Question

Needs analysis focuses on thoroughly gathering, prioritising and documenting an organisation’s HR information requirements. The purpose of needs analysis is to collect and document information that is related to making changes connected to:
* The current system performance issues
* A new systems application and tasks
*And any opportunities perceived to benefit the business.
An effective needs analysis consists of five stages. You are the HR manager of Leo Enterprise. The organisation is embarking on a HR system migration in order to keep up with technology trends as well as providing an effective human resources department. The IT systems analyst requires your input on the Observation and Exploration stages of the Needs Analysis. Conduct stage 2 and 3 of the needs analysis process of the organisation’s human resources information requirements, to serve as necessary input for the subsequent design and implementation of the new HR Information System.

Answer 1

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Leo enterprise is planning to migrating the HR system to keep up with the technology trends and to provide effective Human resource service to their employees. Currently, the Payslips of employees are sent via email manually from a HR executive to each and every employee. More over employees have to visit HR department personally for any inquiry about their HR benefits and changes. This is taking away lot of productive time of the employees and the functionality of the HR department staff. To solve these issues, company have decided to set up an online portal that will provide unique login credentials to each employee and they can access all their HR details through the portal. Hence company is doing Need analysis to ensure that they will be spending on this project to get worthy results.

An effective Need analysis consists of five stages. Here we are discussing Stages 2 and 3

Stage 2: Describe the Target population and their environment

In this case, the target population is all level of employees of the company who are in need to refer to their HR related aspects. Employees who want to view and download copies of their monthly, quarterly or yearly pay slips. All the employees are seated in various departments of the company and it would be much convenient for HR staff to only address very confidential issues personally with the employees. All the other issues would be taken care by the portal. All employees will be eligible to use the portal. Their attendances, salary structure, promotion details, designation , tax relates aspects will all be under one roof and they can access to it from their seat.

Stage 3: Identify Needs

As mentioned above, in this stage the company will have to identify the existing issues faced by the HR department and identify which of them are not necessarily needed to be addressed. In this case, the HR department wants to reduce its manual workload and depend on the technological developments in their work system. HR department would want to reduce their internal expenses. Payment to staff members in the support services like the staff in the HR department would be looked upon. When there is technological advancement possible in many of the HR activities, the company would find replacing staff with technology/portal. Hence work done by 5 staff will be reduced to 2 which is a huge cost savings to the company annually. Second, the grievance handling system can be improved using technology properly. Employees are not bothered from their work hours to resolve their HR related issues which can be solved online from their seat. If there is any discrepancy in the attendance roll of the employee, they have to wait for any HR staff to attend to it and correct it, this takes a significant time from their productive work hours.

Based on these Need identification, HR department would be able to give inputs to the design and implementation of the HR information system in the company. The HR information system should be able to track the attendance of all the employees, their designation and pay scale details. All their pay slips would be stored online for the employees to access anytime and download. Any document submission to claim insurance benefits can be uploaded by employees at their convenience and even from home.

These are the points of Stage 2 and 3 Need analysis that will give necessary input to create an effective HR information system for Leo Enterprise.