not derived from the Case Study.	0-6 Points Very incomplete or missing.	12
Communication Selection of a technology to support communication and explanation of how the system will support the organization's strategy.	11-12 Points Clear, logical and fully supported using a sophisticated level of writing.	9-10 Points Identified correctly and clearly and logically explained, and demonstrates analysis and effective writing.	8 Points Identified correctly and explained.	7 Points Not provided and/or not clear, logical and/or supported.	0-6 Points Not included or demonstrate little effort.	12
Collaboration Explanation of how the system will support the organization’s internal collaboration	11-12 Points Explanation is clear, logical and fully supported using a sophisticated level of writing.	9-10 Points Explanation is logically explained, and demonstrates analysis and effective writing.	8 Points Explanation is provided and related to the Case Study.	7 Points Explanation is not clear, logical and/or supported.	0-6 Points Explanation is not covered, or little effort is demonstrated.	12
Relationships The explanation of how the system would foster stronger relationships with potential employees	11-12 Points Clear, complete and logical, and demonstrates sophisticated analysis and writing.	9-10 Points Clear, complete and logical, and demonstrates analysis and effective writing.	8-Points Provided, may lack specifics and/or clear logic.	7 Points Not complete, clear, and/or logical.	0-6 Points Little or no explanation provided.	12
Structure The explanation of how the system would improve the process by providing a structure	11-12 Points Clear, complete, logical, derived from the Case Study, and demonstrates sophisticated analysis and writing.	9-10 Points Clear and logical; is derived from the Case Study; and demonstrates analysis and effective writing.	8 Points Explanation is provided, may lack specifics and/or clear logic.	7 Points Incomplete or inaccurate.	0-6 Points Little or no explanation provided.	12
Competitive Advantage Explanation of how the system and its data can be used for competitive advantage	11-12 Points Complete and accurate; demonstrates sophisticated analysis and writing.	9-10 Points Complete and accurate; demonstrates analysis and effective writing.	8 Points Explanation is provided, may lack specifics and/or clear logic.	7 Points Incomplete or inaccurate.	0-6 Points Missing or extremely incomplete or inaccurate.	12
Incorporation of Feedback on Previous Stage Substantive feedback related to key content is addressed and previous sections are improved	8 Points Substantive corrections very effectively incorporated to reflect feedback received on Stage 1.	6-7 Points Substantive corrections incorporated to reflect feedback received on Stage 1.	5 Points Corrections incorporated to reflect feedback received on Stage 1. May not have addressed all key points or sufficiently corrected.	3-4 Points Minimal corrections made based on feedback received on Stage 1. Some improvements still needed.	0-2 Points No corrections made based on feedback received on Stage 1 and/or incorrect changes made.	8
Research Two or more sources--one source from within the IFSM 300 course content and one external (other than the course materials)	9-10 Points Required resources are incorporated and used effectively. Sources used are relevant and timely and contribute strongly to the analysis. References are appropriately incorporated and cited using APA style.	8 Points At least two sources are incorporated and are relevant and somewhat support the analysis. References are appropriately incorporated and cited using APA style.	7 Points Only one resource is used and properly incorporated and/or reference(s) lack correct APA style.	6 Points A source may be used, but is not properly incorporated or used, and/or is not effective or appropriate; and/or does not follow APA style for references and citations.	0-5 Points No course content or external research incorporated; or reference listed is not cited within the text.	10
Format	9-10 Points Well organized and easy to read. Very few or no errors in sentence structure, grammar, and spelling; double-spaced, written in third person and presented in a professional format.	8 Points Effective organization; has few errors in sentence structure, grammar, and spelling; double-spaced, written in third person and presented in a professional format.	7 Points Some organization; may have some errors in sentence structure, grammar and spelling. Report is double spaced and written in third person.	6 Points Not well organized, and/or contains several grammar and/or spelling errors; and/or is not double-spaced and written in third person.	0-5 Points Extremely poorly written, has many grammar and/or spelling errors, or does not convey the information.	10
					TOTAL Points Possible	100

Information Systems in Organizations Case Study 6