t team considering a computerized HRMIS:
• To create an efficient personnel record system which meets the personnel administration needs of both local and central personnel departments
• To reduce the clerical workload in personnel administration
• To improve the security and accuracy of employee information, whilst making ti more accessible to personnel department staff
• To improve the availability of information to the central personnel department to facilitate company-wide analysis and planning
• To improve communications between the personnel function and related functions such as payroll.
The first task to be undertaken by the team who will evaluate if a new system is necessary is to conduct a need analysis or requirement definition. This allows the organization to evaluate the current systems and assess the organizations current and future needs through such data collection methods as interviews, surveys or a business systems analysis. Preferably this is performed by a multidisciplinary project team who produce a written report for management and interested parties.
Ceriello (1991, p.51) suggests the report covers the following topics:
• Requirements definition methodology
• Recommended technical solutions
Preferably a preliminary report is produced and released for feedback and modification prior to the final report. Therefore, consensus must be reached by the relevant parties as to the essential and desirable requirement of the proposed system.This report provides the foundation for the next step of feasibility analysis.
Forrer and Leibowitz,1991, p.145. say this is 'an opportunity for serious organizational housekeeping', it is inappropriate to only focus on increasing speed of existing systems and implementing new functions when considering a new system. Existing systems, manual or computerized, must be thoroughly assessed.
They also suggest the following...