Human Resource Information System for Castle Family Restaurants - Term Paper Example

Business Proposal to Implement a Human Resource Information System for Castle Family Restaurant. Table of Contents Executive Summary 3 Introduction4 Company Review 5 Problem Analysis 6 HRIS & Types of HRIS 7 HRIS Vendor Recommendation 10 Conclusion 12 References 13 Bibliography 14 Executive Summary At this age of globalization, the organizations across the world do not prefer stick to a particular outlet or location as they always try to expand their business. It leads to increase in rules and regulations in order to have transparency in all the spheres. With improvement and advancement in technology, a readymade solution always exists to deal with the concurrent problems. Same has happened with Castle Family Restaurants. They have eight restaurants in the Northern California but they lack behind in the human resource (HR) policies and systems. Till date, they do not have any HR team which is against the latest HR Laws. They even face various communication problems due to the pace in the business and absence of a proper system solution. The management was unable to connect and control the entire business through a single system. Therefore, a business proposal has been demanded from the restaurant authority. After the thorough assessment of the organization, it has been found that they need an integrated solution for their organization which can connect all eight restaurants through a single system and the entire human resource department work can be controlled from a particular location. As per the assessment, it has been recommended that Human Resource Information System can solve the prevailing problem in an efficient manner. It has been further observed that “ADP Workforce Now”, a software company can better serve the pressing requirements after analysis of all the facilities provided by this company. Introduction The Castle Family Restaurant is in a growth phrase with a vibrant past ten years and also, with increasing profitability every year. They have around 300-340 employees working at the restaurants. Most of them are part time and less than 50% are full time. Mr. Ben Henderson, being the founder of this restaurant tries to set up a restaurant chain in the entire Northern California. Recently, they face a problem though the root of the problem existed since the beginning of the foundation. They never built up or hired any HR team. All the HR related work was conducted by the operations manger. Even they do not have any single network system through which they can maintain the communication with the entire eight restaurants that the family possess and keep the data stored. Consequently, the HR Manager has to visit every location weekly to update the information. It invariably increases the travelling expenses. Recently due to the increase in the cost of gasoline, the HR manager is planning to reduce the travelling expenses. The primary objective of the business proposal is to recommend suitable software or system which will be able to solve the problems that arise due to the absence of HR team. At first, a proper analysis of the core issue is necessary and then as per the identification of the key problems a proper solution has to be provided. This project will be passing through the need assessment of the organization. It has been aspired that this proposal will come up with a desired, feasible and suitable solution for the organization. Company Review Castle’s Family Restaurant is a restaurant chain based at Northern California. This restaurant was founded by Mr. Ben Henderson in the year 2000. The group has eight restaurants in the region of Northern California. This organization commenced its business with opening up of a restaurant in 2000. With time, another seven restaurants were built up within the next five years. This family based business had provided an opportunity to 300-340 employees to work with them. Most of those employees were on part time basis. Among them, 40% are full time employees. As per the values of the organization, they provide enormous priority to the customer. Strength of this restaurant chain has been the quality and the taste of food. The management tries promoting this business as a fun place to work and to eat. The organization provides same preference to their internal customer also. Because of the management style and the efficient customer service which become leading factors for the purpose of customer value proposition, this organization is able to gain profitability within couple of years from inception. Problem Analysis As it has been discussed earlier that Castle Family Restaurant has 300-340 employees in Northern California Region but they do not have any separate HR manager. Mr. Jay Morgan, the operation manager, has to act as an HR manager too. He has to take care of all HR related works such as scheduling, hiring, recruiting, solving queries of the employees as well as maintaining the payroll. He maintains payroll related information in Excel. This facet or the drawback of the organization leads to a legal issue as do not having a separated HR team is against the rule of latest HR laws and the organization might face legal charges. He even has to travel all eight restaurants on weekly basis to maintain all the above mentioned HR related work because they use to maintain separate database for each individual location. Therefore, it increases the gasoline cost or the travelling cost. Even a more in-depth analysis may also bring few other problems such as due to both the role simultaneously bestowed upon, both the work might get affected. Also, visiting each location every week was also time consuming. Maintaining separate data for each restaurant failed to show the overall picture of the restaurant chain. That is why they needed a solution which can integrate the entire business within a single network and Mr. Jay Morgan can control all HR related work from his office it self. Thus, the organization will be able to save its time as well as can it will help the management to take HR related decisions as soon as possible. Even Mr. Morgan can successfully concentrate on both the work and can accomplish the responsibility efficiently. Increase of such problem refers a cost effective system solution to cover all the data in a single network and that can be monitor through a single system. Therefore, it can be suggested that instead of using excel and other computer application for HR related job, Human Resource Information System Software can be used. This software will be able to reduce and remove all those problems which the organization faces due to not having separate HR team. HRIS & Types of HRIS Human Resource Information System or HRIS is an integrated system. It has been designed as such that it can provide information to the HR manager and the department to take decision. This process is just the intersection between information technology and human resource management. Basically this system is used by human resource departments for tracking the employees’ performance and information related to them. It can be consider as the database system or as a series of inter-related databases. HRIS mainly cover up the areas of Payroll Integration Benefits Administration including enrollment Complete reporting for each feature Employee Personnel File Management Financial Software integration Manager and Employee Self Service modules Company Related Documents such as employee manuals and safety programs Applicant tracking (HR Total, n.d.). Human Resource Information System (HRIS) application requires extensive training. This training can be four type’s namely self training, online classes, class room training and onsite training. HRIS can assist the Castle Family Restaurant in the following ways: Internal Job Transfer - At the time of transfer of a job within the organization, it requires lots of formalities such as adopting employee career development and internal transfer applications, etc. To avoid all such time consuming process this software can be used as it allows the HR manager to advertise the job openings, in-house. The manager can accept or reject the nomination of the employees on the basis of the specification of that employee available from the database. This is helpful for employees also as they can search the different job categories by the location and even they can refer it to their friends and relatives through email. The entire process saves the cost of the advertisement as well as the cost incurred for internal communication too. Employee Performance Management Software - Basically this software helps the organization by accelerating the performance potential within the existing employees through various processes. It also tries to decrease the employee turn over ratio through implementing an open forum which will help the company to learn the employees’ goal, expectations and perceived performances. It is also beneficial for the employees as they can shape their own career path. Payroll Integration - Basically the companies which are operating at many places may have problems related to the recording of data at various locations and merging those to get a proper overview of the entire business but this process helps the owner to connect the entire user through a single and secure data source. Here, the employer can reduce the network expenses. This process also provides flexibility as the user can prepare payroll at any place and at any time. Employee Referral Programs - Employee referrals are one of the best recruitment procedures as it helps the company to acquire quality talent for their organization. As per the traditional and old procedure, the HR managers were supposed to prepare a form and then they used to distribute it among the existing employees. It is a loss of time and energy but this process helped the company to avoid all such things like provide electronic form which allows the employee to complete the documentation process online. This software even provides a platform to monitor the referrals for the award program. It also provides for an innovative performance management tool which will help the organization to align performance of the employees of the entire organization irrespective of the different levels of the organization. HRIS Vendor Recommendation With the thorough study and understanding of the problem of Castle Family Restaurant, it has been recommended to the organization to approach to a HRIS software company and set up HRIS software with in the organization. It is further recommended to go for ‘ADP Workforce Now’ which also provides the human resource software. As per the commitment of the company, they understand the goals and requirement of their client organization and try to respect those commitments to their business employees and customers thereby ensuring support of being a trusted partner. The facilities that the company provides are very much suitable for Castle Family Restaurant. The facilities are as follows: They access, manage and analyze that sensitive information in order to simplify the complex HR information. For example, the pay grades and salaries for performance review They even bring speed into the process through reducing the paper work and doing it electronically. The managers will able to approve vacation and conduct performance reviews in a more speedy way The proposed software is also beneficial for the employees as the employees are able to resolve their queries through online sources and get more quick compared to the traditional HR procedure It also enables the managers to implement innovative talent management tools and utilize it for aligning compensation with performance (ADP, n.d.). All these attributes are the core facilities are related with the direct HR duties and day-to-day activities. Apart from these, also there are few more benefits which are provided by this company related to the administrative solution. Those are as follows: It enables the employees of the organization with the self service tools for making the benefit changes as the open enrollment It also involve in arranging the vendor invoicing and reconciliations This software also takes care of the tax and other regulatory guidelines through the Employee Summary Report and HIIPAA Certificates (ADP, n.d.). In short, it can be stated that this software company can be considered as a productivity tools which will provide the organization to bring together every relevant requirement through a single system which will be able to maximize the labor investment and improve efficiency throughout all the eight restaurants in the particular zone. Even it will enable the organization to reduce the administrative cost and the risk associated with business through their flexible support system and can manage every thing starting from employee separation to tax payment (ADP, n.d.). Conclusion Castle Family Restaurant has been depicting considerable performance in the entire region of Northern California. It has increased its profitability level within few years of inception with its efficient service towards both internal as well as external customers. The organization is lagging in a particular department i.e. the HR department in spite of providing due priority to their employees. The problem had been stated in detail in this paper. The issue of concern is that they do not have a proper HR team because of that they face most of the problems. Even it also brings legal hazards to their organization. Mr. Morgan, who has been assigned with the responsibility of the HR manager, has to travel each location every week to update the records. It also increases travelling expenses. Therefore, there are possibilities of declining the level of efficiency. To avoid such an occurrence, Mr. Morgan has approached to come up with an innovative and cost effective solution which will solve all those above mentioned problems and is also expected to save time. After diagnosis of the entire problem, it has been recommended to implement HRIS software which will win over all such problems and can enhance the efficiency level of the entire process. The organization has been advised to deal with ‘ADP Workforce Now’ which is basically a software company that provides HRIS software. All the benefits and facilities provided by this company have been discussed elaborately. Finally it can be concluded that the best possible solution has been recommended and proposed to the organization, with a hope that it will be able to meet all the requirements of the organization and can solve all the HR related problems that the organization has been facing. References ADP, (No Date). ADP Workforce Now™ Benefits. Administration. Retrieved Online on June 12, 2010 from http://www.adp.com/workforcenow/benefits_administration.html# ADP, (No Date). ADP Workforce Now™ HR. Home. Retrieved Online on June 12, 2010 from http://www.adp.com/workforcenow/hr.html ADP, (No Date). Find, Grow, and Keep Great People. ADP Resources. Retrieved Online on June 12, 2010 from http://www.adp.com/workforcenow/resources.html HR Total, (No Date). What is HRIS??? HRIS. Retrieved Online on June 12, 2010 from http://www.hrtotal.com/hris.asp Bibliography Compton, R, L. (2009). Effective Recruitment & Selection Practices. CCH Australia Limited. Read More