Hris Requirements for Riordan Manufacturing

System Overview

Several processes within Riordan’s Human Resource Information System (HRIS) have been identified as disjointed and Riordan wants to integrate those processes into the HRIS to create a more seamless, secure and efficient system. Manual processes as well as partially automated processes, both internal and external third party, will need to be integrated into the HRIS system to accomplish this integration goal.

HRIS Updates

Changes to information in the HRIS database are currently submitted in writing by a Manager manually filling out special forms and sending them to headquarters where a payroll clerk enters the data into the system. This process can be error prone as well as slow and needs to be automated. Creating a mechanism to allow secure data entry and editing by the Manager directly will eliminate errors and update important personnel information in real time.

Requirements:

1. The system will provide secured self-service data entry interface screens to approximately resemble existing paper forms for employees to view their personal data regarding employment by allowing entry and update of appropriate personal data stored in HRIS.

2. The system will allow secured access to personnel records for Managers to update appropriate personnel data (hours worked, time off, disciplinary actions, etcetera) for employees for whom they have responsibility.

3. The system will gather time and attendance information from the time keeping equipment and transfer it to the payroll system upon approval by the Manager.

Training and Development

Training and development records are kept in Excel spreadsheets by training and development specialists. This data may or may not be stored in a secure location or where it is backed up regularly if at all. To eliminate the risk of data loss, but more importantly integrate the data into the HRIS database, a process to capture mandatory training requirements per employee and track completion needs to be developed.

Requirements:

1. The system will provide interface screens to capture training requirements records for employees and training results and store it in a central secured repository for secured retrieval by Managers, specialists, and employees.

2. The system will generate reports on a regular basis to notify Managers of mandatory training for their employees.

3. The system will notify individual employees of company required training.

Recruitment

Each recruiter maintains applicant information for open positions. Resumes received are filed in a central storage area and an Excel spreadsheet is used to track the status of applicants. The recruiting process needs to be automated so that applicant information is stored in the HRIS database as well as their resume and their status as they progress through the hiring process.

Requirements:

1. The system will provide an interface screen for Managers to enter qualification criteria for job openings within the company and store it in a centralized database as a part of HRIS.

2. The system will provide a notification and tracking mechanism to recruiters of new job openings that need to be filled as well as existing jobs in the process of being filled and the status of those jobs.

3. The system will provide the ability to catalog applicants and their qualifications in order to provide a database of applicants from which to potentially fill job openings.

4. The system will provide a facility to match potential applicants with open positions and generate a list of qualified applicants.

5. The system will provide interface screens to rate applicants for a specific position and track the results of interviews.

Worker’s Compensation

Worker’s Compensation is managed by a third party provider that provides record keeping. This process needs to be integrated into the HRIS system and an assessment of the various mechanisms available to accomplish this task needs to be completed. As an example, data could be sent to Riordan on a regular basis and loaded into the HRIS database. Alternately, the data stored at the third party provider could be made available remotely through a Web-based portal and integrated into a unified presentation of Workers Compensation reports, for instance.

Requirements:

1. The system needs to integrate the third-party Worker’s Compensation