Introduction of an Improved Employee Management System

Introduction of an Improved Employee Management System for XYZ Consultancy Services

Executive Summary

The XYZ Consultancy Services is a company focused on providing Professional IT services and transforming their business to achieve the full value of digitizing their entire enterprises. The project proposes to transform an existing Employment Management Systems. It seeks to resolve the system availability and software deficiencies which are negatively affecting the leave management activities, mainly to ensure availability of the employee management system 24X7, should integrate well with other application software, and can be accessed on any platform throughout the organization. 

Table of Contents

Overview of Organization                                                       4

I. System and Problem 5

II.Need for new Employee Management System 6

III. System Requirements                       7

III. Work Plan 7

Scope

Size

Cost

Time

Risks

Return on Investment (ROI)

Work Breakdown Schedule

Gantt Chart

IV. Feasibility Analysis 9

            Technical Feasibility

         Economic Feasibility

         Organizational Feasibility

V Requirement Determination 10

         Functional Requirements

            Non-Functional Requirements

VI. References

Overview of the Organization

XYZ is a global IT consulting company established in 2000 by a team of IT professionals having a background in Technology, Management & Engineering. The company initially specialized in IT training of various software products but began diversifying in the later decade into business consulting and software development. The Company’s approach is dynamic and unique combining business and IT while also leveraging current IT assets. XYZ has a wide portfolio in the market now with specialized expertise in

●       Product & Software development services

●       Business Consulting Services

●       IT Sourcing services

●       Customer Relationship Management

●       Enterprise Integration Services

XYZ bring together best people, processes, and technology together to achieve success and gain an advantage to the market edge. More than anything, Customer and Vendor satisfaction is paramount to XYZ and they tend to render all services with quality at competitive prices. Equipped with top-class software and business professionals such as Project Managers, Client Success Manager, Architects, Software Programmers, Data Scientists, and Technical Writers.

The pair objectives of career progress and path at XYZ include but not limited to

●       Opportunities to widen the portfolio in parallel to achieving career objectives.

●       Activities that are in line with Organizational objectives to achieve professional and Organizational growth.

For XYZ, Employee Management/Human Resource division is one of the main drivers of the company’s revenue. In such an environment, accurate Employee reporting is critical for billing & revenue purposes, regulatory compliance and Corporate Performance appraisals.

I. System and Problem

Every Organization has Human Resources or Employment division Management system but is often neglected and as a result, there are many challenges to overcome in the system. The existing Employee Management system at XYZ fall short in many aspects and is in a dire need of a new system to override the prevailing problems and explore opportunities in the current system. The current system handles the assignment of Projects to employees, tracking their timesheet, employee skills storage and leave plan tracking. The system is successfully designed to assist in strategic planning of the resources and to ensure that the Organization is better equipped with a right level of employees or resources to meet the current, ongoing and future needs of the Company. However, internally the system is a lot more gauche to handle due to the fact that it requires an amount of manual work to perform certain tasks and no coordination between various applications. For example, 1.when an employee wants to submit a leave request, the expectation is to check a different application with the project details that the employee currently working on and then suggest an override or approval. But instead, the system doesn’t coordinate with the required application and directly allows you to add the leave   2. The system cannot be accessed outside the intranet. For busy executives who sometimes work outside the Company’s intranet and would want to access the system either to enter hours or to check project details, it’s not possible to connect remotely. Despite having various functionalities, the current applications/verticals are not integrated or properly handled to meet the Employee needs.

Drawbacks in the Current system

●       Amount of manual work needed.

●       No remote access provision for the C suite executives

●       Mismanagement of data

●       An absence of integration between various applications

●       Not so user-friendly

II.  New Employee Management System

The proposed system will have unified and detailed information about the employee with their 1. personal details, 2. past, current, and future Projects. 3. Leave plans and policies 4. Onsite visit information 4. Employee performance details 5. Skills sets with proper relations 6. Training that employee has undergone through the company. The development of the new system covers below activities, which try to automate the entire process keeping in view of the database integration approach.

1. User-friendly application with various controls
2. An easy, flexible and concrete Employee Management system
3. High level of security with different levels of authentication
4. Proper workflow of different  underlying applications

The new system will enable the automation of workflow notifications and leave request. Leave requests will now be directed to the administrative module which checks up the project details, availability and then sends the notification to the supervisor to approve or reject the request and then takes back to the initial module. The main driving features in the Employee Management System are time tracking and skills management, both of which are essential for controlling cost and time for the Organization. Following list of modules are incorporated into the Employee Management system.

1. Employee Info Module
2. Administrative Module
3. Project Management Module
4. HR module
5. Training module

Employee Info Module will cover the management of the employee information such as personal details, Educational & Experience Background, Skills, login credentials etc. The administrative module covers aspects such as hiring, contracting, payments and financial information. Project Management module covers the employee past, current, and future project details. HR module covers all onboarding, report generation, budgets, employee performance information, promotion details etc. In addition to the above new modules with various controls, security mechanisms are proposed to enhance the security features of the Employee Management Systems. 

GUI’s at the top level will be categorized into two levels

1. Administrative User Interface

2. Employee/User Interface

III. System Requirements

1. Software Requirements

●       Visual Studio .Net

●       Java

●       SQL Server

●       Internet Information Server

●       Windows OS, iOS and Android OS

2. Hardware Requirements

●       RAM 256

●       Intel P 2.8 GHz

●       HDD 20GB

IV. Work Plan

Project Sponsor Chief Operating Officer, XYZ Consulting Services

Scope

 The main scope of this project is to enhance the availability of the employee management system and fix the software deficiencies associated with it. Any change which is critical to the scope of the business need will be brought immediately to the attention of the Project Sponsor, who will then create a change order request related to funding, timelines, and other resource approval. Based on the stage of the project, if these changes get approved, then it can be included.

Size

  This project is medium as compared to the other projects handled within XYZ organization. In initial stage we will have four members of XYZ Consultancy services: one Project Manager, one System Analyst, one Application Developer and one Business Analyst working on the project. The input and testing of end users will be required. After the final deployment there will be two employes needed to monitor and maintain the systems.

Cost

The cost estimations done in this Project is based on previous similar projects. The baseline metrics were used from the past project based on two factors. As showcased in the economic feasibility analysis below, the one-time cost of this project is approximately bbbbbb

Time

 As the size of the project is medium, not big. Hence, planning, analysis, design and implementation can be completed in 6 months after approval is received. As showcased in the work breakdown schedule in the work plan section, the project is projected to start on January 30th, 2019 and will end on May 06th, 2019 approximately 96 days.

Risks

 The appointed personnel of XYZ consulting services will be performing their regular duties in addition to working on this project. Due to increase in their daily work it is quite possible that they may not be able to meet certain crucial deadlines which would increase the project timeline and cost. if XYZ Consulting services, ask these personnel to get involved in the project only for specified time period the persisting risk can be minimised. Any change approved once the project has started can negatively impact the budget and push back the project timelines.

Return on Investment (ROI)

 According the Economic Feasibility which is discussed in later parts of the project, XYZ Consulting Services can expect a return on investment of  %.  

Work Breakdown Schedule

 The work breakdown schedule displayed below shows the phases, individual tasks per phase, start and end dates, duration listed in the number of days, and activity predecessors for the XYZ Consultancy Services.

Gantt Chart

         The Gantt Chart below is a visual presentation of each task done in the project. It shows the task sequences performed along with the timelines.

IV. Feasibility Analysis

Technical Feasibility-

XYZ Consulting Services have this Employee Management Systems since year June 2017. We have proposed the system to be developed with existing technology resources such as Java and .Net. The proposed system will have enhanced security features and with features to adapt to future upgrades. The risk are low because the end users at XYZ Consulting Services are familiar with the employee management system and are currently using the systems. The end users will require additional training on the new updates, but it will not be an extensive training. This project is low risk as this is the modification of their existing systems. Therefore, it goes without saying that the solution is technically feasible and there should be no system compatibility issues . According to the work breakdown schedule displayed above, the project is broken down into four phases: Initiation, elaboration, construction and transition. Initiation (Business Modelling, Requirement gathering) is is estimated to last for 22 days from January 30^th, 2019 to February 20^th, 2019 which excludes weekends. The Elaboration phase (Define and Design)  is the phase where task like building of Use-case, use-case diagram etc. is performed. It is estimated to last for 17 days from February 25^th, 2019 to March 13^th, 2019. The Construction phase (Development) is the phase where most crucial task is performed such as system testing, integration testing etc. It is estimated to last for 16 days from March 14^th, 2019 to March 29^th, 2019. The last phase is Transition phase (Deployment and Maintenance)  which is projected to last 21 days starting on April 15^th, 2019 and wrapping up on May 06^th, 2019.

Economic Feasibility-

The system is economically feasible since there is no requirement for new hardware or software. The estimation at this point is that nominal expenditure is required to develop the project.

Organizational Feasibility-

We have put forward this system to increase the operational flexibility and user/employee satisfaction. Since most of the proposed changes are modifications or improvements to the existing systems being utilized at XYZ Consulting Services, hence there should be no resistance as adequate training and awareness program and continuous support team will be provided to employees to ensure smooth transition. For this project, the project sponsor “Chief Operating Officer” acts as the Project Champion too. Training sessions explaining the changes are provided to end users via an online WebEx meeting and to facilitate the smooth transition end users would be facilitated by service of the help desk, which will be available 24X7 for two months time period. All these training efforts are supported by the executive management team with the goal of promoting acceptance of changes to affected end users. Therefore, the inclination to the proposed system will be high and widely used and well accepted by the Organization.

Requirement Determination

To embrace the dynamic nature of the business with respect to the employee management system, its content strategy, site mapping, wireframes, and typical design the company will gradually discover the product requirements through iterations, prototyping, and modeling. There are several tools available but we will gather our requirement through Questionnaire and Interviews.

Functional Requirements

The functional requirements of Employee Management Systems are a) employee must be able to see all information regarding their roles like name, picture, address, personal details, salary, leave details, rewards & recognition gained in the company, list of certification attained etc., b) must be able to print or email the personal details, c) must be able to add details in fields like certification, applying leave, additional comments if needed, d) must be able to cancel or edit the leave applied before 48 hrs of expiry of leave date, e) the leaves applied should be passed to business manager, if passed by the business manager then it should land with HR Team, f) the employees must be able to track the status of their leaves applied anytime, g) system should be able to integrate well with the five modules- Employee, Administrative, Project, HR & Training, and  g) management/business personnel at every level should be able to run or print reports.

Non- Functional Requirements

 The non-functional requirements of Employee Management Systems are a) the system should be able to process at least 5000 orders/leave request at any given time without slowing the real machine time, b) if the system crashes in between, the leave request filled by the employees should remain in the employee’s cart, c) the system should be able to receive and send communication from the other information systems, trouble free interaction should be ensured, d) While employees log in to apply for leave, the system should take less than 0.1 second to display the main page, e) the system should be available for use 24X7 unless there is any scheduled maintenance planned for the systems, f) the system should have restricted access to ensure effective security features and directories should be encrypted to ensure information security g) the system should be able to add additional employees with correct login details at any given time.

References

1)     Dennis, A., Tegarden, D. P., & Wixom, B. H. (2012). Systems Analysis and Design with UML, 4th Edition. John Wiley & Sons.