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Running Head: GAP ASSESSMENT & VISUAL MAP 2

GAP ASSESSMENT & VISUAL MAP 2

Gap Assessment & Visual Map

Patricia Vela

Human Resource Info Systems 21TW3

Dr. Theresa Maia

Gap Assessment & Visual Map

Gap Assessment

The initial step in gap assessment involves analyzing the current state of HRIS. According to the information provided, the current system comprises of manual processes, whereby records are stored manually in computers in form of excel and databases (Kavanagh & Johnson, 2020). The goal of the project is ensuring that all the processes get automated, and comprise of an interactive self-service for employees. The manual nature of the existing system has made it difficult for the system to interact with other applications in the system. Therefore, automating the system will help in bridging the existing gap between existing as well as the future state.

Information Systems

The existing legacy system is labor intensive because more processes are manual. Collaborating all the information required to run the organization is almost impossible. The legacy system also comprises of multiple challenges with the existing payroll system because it is unable to collaborate with other databases in the system. The major form of recording keeping in the organization is hard copy paper files. Manual files and operations can pose a security risk to the organization and sensitive information might be breached (Kavanagh & Johnson, 2020). Updating all the information manually also increases the number of possible errors which might be committed. Since the legacy system is unable to interact with any system in the organization, any transfer of files needed calls for manual download and transfer of the files.

Any update or automation of the system will increase the number of opportunities and will minimize the identity theft, uphold data security in the organization and minimize many forms of human errors which can be committed (Michael, 2019). Besides, it will assist the organization comply with the state tax policies and adhere to other policies which are in place. The organization will also cut down the associated manual costs, enhance operational efficiency and also save on time consumed in executing certain duties.

Human Resources

Legacy system demands that all personal information to be filled manually into the system in both files and folders. Besides, they should be updated manually. The duty of updating the information is solely left to the Human Resource Clerks. The tracking of any user demographic is done manually in spreadsheets. This system is not the best for an organization like this one which is continuously growing (Kavanagh & Johnson, 2020). The system serves as a barrier towards organizational growth.

Implementation of a HRIS would ensure that human resource managers have easy time in addressing the possible challenges they might be facing in terms of efficiency in its operations. The system will minimize the time taken in executing operations (Shahreki et al., 2019). The eventual effect of this is improving the overall performance of the organization.

Operational/Financial/Quality

The existing legacy system is in need of more costly administrative costs with little revenue being collected. This is due to the fact that more employees are needed to undertake manual operation. The current legacy is stand alone, implying that the information that belongs to one employee can need to be entered into multiple systems differently (Kavanagh & Johnson, 2020). This might lead to errors and variations in the information which might be available in different system platforms.

The initial cost of implementing the current system might seem expensive. However, the system will eventually save the organization a greater deal once all the processes will have been captured. This is because time will be saved, accuracy and efficiency will be upheld, resulting to a positive impact on the organization. This will eventually boost growth of the organization.

Visual Map

Current State

Future State

References

Kavanagh, M. J., & Johnson, R. D. (Eds.). (2020). Human resource information systems. SAGE Publications, Incorporated. Retrieved from https://www.academia.edu/download/8304146/568890876.pdf

Michael, A. (2019). A handbook of human resource management practice. Retrieved from http://103.5.132.213:8080/jspui/bitstream/123456789/794/1/Handbook%20of%20Human%20Resource.Management.Practice.pdf

Shahreki, J., Ganesan, J., Raman, K., Chin, A. L. L., & Chin, T. S. (2019). The effect of human resource information system application on employee satisfaction and turnover intention. Entrepreneurship and Sustainability issues, 7(2), 1462. Retrieved from https://search.proquest.com/openview/03195719b799dc4395ac430d44bbb35b/1?pq-origsite=gscholar&cbl=4916366