With The Justification Of An HRIS, You Need To Show

With The Justification Of An HRIS Solidified You Need To Show Your Cl

With the justification of an HRIS solidified, you need to demonstrate how you will implement the HRIS using an appropriate change management model. This includes discussing the reasons why system implementation often fails, comparing various change models, selecting one model for use during implementation, and detailing how this model will be applied effectively. Additionally, you must provide a cost-benefit analysis justifying the expenses associated with the HRIS deployment and outline a maintenance and evaluation plan to ensure continuous system improvement.

Paper For Above instruction

Implementing a Human Resource Information System (HRIS) is a transformative process that can significantly enhance an organization’s efficiency, data management, and strategic capabilities. However, successful implementation is often challenged by various factors, including organizational resistance, inadequate planning, and poor communication. Understanding these barriers and systematically addressing them through an effective change management approach is critical to ensuring the HRIS’s successful integration into organizational workflows.

Reasons for Implementation Failure and Comparison of Change Models

One of the primary reasons HRIS implementation fails is inadequate planning and stakeholder engagement. If key users and leadership are not involved early in the process, resistance and mistrust can develop, jeopardizing acceptance (Haines & McKinlay, 2008). Technical issues, such as lack of compatibility with existing systems and insufficient training, also impair successful deployment (Al-Bahrani et al., 2018). Furthermore, unrealistic timelines and scope creep often lead to project delays and overrun budgets.

Various change models offer structured approaches to managing organizational change. The Lewin’s Change Model (Unfreeze-Change-Refreeze) emphasizes the importance of preparing an organization for change, implementing the change, and anchoring new practices. In contrast, Kotter’s 8-Step Change Model provides detailed steps, including creating a sense of urgency, building a guiding coalition, and anchoring new approaches to culture (Kotter, 1997). The ADKAR Model (Awareness, Desire, Knowledge, Ability, Reinforcement) focuses on individual change, fostering employee acceptance and adoption of new systems (Hiatt, 2006).

For HRIS implementation, the Kotter’s 8-Step Model is selected due to its comprehensive process, which addresses both organizational and individual change. Its emphasis on creating urgency and building a coalition aligns with change management needs during technological transformations, while its step-wise approach provides clear milestones to track progress. The model’s focus on communication and reinforcement helps mitigate resistance and ensures sustained adoption.

To ensure effectiveness, this change model involves several steps: establishing a sense of urgency to motivate stakeholders, forming a guiding coalition of key leaders, developing a strategic vision, communicating the vision effectively, empowering broad-based action, generating short-term wins, consolidating gains to produce more change, and anchoring new approaches into organizational culture (Kotter, 1997). Engaging stakeholders throughout these steps ensures buy-in, minimizes resistance, and fosters organizational alignment with the HRIS initiative.

Pre-Implementation Activities and Timeline

Prior to HRIS go-live, several critical activities must be undertaken, including system configuration, data migration, user training, and testing. Initially, a comprehensive needs assessment and system selection should be completed, followed by customizing the software to meet organizational requirements. Data cleansing and migration are essential to ensure accuracy and integrity of existing information. User training programs tailored to different roles are vital for acceptance, alongside extensive testing to identify and resolve issues before launch.

The timeline for these activities spans approximately three months. In the first month, the focus is on system configuration, data assessment, and stakeholder engagement, led by the project manager and IT specialists. Month two involves data migration, user training design, and testing, under the responsibility of the HRIS project team and training coordinators. The final month emphasizes user acceptance testing, final adjustments, and go-live preparations, with roles assigned to system administrators and change management team members. Throughout this process, regular progress reviews ensure accountability and timely issue resolution.

Cost-Benefit Analysis

A robust cost-benefit analysis (CBA) helps justify HRIS investments. The matrix compares costs—such as software purchase or subscription fees, implementation labor, training, hardware upgrades, and ongoing maintenance—against benefits, including increased efficiency, reduced administrative errors, improved compliance, and data-driven decision-making.

Example cost components include: HRIS software licenses ($50,000), system customization ($15,000), training programs ($10,000), hardware upgrades ($20,000), and ongoing support ($5,000 annually). Benefits encompass time savings (estimated at $30,000 per year), error reduction (valued at $10,000 annually), improved compliance (avoiding penalties worth $5,000 annually), and strategic data insights (valued at $15,000 annually). The analysis estimates that initial costs will be recouped within two years as efficiency gains and error reductions materialize, supporting the investment’s justification (Venkatraman & Ramanujam, 1986).

System Maintenance and Continuous Improvement

Ensuring ongoing system performance involves establishing a dedicated support team responsible for regular maintenance, updates, and troubleshooting. Scheduled updates, security patches, and system audits safeguard data integrity and security. Additionally, periodic evaluations should be conducted to assess system performance, user satisfaction, and operational impact. Feedback mechanisms enable users to report issues and suggest enhancements, fostering a culture of continuous improvement. Training refreshers and refresher courses can address evolving organizational needs and technological updates, ensuring the HRIS remains an effective tool for strategic HR management (Davis et al., 2012).

Resources

• Haines, S., & McKinlay, E. (2008). Implementing change: Effective management of healthcare staff. Health Care Management Review, 33(2), 123–132.
• Al-Bahrani, H., et al. (2018). Critical success factors for HRIS implementation. Journal of Information & Management, 25(4), 245–260.
• Kotter, J. P. (1997). Leading change: Why transformation efforts fail. Harvard Business Review, 75(1), 59–67.
• Hiatt, J. (2006). ADKAR: A model for change in business, government and our community. Prosci Research.
• Venkatraman, N., & Ramanujam, V. (1986). Measurement of business performance in strategic research: A comparison of approaches. Academy of Management Review, 11(4), 801–814.
• Davis, G. B., et al. (2012). Management Information Systems: Managing the Digital Firm. Pearson.
• Holland, C. P., et al. (2019). Managing organizational change with technology. Journal of Change Management, 19(3), 185–201.
• Schwalbe, K. (2018). Information Technology Project Management. Cengage Learning.
• Waddell, D., & Sohal, A. (1998). Resistance: a barrier to effective change. Leadership & Organization Development Journal, 19(4), 210–217.
• Albrecht, K. (2010). The Power of Employee Engagement. Berrett-Koehler Publishers.

References

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