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Running head: RIORDAN MANUFACTURINGS SERVICE REQUEST: HUMAN

RESOURCES ANALYZED





Riordan Manufacturings Service Request: Human Resources Analyzed
Cody Mercer
BSA/375
February 14, 2011
Instructor Barbara Gordon













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Riordan Manufacturing Service Request: SR -rm-004

Analyze HR System

Organization: Riordan Manufacturing
Locations: All Plant Locations
Requester: Hugh McCauley, COO

Description of Request: Analyze the HR system to integrate the existing variety of tools in use
today into a single integrated application.

Background of Request: We would like to take advantage of a more sophisticated, state-of-the
art, information systems technology in our Human Resources department.

Expected Results/Impact When Completed: Define the business requirements for the
development of an HR system to support the objective of this request. Create a detailed project
plan that provides a list of all the tasks, resources, schedule, and budget required to complete the
project. The project should be completed in approximately six months, so the new system can be
utilized in the second quarter of next year.




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Riordans Background History
Riordan Manufacturing is a multimillion-dollar corporation that specializes in plastic
injection molding and was established in 1992 by Dr. Riordan, a chemistry professor who holds
several patents in plastic substrates. Recognized as an industry leader in polymer materials,
Riordan has an extensive network of clients including aircraft manufacturers, bottling
companies, automotive parts manufacturers, appliance manufacturers, and the Department of
Defense. Riordan is based in San Jose, California and maintains three additional plants: Albany,
GA, (plastic beverage productions), Hangzhou, China (plastic fan parts), and Pontiac, MN,
(custom plastic parts). San Jose is the primary base locality and the site controls the majority of
all transactions related to accounting, financial processes, and human resources information
pertaining to Riordan employees (Riordan Manufacturing, 2006).
Human Resources
Riordans current Human Resources Information System (HRIS) is part of the financial
business structure that maintains information such as employee data, payroll compensation
statistics and exemptions, departmental information, and time/labor records. In addition to the
HRIS system, supplementary HR data is maintained via Excel spreadsheets, and is not
currently integrated into the main system resulting in a set of disparate systems lacking
amalgamation. Moreover, records regarding employee training is tracked and maintained by
training specialist and documented through Excel spreadsheets. Boxer (2010) states that, As
more and more companies transition from using multiple, separate HR software systems to a
single unified platform that contains HR functionality, the need for manual systems integration is
lessened (para. 7). Employee compensation data is outsourced to a third-party vendor, which is
maintained by his or her own system, and is not incorporated into Riordans primary HRIS
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organization. Furthermore, all individual employee files are retained by the managers and reside
at each plant location. Compensation managers and employee relations managers also preserve
individual systems across the organization. Each manager occupies this information in Excel.
In addition to the disparate nature of the entire HRIS process, manual steps requiring paper
documentation are an essential element leading to an inefficient and laborious business system
practice (Riordan Manufacturing, 2006).
Business Requirement Overview
Processes will be automated to the extent possible were facilitated and expedited
procedures incorporating digital databases will minimize or eliminate the potential for human
error associated with paper logs and transactions. Schematics of the like are defined as Enterprise
Resource Planning (ERP) systems, which can and will assimilate all HRIS information into one
centralized database. According to Boxer (2010, para. 10), These days, companies are
increasingly looking to integrate various business processes with their human resources
applications. As part of these streamlining efforts, organizations are realizing that bringing
together ERP systems with HR software can lead to real business benefits. Several advantages
will be evident when applying the new ERP HRIS system to include the centralization of all
HRIS related data and increased productivity. Riordan can instigate a core HR arrangement with
modules in payroll, time and labor, benefits, workforce administration, workforce development,
and learning management. According to Valacich, George, and Hoffer (2009), These ERP
software solutions consist of a series of integrated modules. Each module supports an individual
traditional business function, such as accounting, distribution, manufacturing, and human
resources (p. 35). Additionally, information will flow from one module to the next
automatically reducing labor intensive and time-consuming processes. Valacich, George, and
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Hoffer (2009) claim that, All aspects of a single transaction occur seamlessly within a single
information system, rather than in a series of disjointed, separate systems focused on business
functional areas (p. 35).
Information-Gathering Techniques
Riordan Manufacturing will be employing the Joint Application Design procedure for
information gathering development. The purpose of this system is to assemble as much
information related to the needs and requirements of not only the users of the Riordan HRIS, but
also its customers, suppliers, and shareholders. Concerning the Joint Application Design
procedure, Valacich, George, and Hoffer (2009) deduce that, The process is called Joint
Application Design (JAD). The idea behind JAD is to structure the requirements determination
phase of analysis and the reviews that occur as part of the design. Users, managers, and systems
developers are brought together for a series of intensive structured meetings run by a JAD
session leader (p. 22). Specifics regarding the type of information gathering techniques within
the joint application design process will include questionnaires, informal interviews, and surveys
specifically related to distinct necessities of the new human resources information system.
Valacich, George, and Hoffer (2009) infer, By gathering the people directly affected by an IS in
one room at the same time to work together to agree on system requirements and design details,
time and organizational resources are better managed (p. 22).
Quality Assurance Tactics
The following quality assurance approach will be exploited to ensure that all
information-gathering techniques are carried out in a professional and efficient manner.
According to Valacich, George, and Hoffer (2009), declare the following regarding outsourcing,
Knowing what your system requirements are before you consider outsourcing means that you
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can carefully assess how well the suppliers of outsourcing services can respond to your needs
(p. 33). Riordan Manufacturing will outsource two individual Systems Analyst that specialize
within the informations technicians field to conduct the various compulsory information-
gathering techniques such as distributed questionnaires, informal interviews, and group surveys.
Valacich, George, and Hoffer (2009) state the following, Outsourcing includes a spectrum of
working arrangements. At one extreme is having a firm develop and run your application on its
computersyou only supply input and take output (p. 32). The two Systems Analyst will be
contracted out for the entire portion of the service request implementation and should not exceed
more then six months. Additionally, they will be traveling to all of the various Riordan sites to
conduct the information gathering procedure as mentioned.
Design Method
Once the System Analyst have conducted and gathered the principal information
necessary to create the new system design, they will in-turn disseminate the vital information to
the official network and system designers of the new human resources information system.
According to Valacich, George, and Hoffer (2009), they make this assumption regarding system
design implementation, During systems design, analysts convert the description of the
recommended alternative solution into logical and then physical system specifications (p. 18).
A new centralized server will reside in the San Jose location, which will hold all pertinent
information interconnected to Riordans Human Resources. Secondary servers will be stationed
at each additional site of Riordan Manufacturing and will be connected through a ring topology
to the primary server in San Jose. Valacich, George, and Hoffer (2009) state the following,
During physical design, the analyst team decides which programming languages the computer
instructions will be written in, which database systems and file structures will be used for the
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data, and which hardware platform, operating system, and network environment the system will
run under (p. 18). Excluding the primary server that will uphold a Windows NT Server
operating system environment, all secondary servers located each site will maintain a Windows
NT client office suite to include Access, Excel, SQL, and Project. These applications will be
utilized to maintain all information related to each sites human resources records to include
employee personal data, payroll inventory, departmental information, and time/labor
information. Moreover, the use of a third-party vendor to accommodate payroll inventory will
be eliminated. Henceforth, the main transactions associated with payroll inventory will be carried
out in-house via each site. Quality assurance will be established and verified at Riordans
primary location in San Jose that will review all new information, which will be required for
submission quarterly.
Scope and Feasibility of Request
Contractual agreements and milestones will be recognized by way of a tracker and
timeline that will be created through Microsoft Project. All major implementations will include
monetary costs and overhead related to the new human resources information system. According
to Valacich, George, and Hoffer (2009), Most information systems projects have budgets and
deadlines. Assessing project feasibility is a required task that can be a large undertaking because
it requires you, as a systems analyst, to evaluate a wide range of factors (p. 100). A business
proposal will be fashioned, which will include the necessary information such as timeline
specifics/milestones, software/hardware costs, outsourced Information Systems Analyst, and
reserved funding that may be used for any unforeseen circumstances not accounted for.
Specifying scope and feasibility, Valacich, George, and Hoffer (2009) affirm that, Although the
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specifics of a given project will dictate which factors are most important, most feasibility factors
fall into the following six categories:
Economic
Operational
Technical
Schedule
Legal and contractual
Political
The analysis of these six factors forms the business case that justifies the expenditure of
resources on the project (p.100). All of the above-mentioned elements regarding the particulars
of the project will be analyzed and annotated in the business proposal constructed in Microsoft
Project. The scope/feasibility and project milestone identifier will be submitted before the
estimated start date of the project.
Process Design
The type of configuration set up allied with Riordan manufacturing is designed to
function with multiple platforms in assorted areas around the world. The specific setup is
intentionally deliberate so that all operating systems, hardware, and software applications
employing this infrastructure will function at optimal capacity with little inconsistencies.
Riordan will be employing a three-tiered network infrastructure. Referencing a three-tiered
network infrastructure, Dennis, Roth, and Wixom (2009) declare that, A three-tiered
architecture uses three sets of computers. In this case, the software on the client computer is
responsible for presentation logic, an application server(s) is responsible for the application
logic, and a separate database server(s) is responsible for the data access logic and data storage
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(p. 274). The primary server will be at the main site in San Jose, California, and will possess all
human resources information allied to the San Jose site along with the other additional sites
database information located in Georgia, China, and Minnesota. Secondary database and file
servers will be maintained at each of the above listed sites and will be connected through an
established Internet cloud to the primary server in San Jose. Each site will claim one database
administrator and quality assurance employee who will be responsible for ensuring that database
security measures are implemented and record precision is carried out in reference to all human
resources information.
Application Architecture
Riordans Manufacturing network and software infrastructure encompasses several types
of application suites and operating systems with each server using definite database software.
Moreover, each site will retain a chief brand of hardware to include servers, routers, switches,
monitors, printers and any other unforeseen possible hardware necessities not acknowledged in
the service request proposal. According to Dennis, Roth, and Wixom (2009), The major
architectural components of any system are the software and the hardware. The major software
components of the system being developed have to be identified and then allocated to the various
hardware components on which the system will operate (p. 270). Sustaining a certain brand of
hardware across all platforms will be key to uphold definite standards and eliminate the
possibility of incompatibility among software applications and hardware drivers that will be
necessary for performance optimization.
Hardware/Software
Dell computers will be Riordans particular mainframe and secondary hardware server
brand that will by retaining the software databases and file sharing systems. Two Dell servers
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will be allotted at each secondary site. One of the servers will occupy a Windows NT client
office suite to include Access, Excel, SQL, and Project that will be responsible for all file sharing
and information process. The second server will be implemented for security/firewall and backup
purposes. The primary server that will uphold a Windows NT Server operating system
environment to include an SQL Server application. All servers will be connected by the use of
Microsoft SharePoint 2010 and will be established through the defined Riordan Manufacturing
intranet. The information residing on these specific operating systems and applications will be
predominantly used for employee information such as personal data, payroll inventory,
departmental information, and time/labor information and transactions.
Database Protocols
Databases play an integral roll in any form of business administration. The ability to
store, access, retrieve, and implement data effectively and competently is at the heart of any
successful network infrastructure. The definition of a database can be summed up with this
statement presented by The UK Web Design Company (2003) website, Simply put, a database
is a computerized record keeping system. More completely, it is a system involving data, the
hardware that physically stores that data, the software that utilizes the hardware's file system in
order to 1) store the data and 2) provide a standardized method for retrieving or changing the
data, and finally, the users who turn the data into information (What is a Database?, para. 1).
Incorporating of properly configured servers, professionally trained database administrators, and
up-to-date database software will be key ingredients to the success of Riordan Manufacturing.
Database Security Controls
Riordan Manufacturing will be hiring a permanent database administrator to perform the
following duties:
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Security Database Administration
Oversight/Quality Assurance
Encryption/Firewall Implementations
Defining User/Administration Rights
Operation Systems Updates/Patches
Dennis, Roth, and Wixom (2009) state that, Security is primarily the responsibility of the
operations groupthe staff responsible for installing and operating security controls such as
firewalls, intrusion detection systems, and routine backup and recovery operations (p. 281).
Additionally, Riordan will make use of customary software security products such as MacAfee
and Nortons antivirus for Internet and firewall protection that will be installed on all clients and
servers.
Systems Architecture
The environment itself contains large amounts of communications equipment to include
servers, routers/switches, and other forms of computer hardware and software equipment.
Turban and Volonino (2010) claim that, Data centers need to insure the availability of power
and provide physical and data security. The newest data centers are huge and include
temperature and fire controls, physical and digital security, redundant power supplies such as
uninterruptible power sources (UPS), and redundant data communications connections (p. 102).
Data
To incorporate any form of improvements on ones databases he or she would want to
reduce data redundancy, poor data control, and the inability to manipulate data easily. Cegielski
and Rainer (2007) make the assumption that, Data governance is an approach to managing
information across an entire organization. It involves a formal set of business processes and
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policies that are designed to ensure that data are handled in a certain, well-defined fashion (p.
145). Using data governance will guarantee that all individuals accessing or implementing
database information are trained in knowing the appropriate protocols and procedures for
suitable database management. All data transactions will be verified and reviewed by a
designated quality assurance employee. There will be one quality assurance employee per site
that will verify all information residing on the primary and secondary database servers within the
various Riordan Manufacturing sites.
Processes
Designated human resources information data personnel will conduct and all input of
information in relation to data processes. These employees will ensure that all information
related to human resources to include employee personal data, payroll, and accounting
information. Cegielski and Rainer (2007) claim that, To a great degree, the performance of an
organization depends on how well it manages its business processes. As a result, organizations
emphasize business process management (BPM), which is a management technique that includes
methods and tools to support the design, analysis, implementation, management, and
optimization of business processes (p. 9). Properly inputting all information and adhering to
standard transaction protocols will guarantee that all business practices are conducted in an
efficient and timely manner while eliminating potential human error.
Human Interface
Riordan Manufacturings human interface will include the various Microsoft suite
applications that will be managed through employees computer client assets. The primary
human interface interaction will be conducted by means of the keyboard and monitor screens at
each individuals workstations. The inputted data through the interface will be connected through
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the network to the primary and secondary servers. According to Dennis, Roth, and Wixom
(2009), The user interface design defines the way in which the users will interact with the
system and the nature of the inputs and outputs that the system accepts and produces (p. 302).
Moreover, quality assurance personnel will be old to monitor via their personal client access to
verify proper transaction procedures and input methods. In reference to the interface structure,
Dennis, Roth, and Wixom (2009) claim the following, An interface structure diagram (ISD) is
used to show how all the screens, forms, and reports used by the system are related and how the
user moves from one to another. Most systems have several ISDs, one for each major part of the
system (313). Additionally, all forms, Excel spreadsheets, and database interface applications
will be preserved and verified through the client interface and the primary server and mainframe
computer located at the chief site in San Jose, California.
Network
All Riordan Manufacturing sites will maintain specific network hardware to include file
servers, database servers, and firewall security encryption measures. Designated network
switches at each location will connect to the central Cisco routers of each site and in-turn connect
to the cloud that will link the recognized Intranet/Internet of Riordans information system. All
router and switch hardware will use fiber optic cabling to maximize data flow efficiency between
all locations. This will ensure that upload and download speeds are conducted with maximum
plausibility, and furthermore eliminating attenuation that occurred with Riordans copper cable
standard previously employed by the network infrastructure.
Implementation Stage
Riordan Manufacturing is transitioning from the logical and physical design phase to the
implementation of the newly designed information system and structure. Referencing the
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implementation phase of an SDLC, Dennis, Roth, and Wixom (2009) declare that, The
implementation phase consists of developing and testing the systems software, documentation,
and new operating procedures (p. 434). As mentioned above, the implementation stage will
include configuring all hardware peripherals, final testing, development of necessary software,
and procuring the new documentation and training environment to accommodate Riordans new
design. Valacich, George, and Hoffer (2009) claim that, The implementation and operation
phase of the systems development life cycle is the most expensive and time-consuming phase of
the entire life cycle. This phase is expensive because so many people are involved in the process.
It is time-consuming because of all the work that has to be completed through the entire life of
the system (p. 336). The implementation stage will be the culmination of months of hard work
in the collaboration of many team and crewmembers involved in the new network and software
systems information system.
Coding
The software coding aspect necessary for Riordan Manufacturing will be the apex and
cornerstone to ensure proper functionality among the new system. According to Dennis, Roth,
and Wixom (2009), Developing the systems software (writing programs) can be the largest
single component of any systems development project in terms of both time and cost. It is
generally also the best understood component and may offer the fewest problems of all the
aspects of the SDLC (p. 434). The software designers of the system will not need to write
lengthy amounts of code to house Riordans human resources information set-up. Microsoft will
have already developed a majority of the software applications required by the system. However,
certain administration rights must be established and well-organized to guarantee effectual
functionality among the various databases in different locations will need definite programming
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code. Dennis, Roth, and Wixom (2009) state that, While programmers are transforming
program specifications into working program code, the systems analysts will be designing a
variety of tests that will be performed on the new system. As the programs are finalized, the
systems analysts may conduct these tests to verify that the system actually does what it was
designed to do (p. 434). Additionally, the designated programmers of the project must maintain
handshaking and proper security measures while exchanging of information through the
designated Internet cloud.
Testing
Testing will be an ongoing process that will occur in all phases of the SDLC to include
analysis, design, and execution. This will ensure that potential glitches in the system are
accounted for and contingency actions will be designated in those specific cases. Concerning the
testing phases of an implementation procedure, Valacich, George, and Hoffer (2009) deduce that,
During design, you develop a unit test plan, an integration test plan, and a system test plan.
During implementation, these various plans are put into effect and the actual testing is
performed (p. 343). All individuals assigned to certain elements of the project will verify
testing component of each phase during the entire system design life cycle process. According to
Valacich, George, and Hoffer (2009), Some organizations have specially trained personnel who
supervise and support testing. Testing managers are responsible for developing test plans,
establishing testing standards, integrating testing and development activities in the life cycle, and
ensuring that test plans are completed (p. 343). Riordan Manufacturing has designated
milestones for each phase of the new system design. Additionally, each of those milestones will
have distinct testing protocols that will be performed by each member of the chosen element in
the design process. Valacich, George, and Hoffer (2009) claim that, The first such technique is
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unit testing, sometimes called module or functional testing. In unit testing, each module (roughly
a section of code that performs a single function) is tested alone in an attempt to discover any
errors that may exist in the modules code (p. 344). Henceforth, Riordan Manufacturing will
perform a system of testing known as module or functional testing. As each new phase of the
project is completed, the particular unit or module will undergo the new testing requirements to
ensure proper functionality. Valacich, George, and Hoffer (2009) infer, Combining modules
and testing them is called integration testing (p. 344). Moreover, once the particular unit passes
testing inspections that particular unit of the project will be included into the completion of the
entire project and then thoroughly tested among the other units for suitable integration.
Installation of Riordans System Infrastructure
The installation phase of Riordans system infrastructure will undergo distinguish
protocols while maintaining quality assurance and proper testing procedures. Valacich, George,
and Hoffer (2009) state the following, The process of moving from the current information
system to the new one is called installation. All employees who use a system, regardless of
whether they were consulted during the development process or not, must give up their reliance
on the current system and begin to rely on the new system (p. 348). Riordan Manufacturing
will be employing a defined installation process known as phased installation.
Phased Installation
The purpose of phase installation is to migrate all needed database information into the
newly designed database structure. Instead of conducting an installation process of cold
turkey, the installation process will flow with greater ease and reduce the amount of
inconsistencies of data among the various databases of each site. Specifying the details of a
phased installation Valacich, George, and Hoffer (2009) affirm that it,
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Permits system development also to be phased
Limits potential harm and costs from system error or failure to certain business
activities/functions
Risk spread over time
Benefits can be achieved early
Each phrase is small and more manageable
The phased installation process will not only allow users to gain a better understanding of the
new database system and software architecture, but it will also provide a certain level of quality
assurance regarding information accuracy migration from one system to the next.
Documentation
Newly devised documentation in reference to Riordans human resources information
structure will be essential to the success of future operations. According to Dennis, Roth, and
Wixom (2009), User documentation (such as user manuals, training manuals, and online help
systems) is designed to help the user operate the system. Although most project teams expect
users to have received training and to have read the user manuals before operating the system,
unfortunately, this is not always the case (p. 444). During each phase of the system design
lifecycle, programmers, developers, and all those who are associated with the project will be
documenting and maintaining notes in reference to all new software and hardware peripherals.
During the implementation stage, designated individuals will be assigned the task of creating
PDF documents and making them available through Riordans intranet. Referring to online
documentation, Dennis, Roth, and Wixom (2009) state that, Finally, online documentation is
significantly less expensive to distribute and keep up to date than paper documentation (p. 445).
The online documentation will follow a form of procedural manual where the majority of all
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questions in relation to human interface applications will be addressed in a procedural type
format. Dennis, Roth, and Wixom (2009) claim, Each item in the procedures manual typically
guides the user through a task that requires several functions or steps in the system (p. 446).
This will eliminate confusion among users in that operational procedures will be provided in a
logical, systematic, line-by-line number process.
Training
Training on the topic such as user application and database infrastructure among
Riordans employees will be essential in maintaining cross functionality among the platforms at
each of Riordans locations. Regarding the importance of training on newly developed systems,
Valacich, George, and Hoffer (2009) presume that, Training and support are critical for the
success of an information system (p. 354). Once the implementation phase of the new project
is completed, the operations team responsible for quality and cross functionality to conduct
formal training sessions to the designated employee users of the application system. According
to Valacich, George, and Hoffer (2009), As the person responsible for the new system, you and
other analysts on the project team must ensure that high-quality training and support are
available (p. 354). The operations team responsible performing training sessions will include
in-depth power points, handouts, and formal training sessions at each site within a designated
period of time following the conclusion of the implementation stage. Valacich, George, and
Hoffer (2009) state that, Often, training is most effective if you customize it to particular user
groups, and the lead trainers from these groups are in the best position for this task (p. 354).
The training provided by the operations team will include the documentation available via
Riordans extranet, which is been an ongoing process of development since the beginning of the
system design lifecycle process of Riordans human resources information system.
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Support
Support will occur at all phases of Riordans arrangement implementation designed to
eradicate inconsistencies among new application procedures and those employees unfamiliar
with the new data input systems. Referencing the support aspect of a system design, Dennis,
Roth, and Wixom (2009) announce, Providing system support means helping the users to use
the system. Usually, this means providing answers to questions and helping users understand
how to perform a certain function; this type of support can be thought of as on-demand training
(p. 479). Employees wishing to gain a better understanding of development will be provided both
hands-on training and explicit documentation on all new applications to help transition from the
previous legacy system to the new and improved Riordan human resources information system.
Moreover, Dennis, Roth, and Wixom (2009) affirm that, Once the project team has installed the
system and performed the change management activities, the system is officially turned over to
the operations group. This group is responsible for the operation of the system, whereas the
project team is responsible for the development of the system (p. 479).
Benefits of Defined and Repeatable Processes
For a company to rely on experience concerning repeatable practice would eliminate the
possibilities of future failures. Once a company understands a viable process that has worked in
the past, one should continue to capitalize on the effectiveness of this particular progression to
streamline workflow. As stated, a definable SDLC occurs in multiple stages with each milestone
and unit broken down and established into a definite procedure. Properly defining all modes of
operation, incremental stages, and key players of every phase within the SDLC will eliminate
potential errors that have hampered advancement in past systems implementations. The project
managers are ultimately responsible for carrying out Riordans entire human resources
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information system design and will have prescribed processes that must be adhered to and
followed to ensure optimal efficiency among the total SDLC process.
Conclusion
Riordan Manufacturing has completed its logical design phase and will now carry out the
physical implementation stage of the newly restructured human resources information system.
New database servers, human interface interaction, networking layout, and data processes will
sustain a newly defined and thoroughly competent input data progression. Quality assurance
employees will verify and uphold professional standards regarding data entry and accuracy.
Additionally, data governance will be executed to ensure that all database administration and the
various Riordan Manufacturing sites carry out information exactness. Moreover, all information
processes will be performed by the selected hardware and software protocols, which will be
connected through a definite Internet/intranet information systems network infrastructure that
will be connected to the established Internet cloud. Riordan manufacturing will be adhering to
stringent guidelines regarding all SDLC phases to include coding, support, training,
documentation, and testing. Moreover, Riordan will follow phase type integration in that
previous database information will slowly migrate into the recently deliberate system to reduce
improper data input. Testing will occur on a continual basis from unit to unit to include both the
hardware and software aspect of the information system to document and remedy bugs and
hardware inconsistencies among the various platform locations. Moreover, designated
individuals will be responsible for creating documentation publications that will be pertaining to
distinguished application procedures in a step-by-step sequence of operation.


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