Information Systems In Organizations final Project Due In 72 Hours

Role

Specific problem related to the current hiring process

How a technology solution to support the hiring process could address the problem

1. CEO

The CEO seems to leave all the recruitment tasks to the HR department. His main focus is that the right people are sourced but he is passive in the process of sourcing these talents. In addition, the CEO seems to be hasty and wants any recruitment process to be carried out quickly so that the new recruits can fill the gaps left and may also be used for the future contracts. The CEO is emphasizing on the need to achieve the objectives of the company without focusing on the process of getting the right people to achieve such objectives.

Since it seems that the CEO is busy sourcing for business opportunities and has left all the recruitment work to the HR department, it would be better if he gets involved as well. There are several technology tools that the CEO can use to keep data about potential candidates especially from referrals and this will enable him to form part of the sourcing team. In addition, he can use different software to keep this data and can help the HR department by availing the data whenever required for a quick recruitment process.

2. CFO

The CFO seems to be more enthusiastic when it comes to issues to do with recruitment process. She states that her role is bottom-line. Nevertheless, she also recognizes that she needs to get involved in the whole process of recruiting new talents into the company. More importantly, she states that it is pivotal to employ the use of information technology to enhance the recruitment process. However, she is wary of the cost of the technology that the company is likely to adopt to enhance this process. There is also another problem in that the company operates as a lean and mean one. This may in-turn affect the process of getting effective talents to incorporate into the company. She is however concerned that technology that is used in the process may have a short lifetime. The bottom-line as per her words is that the company is currently operating without an effective technology for recruitment purposes.

The CFO feels that her role in recruitment is more of bottom-line. However, as the main person dealing with finances, she should recognize that recruitment process has to be expensive at times but this is in the best interest of the company. Since she fears that most technologies have a short lifetime, she should find ways to enable the company to invest in technologies that cannot go out of the market faster. After all, incurring cost in the recruitment process has a long-term impact which benefits the productivity of the company. In addition, she should invest in training of the staff on how to use information technology tools in providing referrals and sourcing new employees.

3. CIO

The CIO admits that there is a great potential for the project and reiterates that as a member of the IT department, he has a good knowledge of the architecture. However, he is concerned about the issues of compatibility with the architecture. Any solution that the project aims at adopting has to be fully compatible with the existing architecture of the company. More importantly, he states that since the IT team is lean, it would be very difficult to build the solution from the ground. More importantly, the workforce of the company is distributed and as such, they are more dependent on mobile technology. As a result, challenges such as portability and maintenance are bound to occur. Currently, the CIO reiterates that the company completely relies on the manual recruitment process. Additionally, the company is expanding at a rapid rate and may initiate its operations internationally. Therefore, a problem comes in such that any solution emerging from the project has to maintain global viability. Finally, the company’s main goal is to satisfy their clients and ensure good relationship with them. Since any IT solution is liable to security breaches, any compromise on the applicants’ data will have a devastating impact on their competitiveness.

The CIO himself mentions the solution of adopting Software as a Service (SaaS) strategy. The solution may assist the company to implement quick solutions and leverage best practices of the company (Recruiter Box, 2019). The problem of distributed workforce system can be solved through the adoption of Internet of Things technology. This ensures that all the devices belonging to the company are connected under a single network. Concerning the potential breaches on data, the company ought to prepare in advance by ensuring an effective data security management strategies. The company should however adopt the digital recruitment process.

4. Director of Human Resources

The company is experiencing rapid growth with a great potential for future international expansion. As a consequence, more staff should be hired. However, the current system cannot meet the hiring requirements. The manual process is often slow and does not guarantee that the best fit for the job can be sourced. The company requires systems that are easier to use and can be integrated easily with the existing systems. However, there is currently no such system as the process is carried out manually and is never rigorous.

There are several software in the market that enable the company to source and maintain a consistent data on potential recruits. In addition, most of these software allows these companies to integrate their existing recruits’ data with new data that can be sourced online. The manual process is often slow since it takes time to make advertisements and for the applicants to respond (HR Technologist, 2017). Thereafter, the company will have to make a shortlist of potential suitable candidate who are to be interviewed and the best candidate is employed. However, through an online recruitment portal, the company will be able to place the adverts online and request that the application be done online. Thereafter, the HR department can make the shortlist at the comfort of their offices. In addition, IT also allows the interviewing process to be carried out through the internet.

5. Manager of Recruiting

The manager of recruitment admits that the company has been relying on the manual recruitment process for a long time. In addition, there are only 2 to 3 recruiters who are forced to keep up with the ever increasing hiring demand. The company relies on consulting in-order to deliver to their customers. The market for the IT talent is very competitive and as such, an effective recruitment process is required to ensure that the company is better placed to compete. Other companies have developed a tracking system for hiring which has seen them reduce the time spent on hiring by 15-20%. The company is anticipating to hire more employees before they win the next set of contracts. The company seems to be growing at a very higher rate.

Automation of the process through online recruitment portal helps the company to undertake the process as fast as possible. Only a few recruiters are required to facilitate the process since it is automated and the data is always available. Recruits tracking system is the best way to ensure that the time spent in hiring is greatly reduced (Business Mapping, 2017). The return on investment on information technology would have a major impact on the operations of the company.

6. Recruiters

The solution should have been introduced long-time ago to replace the manual hiring process. Currently, the recruiters play the role of middlemen in the entire process. Applicants become anxious since they are in need of knowing the status of their application. The hiring manager piles pressure on the recruiters since he/she needs an employee as fast as possible. They often compete for time with the recruitment managers.

With an online recruitment portal, applicants are saved from anxiety of wanting to know the status of their application since they can simply access this online. The recruiters and the recruitment managers will no-longer have to clash since all the information required are stored in a central location.

7. Administrative Assistant

The process of hiring takes a long channel. The recruiter provide the information to the administrative manager who routes these to the hiring manager and wait for a feedback. Therefore, a lot of time is wasted in screening of the resumes and waiting for the feedback on the best candidate.

With online recruitment process, there is no channel since the information is instantly received by everyone who is involved in the process.

8. Hiring Manager (Functional supervisor the new employee would be working for.)

The business is expanding and as such, it needs new hires. The manual process is cumbersome and is not working for the needs of the company. There are instances of turnover especially in the IT department. There is also lack of electronic scheduling of interviews. The system that the company requires should be easy to use since employees lack the time to go through several pages of user manuals.

Keeping applicants’ information is the best way to ensure that the best talent can be sourced instantly whenever needed. Turnovers can also be dealt with through instant sourcing of new talents through keeping of resume bank that can be accessed by the entire company. Interviews can be scheduled electronically and can also be carried out through videoconferencing. The present software used for recruitment are designed with a friendly user interface and employees cannot have trouble accessing and using them.

Requirement ID

Requirement Statement

Stakeholder

(Position and Name from Case Study that identified this requirement)

User Requirements – (What the user needs the system to do)

1.

The system must store all information from the candidate’s application/resume in a central applicant database.

Recruiter – Peter O’Neil

2.

Employees are engaged in the entire process and can easily access and use the system. This also includes ensuring that all the employees within the company are properly trained on the use of the system.

CEO-Samuel Johnson

3.

Candidates should be able to easily access the system and use it for application (Business Mapping, 2017).

CIO – Raj Patel

4.

The user’s personal information is secure from intruders who may want to access the data for their own malicious purposes.

5. (Reporting-Output of organized information retrieved from the system)

Users can generate reports at their own conveniences and user these to facilitate the recruitment process

CIO – Raj Patel

System Performance Requirements – (How the system will perform)

1.

The system must be implemented as a Software as a Service solution.

CIO – Raj Patel

2.

The system is easily updated and can be able to accommodate new data as they come in

CIO – Raj Patel

3.

The systems can be integrated with other systems including the manual system that was formerly used.

CIO – Raj Patel

4.

The system has a longer life time and the return on investments are higher

CIO – Raj Patel

5.

The system is faster and can meet the growing demand for employees by the company which is fast expanding.

CIO – Raj Patel