Plan Summary

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Courtney Hopkins

May 21, 2021

Human Resource Information System

Strayer University

Professor Latrice Love

Change Management

There are various reasons why system implementation can fail. One of these reasons is change management. A new system means employees will have to change their way of working because they will have to face new processes and mindsets. Implementing a system that people would adapt to quickly can be challenging. One other reason is poor budget management. Before working on any project, the project team must first draft the project budget. Problems arise when the budget allocated is either too little or enough, but the team misused it. Such problems can cause system implementation to get stuck. Another reason is deprioritization. It is normal to have deadlines when working on any project. But sometimes, along the way, issues arise, and the project team gets distracted from the project priorities. This is yet another reason why implementations fail.

Similarly, there are different change management models that a project team can employ to ensure effective change management when delivering their project. However, the top five models include; Kotter's change management model, McKinsey 7-S model, ADKAR model, Kubler-Ross Five Stage model, and Lewin’s change model (Galli, 2019). The first listed model, Kotter's model, has eight stages that all focus on employees' response to change. Compared to other models, this model is easy to follow, and its main focus is on preparing employees to deal with the change rather than the change implementation itself. The second model, the McKinsey 7-S Model, has seven stages that focus on the company processes that the change may affect. This model is better than others since it reminds the team to focus on the business aspects, which must be defined in advance before commencing the project. On the other hand, the ADKAR model stands for Awareness, Desire, Knowledge, Ability, and Reinforcement. This model, unlike the other, focuses primarily on business-oriented goals, and it is essential for companies that want to look at both the business and people dimensions of change. Kubler-Ross model is slightly similar to Kotter’s model because it also focuses on the employees' feelings, concerns, and needs and how the change will affect them. Lastly, Lewin's model is one of the most popular models used, and it focuses on organizational and structural change.

Of the five models, I will choose to use Kotter's model. I prefer this model because it focuses on employee experience and proper workplace communication. During change implementation, employees are the first people that should be considered because they are the one who interacts most with the system. I would use this model in training and helping employees prepare for the implementation of the system (Joseph Galli, 2018). To ensure the model's effectiveness, the first step will be creating a sense of urgency among the employees to keep them motivated. Another step is building the team responsible for implementing the change and formulating communication strategies that will ensure transparent exchange of information.

HRIS Implementation

Before implementing the system, the following are the activities our team will have to handle first. One, the team will have to identify the implementation resources and backfill strategy. This will take two weeks, and it will be the project manager's responsibility. System implementation requires adequate resources to prevent implementation failures. Therefore, the project manager will have two weeks to ensure all resources are available, including finances. h/she will also be responsible for formulating a backfill strategy that will ensure the system will remain functional as long as possible. Another activity will be migrating data from the legacy system to the new system. This activity will take three weeks, and the activity will be delegated to the IT leader. h/she will have to organize and formulate strategies of how company data will be transferred from the old system to the new system without data loss. Data protection will also be our priority. This will take approximately three weeks, and the role will be delegated to the HRH data analyst. He will be required to look for the best data protection software to be implemented with the system to ensure data security. Last but not least, we will also be required to set up infrastructure and the environment where the system will be hosted. This will take two weeks, and it will be the role of the IT support team. The team will be expected to set the room where the system will be operated from including installing all the required cabling. Finally, the employees will have to be prepared and trained. This will take three weeks, and it will be the responsibility of the training manager. H/she will be required to ensure user manuals are ready both in software and hardcopy formats, distribute them to employees and prepare them for the change.

Cost-Benefit Analysis

According to Stobierski (2019), A cost-benefit analysis (CBA) is the method utilized to estimate the benefits of a decision or taking action minus the costs correlated with taking that action. Below is a table that summarizes the costs and benefits that will result from this new system.

Costs

Category	Details	Cost in First Year
Software Upgrade	According to our vendor iCIMS, the system license subscription fee is $900, which must be renewed yearly	$900
Create New room	Larson Property Management Company is a company growing at a rapid rate; As the company grows, the system may be required to perform more functions with more infrastructure. This means the company will have to create a new big, specialized, and secured room for the system.	$20,000
Hire two more system operators	As stated above, the company’s rapid growth will increase the system functionality. The company will have to hire two more system operators. This means the company will incur additional costs, including salary, recruitment costs, and orientation and training costs.	$90,000
Five additional workstations	As system functionality grows, the company will have to buy five more workstations to avoid system overload and crash.	$3500
Total	$114,400

Benefits

Benefit	Details	Benefit within 12 months
50% revenue increase.	The company’s revenue will increase because the recruitment system will reduce costs spend on manual recruitment.	$170,000
Paying in-house system operators.	After hiring more system designers, the company will save a lot of cash that could have been spent on outsourcing system operators. An in-house system operator costs $10 per hour, while an outsourced system operator costs $25 per hour. Therefore, the company will save $10 per hour. In a month, it will be (100 hours x $10=$1000 per month and $12000 per year	$12000
Improved customer service.	Having an effective system will help the company offer the best customer services, and this will increase sales	$10000
Total	$186,000

Maintenance

To ensure the system is effectively maintained, the team will develop system maintenance documentation. This documentation will be used as a guide during the maintenance process. The system will be updated once every month, and every maintenance activity will be documented and signed by the company management. During maintenance, the maintenance will cover both the hardware and software parts of the system. All software will be checked to ensure the system is installed with the latest software in the market. For hardware maintenance, all the hardware parts of the system will be configured to ensure they are properly working and replaced if faulty.

References

Galli, B. J. (2019). Comparison of Change Management Models: Similarities, Differences, and Which Is Most Effective? R&D Management in the Knowledge Era, 605–624. https://doi.org/10.1007/978-3-030-15409-7_24

Joseph Galli, B. (2018). Change Management Models: A Comparative Analysis and Concerns. IEEE Engineering Management Review, 46(3), 124–132. https://doi.org/10.1109/emr.2018.2866860

Stobierski, T. (2019, September 5). How to Do a Cost-Benefit Analysis | HBS Online. Business Insights - Blog. https://online.hbs.edu/blog/post/cost-benefit-analysis