INDIVIDUAL: SERVICE REQUEST SR-RM-022, PART 2
Creationof HR system architecture from the very obvious heterogeneous systemarchitecture has proven very challenging. This paper provides some ofthe aspects to consider in this area in order to facilitate creationof a HR system that suits the needs of the organization. It isimportant to state that creation of HR system architecture is muchmore about data model and process model than technical aspects. Veryoften the main question that is asked is ‘How can we filterorganizational data which is distributed from one HR system toanother?” however, this should not connote the starting point forthe whole project (In Full Bloom, 2011). This paper discusses threemajor phases of a HR system development and emphasizes on the natureof security controls that ought to be addressed in a system.
Thefirst step in any creation of an application is the creation of asystem inventory. Most people tend to overlook this segment ofapplication development leading to impairment in the creation ofsystems. System development is correlated at ensuring that systems’needs and requirements are addressed before it becomes too late. Twokey questions ought to be answered Arethe personnel numbers harmonized throughout your company? Does aunified organizational structure already exist?Below is a sample representation on the kind of analysis to be done(Scn.sap.com, 2014).
Aftercollection of data is achieved, the data is compared to view whatparticular segments or junks of information that may be critical aremissing. This may be undertaken by the project manager who correlatesthe data collected and what is encompassed in a system. At this stageno information should be left out since it may impair futuredevelopments. It is also at this stage that all the necessaryregulatory frameworks are addressed. This includes company policies,laws of the country and regulations or ethical frameworks within thework environment.
Acompany data model is required at this stage in order to create theapplication architecture. The two main elements at this level includeharmonization of the personnel numbers and harmonization of theorganizational structure. Since R/3 enterprise the task here iseasier since there is an adoption of the global employmentfunctionality. Unique ID numbers are rolled out to identify employeesin an organization. Enhanced functionalities of the HR system makethe life of managers easier up from R/3 Enterprise. However, the mainproblem faced at this stage is the harmonization of the root elementsof an organizational structure which denotes the common denominatorfor all organizational structures (Scn.sap.com, 2014).
Thenext stage under this phase is the designing of the system landscapeand making it as friendly to the organization as possible. All thefeatures concerning language support, country versions, ESS,management of global employees and payroll systems have to beintegrated into the new system. The benefits of such integrationsstems out when data analysis ought to be carried out, it ensuresconsistency, accuracy and offers lower maintenance costs that mayaccrue from constant changes if integration is not to be done. Thefigure below describes some of the most crucial aspects in HR systemdevelopment that ought to be addressed to attain a system that meetsneeds of employees from all walks of life (Unicorn HRO, 2014).
Harmonizationof data within the organization and its subsidiary is a matter ofconsideration that ensures that there are no errors made inrecognition of employees in the organization. Two main questions toask in abide to clarify this include: Howto make sure that a person could be recognized by a unique IDthroughout the system (Has the new applicant already worked for ourcompany)? How to make sure that the organizational structure isconsistent throughout all the subsidiaries so that the organizationalstructures match on the root element level with one each another?(Unicorn HRO, 2014). These questions are very hard to answerespecially during transition from one system to another. Even simplequestions like howmany employees work for the company across the world?Proof hard to find a solution it is paramount to avoid bidirectionaldistribution as much as possible, this is helpful because it reducesthe need for data synchronization issues and even leads to acompletely harmonized and customized system landscape.
Oneimportant thing that a system developer should be aware of at alltimes is the changes of the information types payroll status. Ineach case when HR systems are developed one key question should beaddressed, this encompasses answering questions on what are thelikely changes that would affect the system. It is important toaddress these issues correctly this is because if not well addressedthey would lead to discrepancies in the long run.
Userinterfaces continue to top as the leading aspects of considerationfor human resource system adoption in many organizations. As comparedto the traditional systems, the current systems encompass morefeatures that are more friendly and easy to work with. The userinterface is the beginning point of easy work and high delivery forhuman resource managers. This is because if the system is welldesigned to take into perspective ease of using it will cut down thetraining period for the managers and at the same time it will reducethe amount of time human resource managers would spend on a singleunit. This brings about efficiency and effectiveness in theorganization (Unicorn HRO, 2014).
Amodern system encompasses some of the following features that havebeen termed as important in the current era: payroll, benefitsadministration, training systems, recruiting and HR metrics. HRmetrics connotes the ability to view organization’s data andemployee’s data in order to make any related decisions. An HRsystem should be able to offer the ability of recruiting with easethis is because it is a very critical component of HR department inan organization and can serve to improve employee motivation. Justlike recruiting, HR systems ought to offer a platform of training forboth management and employees in an organization.
Payrolland administration benefits are older aspects associated to HRsystems. Formerly HR department was known for dealing with employeecompensation and at the same time offering a platform of managementto a given extent. Security consideration is a very big issue thatrequires a closer attention from both management and the developmentteam. The main reason for scaling up system security is because HRsystems encompass vital information that could lead to collapse of anorganization if not well handled. Thus, HR systems ought to haveauthentication features, use of security keys and server proxy thatmay enhance the security position of the data held (In Full Bloom,2011). The figure below illustrates the development stages of HRsystem development.
Thethree major considerations to be made before the initialization ofany HR system include objectives: the overall objectives for the newsystem must be spelled out before its development commences otherwisethe whole process will lead to establishment of a system that doesnot conform to the needs of the company. Any human resource systemought to increase efficiency and reduce costs. Hence, they collectinformation better to enable decision making.
Functionality:HR system keeps track of employee profiles and administers benefitsmore advanced systems could even offer solutions to problems bymatching employee skills to the kind of tasks allocated (In FullBloom, 2011). Security: a good HR system protects employee privacywhile ensuring that the data stored is accurate and informationremains accessible to authorized parties only. Finally implementationof the new system, management has to decide what kind of transitionthey would like to undertake (parallel or block). This will dictatethe kind of HR system to be developed.
InFull Bloom,. (2011). EightCharacteristics Of Effective HRM And HRM Delivery Systems.Retrieved 1 December 2014, fromhttp://infullbloom.us/2654/eight-characteristics-of-effective-hrm-and-hrm-delivery-systems/
Scn.sap.com,.(2014). HRapplication architecture(s) for truly global HR processes: Tips andtricks (1).Retrieved 1 December 2014, fromhttp://scn.sap.com/people/bernhard.escherich/blog/2008/09/09/hr-application-architectures-for-truly-global-hr-processes-tips-and-tricks-1
UnicornHRO,. (2014). FiveKey Functions of HRIS â€“ The Best Features for Your Money.Retrieved 1 December 2014, fromhttp://www.unicornhro.com/articles/five-key-functions-of-hris–the-best-features-for-your-money