SolDistHR

C179

Anastasia Forrestal

Western Governors University

6/12/2018
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HRIS SolDistHR

The Human Resource Information System (HRIS) has revolutionized the management of human

resources and eliminated many hours of paperwork, clerical errors, and ‘red tape’ through the use

of technology. The Soliel Panel Distribution project management team would like to propose a

single cost efficient HRIS solution called Sol DistHR. After an intense analysis of the current

culture and fast pace growth of Soliel Panels, the Information Technology department propose a

custom-built HRIS appropriately coined Sol DistHR. When it comes to the juggling of

employee benefits, accurate payroll, federal and state employment laws, employee on hiring, Sol

DistHR will save our company time and money. Sol DistHR automates employee hiring, self-

select benefit enrollment, eliminates clerical errors, through a complex algorithm calculates

payroll, time off and complies with state and federal laws for all Soliel Panel Distribution

employees. Industry trends are observing the implementation of HRIS we are additionally

observing that Sol DistHR will turn into an important advantage for workers as a paperless

method to get to assets at whenever or where ever they are.

While HRIS services vary from one software company to the next, one of the most important

features this tool offers is the custom creation and programming that will be tailored to Soliel

Panel Distribution. With onsite programmers as well as strong implantation plan, we intend on

making numerous HR tasks simpler, more punctual and time-efficient. The 5 main goals of

SolDistHR is to Reduce Errors, Devote more time to training , efficient onboarding, create an

organizational culture and Anywhere, Anytime Access!

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Leveraging Technology

The way technology has changed lives, day-to-day living is amazing and it will continue to

advance at a much faster speed. Thanks to advanced communication platforms, networks,

internet technology, smart phones, iPad/tablets ... the list goes on. With the advancement of

‘Information now’ mentality, it is imperative for consistent data definitions. Data definitions are

fundamental to any IT process integration and supporting technologies, yet many IT

organizations have no standard data model. Utilizing historical data, we will create data

definitions that can seemingly produce accurate, time efficient data that will be utilized across

multiple platforms. Leveraging several, programming languages we will create a multiple

layouts and views to fit any screen while securing our data within Amazon AWS.

With a mobile workforce, we are exploring options for using mobile applications to support Sol

DistHR. Our software will offer project management capabilities and dashboard-like reporting

that pushes application performance information directly to our mobile devices. Providing Soliel
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Panel Distributors key leaders and talent with real-time systems information that can drive

interposes support and speed up decision. Resume review, talent acquisition and on-boarding

process can seemingly be viewed not only from your desktop but your hand held device speeding

up the business of doing business.

BPM

Utilizing business process management (BPM) Soliel Panels can expect several expectations

while removing bottlenecks, eliminating redundancy as well as increase overall productivity.

With technology, we can expect to obtain higher efficiency and productivity by automating

repetitive workflows, faster processing of data, easier retrieval of information, and in some cases

- automation can reduce or replace physical employees.

Due to the mobile nature of Sol DistHR, it does not make sense to maintain paper-based files and

calendars to keep track of information and commotion lists. Focusing on a BPM, we will keep

an eye on the bottom line. Using the designed BPM it will allows the PM team to focus on their

core/assigned task. This translates into an improved products, capital savings, employee

ownership of the process and overall and reduced waste.

Polling upon the vast amount of technical knowledge within the company as well, management

skills, and business expertise, the BPM will be created through the four identified stakeholders

and guide the Sol DistHR project management team to a successful information system.

The goal of any information system is to make sure the right people get the right data at the right

time. The business process management lets us monitor and control processes, as we want.
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Through creating and following a business process, we can expect complete transparency,

efficiency and removed congested workflows.

There is a saying within any change: "Every minute you spend planning will save you 10

minutes in execution." (Tracey, 2017) With that said, communication and execution play a vital

role but planning is major contributor to the success of a project.

The initial phase in any change is recognizing and understanding the requirement for change. It

is easy jump to fix them. With a clear head and a solid understanding of the problem, we know

that we have a very good problem to deal with, we cannot keep up with demand for a product

and while we have the ability to source and hire qualified applicants, we just cannot get them in

the door fast enough.

1. The Sol DistHR project management team along with all stakeholders will explore the

situation and fully understand what change needs to take place. One the data is gathered

this will be communicated to senior management.

2. After the wants and needs have been communicated, we will begin the detailed report for

the change. Using exact numbers, figures and details this will be the first draft of the

change management having clearly communicated and developed a shared understanding

of the change, you need to detail the change plans.

3. In stage 3, we will implement the change. This is the process of the change itself. All Sol

employees will be made aware of their exact part as well as their responsibility in the
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change. Support will be provided and staff have been trained on triggers or stressors

within the change bottlenecks can be quickly eliminated.

4. Finally, while change is not a water fountain that can be turned on and off it is, like water

very fluid. Once the process starts, complete support will be required from the entire

company. Change management involves people, processes, as well as tools to assist Sol

Distributors manage all aspects of the change.

Key Contributor Responsibilities

The ultimate goal of any change is to drive results by hiring employees and inspiring their output

through motiving. Whether it is a process, a computer system, role or organizational structure

change, a project is only successful if employees adapt to the change, change behaviors and

fulfill the change. In order to obtain this change there are multiple key contributors, however, in

order to implement Sol DistHR under budget and on time the project management team have

identified for main clusters in order to achieve success.

In the Best Practices in Change Management - 2016 Edition, the active and visible participation

of the senior leader was cited as the first contributor to change management success. (Daft,

2016) Employees want to comprehend and perceive the executive's and senior manager’s pledge
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to the change. Effective support is a forecaster of success or failure on the project that all senior

managers must actively contribute and be noticeable throughout the project. Leadership must

also relay information directly with employees. Employees hold the executives in a hire regard

so this information coming directly from the top adds credibility.

Managers and supervisors are at the ground level and can take an accurate pulse on the work

force. Their teams must make an adjustment how they perform their jobs and in order to be

successful must adapt to the changes. Managers are the preferred method to understand their

employees, see if the changes are received and will be able to quickly identify a problem.

Managers must interconnect the chain and advocate for the change. Coaching employees through

their transition to SolDistHR is very dependent on mid managers in order to sell the idea.

The project team manages the tech side of the change. In the end, they are the driving factor on

the old way versus the new way of employees completed their tasks. Without guidance from on

stakeholder, employees, current process and future process the project will slowly stop. The

project management team will solely be reasonable for time, budgets, deliverables and the

overall outcome of the project. At the core the project management team will design the actual

change and create the solution, with all stakeholders input, that will affect the way people do

their jobs. The primary focus with the Project team is the technical side of the project. By

working directly with human resources as well as new hires with all small sprint teams they can

manage one resource or team that is integral, the designers.

Project support functions are departments within SPD that bring specialized expertise to the

matter. While this can be a vast amount of groups of individual contributors, Sol Distributors

must recognize that while a multitude of groups have individual needs we must focus as a team
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to the success of the project. These groups include Human Resources, distribution, health care

providers, recruiting, Human Resources and accounting. These jobs increase the implementation

of change management actions with best practices and help maintain the company’s goals.

Justification of System Development Method

The landscape at Soliel is changing quickly so does the frequently of software development. The

primary system development process we will utilize is rapid application development or RAD-

with core strategy being constant – minimize development time while maximizing progress.

RAD offers many advantageous over other SDLC. A common used tactic, which will be used

with Sol DistHR, is to adhere to the RAD strategy, branch off into small Sprint teams, quickly

adjust to shifting requirements and adapt quickly to the flexible process as the project evolves.

The byproduct is the ability to continually incorporate knowledge from the human resources

department, stakeholders, end users as well as developers, to be nimble in the design process to

rapidly iterate, prior to launching the software.

As there are advantageous, milestones with RAD, there are some disadvantages, although they

can be planned and controlled. In order for the RAD process to be successful, it is strongly

dependent on a cohesive team and individual performances for identifying business

requirements. If any of the stakeholders are lacking this puts RAD at a disadvantage. Only

system that can be modularized can be built using RAD as with Sled h2 it cannot be directed

integrated into any current proprietary systems. Integration from very beginning solves many
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back end user ability issues. RAD also requires highly skilled developers and designers, which

will be a large part of the overall budget.

Milestones

While there are many milestones in a project and each should be celebrated, we will be focused

on when implementing Sol Dist HR. seven core achievements These core milestones will be

measurable utilizing System Development Life Cycle (SDLC). SDLC incorporates seven main

phases to create a solution that address a hardware solution or a software solution or both. The

SDLC progression has seven separate stages, comprising of planning, analysis, design, building,

testing, deployment and maintenance.

Phase 1 is planning. It classifies whether or not there is a new system. The objective is to do a

discovery of the change and define solutions. All aspects are considered at this phase with time,

money, resources, talent, etc… Planning is a critical step in creating effective network, what you

want to do or problems we are trying to solve are all details that will be brought out. Some

consideration will be the increased amount of new hires, accuracy of training and the

standardization of onboarding with data integrity.

The second phase is where Soliel Panel Distributors will look at the the needs of the business and

put together a plan in order to accomplish the change. This is where the team will analyze the

who, what, where, when and why. They will also take analyze the end-user requirements. This

should be precisely analyzed as Sol DistHR is being written from HR as well as the end user. It
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this phase of the SDLC we will be looking at the current steps of onboarding, the required

documentation such as healthcare, resumes, reference and salary.

Mid phase stage, design is stage Three. In this stage, we will produce, in detail, the exact

requirements to include specifications, features and core operations. This is the time to gather the

end users to discuss a ‘wish fist’ of what ach group or employee would like to see within Sol

DistHR. The design phase comes after a good understanding of the software, hardware and

customer requirements. At the conclusion of the design phase a beta product will be deployed

that will test functionality as well as ease of data retrieval.

The fourth stage, Development, comes after a total understanding of requested necessities and

framework; it is the real development after having an outlined plan for the required system. The

system starts to take a shape at this stage. Code is written, equipment is brought in, and cables

are ran. This is the busiest time and lots of chatter will take place in the office.

The fifth phase, testing, involves systems integration and system testing of programs and

procedures. We will work Human resources, all of the end users, developers as well as and out

sourced Quality assurance tester to ensure the system functions as specified; the design proposed

is user friendly, the data is secure as well is if it meets business goals. The testing phase is

ongoing and we may visit this stage after each release in order to check for mistakes or bugs.

Testing will be performed until all stakeholders are happy with then product. Another portion of

this stage is confirmation and approval, both of which is able offer assistance guarantee the

program’s effective completion.

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The sixth stage is when the real establishment of the recently created framework and is ‘go live.’

This step puts the system into service by moving the information and components from the

ancient paper framework and putting them within the new framework by means of a direct

cutover. Whereas this may be potential unsafe (and complicated) move, the cutover regularly

happens amid off-peak hours, in this way minimizing downtime. Both framework investigators

and end-users will be present see the realization of the project.

The seventh and last stage includes support and customary required upgrades. This step is when

end users can fine-tune the framework or functionality, in the event that they wish, to boost

hardware requirements, add hardware components or add additional ‘Wish list’ items to meet

extra client requirements for future upgrades. Upgrades and maintenance of the system will take

place on the third day of each month with a maintenance window of over nights for 8 hours

during off peak hours.

Threats
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While our business will restrict access to data on a need to know bases when those with properly

security access mistakes can be made. For example, an employee may simply cut and paste info

from a database in order to email for troubleshooting purposes they may adversely send that data

to an outside vendor. Whereas accidents can happen, we need to protect ourselves from mistakes

to mistakes that are considered malicious and gross data breaches allot being allocated to lack of

encryption.

“Lack of Encryption is protecting sensitive business data in transit and at rest is a measure few

industries have yet to embrace, despite its effectiveness. The health care industry handles

extremely sensitive data and understands the gravity of losing it – which is why HIPAA

compliance requires every computer to be encrypted.” (Georgetown.edu, 2016) Sol DistHR will

include end-to-end encryption of all external correspondence.

Company information on personal devices has become a key concern about security. Whether

and business issues company phones or not, important information is still seen on personal

devices. Mobile management tools exist but are limited and securing data on personal devices

will be a priority for Soliel Panels

Of course, the most alarming attacks come from capable and sophisticated external hackers.

These hackers sniff out vulnerabilities with hardware or software or can socially influence

insiders to get past in place firewalls. Since an administration’s software applications have a

connection to the servers, hackers look to exploit these loop holes in an attempt to capture data.
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Threat Protection

There are a number of steps we can take to help reduce the risk of network intrusion. Physically,

computer room or server room environment will be secure with climate control, conditioned and

backup power supply. Anti-virus software will be installed on all system components to include

end users computers. Key logger software will be installed on suspected infected machines and

all network devices will be password protected and locked. All servers, hubs, switches and

modems will be secured with locks and RFID locks with monthly audit reports of who enters the

rooms. All company owned Group Policy (GPO) that will also include an auto logoff of 15

minutes of inactivity would manage machines

Contingency Plan

Even the best-maintained networks crash from time to time. A crash occurs when the system

stops working due to an un-foreseen occurrence. The extent of system failure can vary quite a bit,

from a failure one small aspect, such a java update to a complete catastrophic failure. In order to

mitigate these un-planned outages we intend on scheduling regular ‘fire drills’ to restore data

from backup tapes. This will ensure that the event of a failure we have a procedure in place to

recover quickly. Also all computers, hardware and infrastructure will be secured in a dry and dust

free area with low-traffic. All of the mission critical equipment will be within a locked door with

a onetime passcode to enter the area. We will also have full UPS employed with a minimal of 6

hours of back up time. At that time, if power is not restored the core applications will run off
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generator power until services are restored. All end users will have an up to date antivirus on all

machines that meet Solei Panel Distributors data as well have no administrative rights assigned to

their workstations.

Problem Management

There are two types of tactics in problem management. The first one is reactive problem

management and is generally conducted with Problem, Solution, and Customer framework.

Reactive problem management approaches to the problem via whenever it happens in the IT

service provider and aims to fix the problem as soon as possible before the problem customer,

problem, and solution.

Proactive problem management will be problems that we are aware of and will create a sprint

task force to work on the problems. As an example, we will test all of our MS updates on lab

computers before they are deployed to the plant.

A reactive problem would be a problem that happens that we did not anticipate. As an example,

we have a complete circuit outage that effects employees to submit their time sheets. We can

mitigate the risk by putting plans in place, such as generators, data backs ups, however we

cannot anticipate nor control a natural disaster.

Problem management is a beneficial method in the Service Operation stage of the ITIL lifecycle.

It aids IT and end users to successfully covenant problems that may have an impact on
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operations. Following problem management process protocol will be employed within a built in

GUI within Sol DistHR for users to easily report problems.

Incident Management

According to ITIL, “an incident is an unplanned interruption to a service, or the failure of a

component of a service that hasn’t yet impacted service. In order to be considered an incident, it

must cause a disruption in service and it has to be unplanned.” (Site, 1998) To site several

examples on how an incident can be managed is a power outage. The core network will be on

uninterrupted power supplies for 6 hours, after 6 hours the servers will transfer to an in house

generator until utility power is restored. In addition, an incident is identified as a series of

problems that turn into an incident. As an example a service of updates are pushed to several

computers. User report a problem with the update yet IT continues to deploy. At that juncture

that update could crash the entire network. In order to mitigate the incident we will have

individual backups using VSS for each user so data can be accessed quickly.

In conclusion, SolDistHR will accomplish all major needs for the company. Stream lined hiring

process while on the go and the convenience for employees to manage their own employment.

This also gives us the opportunity to future proof the company as having an ITIL in place we can

expand to accounting, IT management as back as manufacture and production of the solar panels.
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References

Daft, R. L. (2016). Management. Retrieved June 9, 2018,Boston, MA, USA: Cengage Learning.

Tracy, B. Retrieved Article, Retrieved June, 2018,from https://quotefancy.com/quote/55388/Brian-

Tracy-Every-minute-you-spend-in-planning-saves-10-minutes-in-execution-this-gives

Unknown, (2011) Retrieved June 9, 2018 from https://scsonline.georgetown.edu/programs/masters-

technology-management/resources/top-threats-to-information-technology