Business Communication

Date: April 28, 2014

Ref: Proposal seeking the manager’s approval for the installation of a new computer system in the Human Resource Department.

This document seeks to have the management’s approval in the setting up of a computer system within the human resource department. The new computer system to be installed will replace the old ways of conducting activities within the human resource department. The various human resource activities that will be supported by the new computer system will include, supporting of the human resource recruiting and selection, filling of employees records such as employee bio data as well as roles and responsibilities of each and every employee, the recording of employee payroll, the recording of employee performance appraisal, we also need to have a computer systems installed within our department so that we can enhance the security of files within the department as well as improve the levels of professionalism within our department (Vincent & Christine 2012).

The importance of installing a computer based system within our department

There will be better management of people within our department and the organization, this is because the computer system will enable employees of our organization to better interact with employees for other departments, and a computer system will ensure that the recruitment and selection process of new employees is smooth and transparent. This computer system will thus enable the recruitment and selection team to be able to conduct online recruiting as well as online job advertising. The computer system will improve workers’ productivity within the human resource department; workers will thus be able to accomplish tasks such as searching of files within a short period of time, the costs that are incurred within our department will reduce, although the computer system will be costly to set up, workers such as file mangers will be replaced with computer based filing systems, this will help reduce organizational costs in the long run. Communication and the sharing of information between employees of the department and those within and outside the organization will be improved with the introduction of the intranet and the extranet computer based systems. Customer service and satisfaction will also be increased because of increased levels of professionalisms as well as the speed at which work within the department will be done (Kesho 2012).

Types of computer systems that are needed within our department include,

Communication infrastructures such as telephones, Skype (for conducting interview of new employees as well as communication with external parties that are far away) as well as a computer based email and messaging system.

Data collection and record computer hardware’s such as hard disks and transaction processing system that will be used to record all transactions within the department.

Data analysis systems such as the decision support system that will be used during decision making.

Security systems whereby there will be the use of passwords in the retrieving of information such as employee files from the main computer system. The department will also install security cameras within its offices so as to ensure the safety of physical resources within the department.

Intranets and extranets that will ensure that the employees of our department are able to link, share ideas as well as communicate within parties that are within and outside the organization.

The financial costs of installing the new computer system are as follows.

The financial benefits of introducing the new computer system are as follows

I thus seek the support of the company’s management for the installation of a new computer system in the Human Resource Department that will improve efficiencies as well as the effectiveness of the human resource department. From the tables, the company will be saving $4,300 ($15,100 minus $10,800) after the new computer system has been installed. It is thus evident that the benefits outweighs the costs, we also welcome additional ideas from the management team as well as employees within the organization on how to improve the system.

Thank You

{Insert your name or signature here}

References

Vincent R. Ceriello, Christine Freeman (2012) Human resource management systems: strategies, tactics, and techniques Jossey-Bass Publishers

Kesho Prasad (2012) Strategic Human Resource Development: Concepts and Practices PHI Learning Pvt. Ltd.