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Stage 4 - Business Analysis and Systems Recommendation
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Stage 4 - Business Analysis and Systems Recommendation
Stage 1
Introduction
Maryland Technology Consultant is a renowned IT consulting firm to provide IT-based services and solutions to its customers. The target clients of the company are the small to medium enterprises, nonprofit organizations, and government agencies. The company has 450 employees working in different departments. The total gross revenue of the company was $ 95 million. The company is providing consultancy in the field of business and IT.
Organizational Strategy
Two projects are expected to achieve by MTC for which the company has to hire staff immediately. The HR department will have to retain the best talent for these two major projects. To assist the HR department, the IT staff has to provide IT-based services for proper recruitment procedures. The IT department and the HR department decided to make a pool of talented candidates which could be used in the future. The data of these candidates can be filtered and could easily retrieve in the future. They decided to use an online database management system where they would have all the candidates' record. It saves the time of the HR department, and save the cost of the recruitment process up to a great extent (Greiner, 2015).
Strategic Objectives
The strategic objectives of MTC included these four goals. The first strategic objective is to increase business development by getting more contracts in the field of Information Technology. It will increase the revenue of the company and will positively influence its profile. The second strategic goal of the company is to expand the scope of business internationally to provide support to MTC's team in the USA. The third strategic goal is to raise the capacity of MTC continuously to provide the best quality consultancy and serve its clients in the best possible ways. The fourth goal of MTC is to achieve competitive advantage in the field of information technology and increase its reputation in the consulting marketplace.
Stage 2: Process Analysis
Hiring Process
Here we will discuss the overall process of recruitment of staff through an online database management system. The hiring process will be used to improve the process and select the best candidates with lower the cost of recruitment (Boşcai, 2017). Here we will follow the process of the “As-Is” process which includes the input, process, and output. Online recruitment is economically best source to reduce the process cost (Greiner, 2004). The system will receive an application via online submission through MTC Employment Website and store in the applicant database within the hiring system. The system will facilitate the HR department officers to filter the data of applicants through their skills, experiences, and qualification. It will reduce the cost of paperwork and time. Interviews will be scheduled through an online database on the availability of both interviewee and interviewers. It will save the times and reduce the chances of cancellation of interview of any candidate because of the flexible timing.
Expected Improvements
There are some weak areas which are identified by the HR manager and the top management team in the conventional hiring process. It was communicated with CIO to overcome these issues in the online database. It will improve the communication and coordination process inside the organization and with the applicants. The communication is mostly done through conventional methods, and data is shared in paper format. The hiring procedure can be completed online. It will help share big data with no time. The data will be retrieved in the future as well. The workflow contained many manual steps and the use of some paperwork, which increase the cost of the recruitment process. Due to the installation of an online database, the unproductive steps will be eliminated. It will reduce the biases in the system (Le Cleach, 2016)
Stage 3: Requirements
Stakeholder Interests
The CEO of MTC is concerned about the recruitment of the right people because it influences the performance of the organization. The current hiring system is not capable of quick induction of new staff. According to the CFO, the current hiring system is inefficient and not cost-effective. The technology solution will improve the current hiring process and will enable future functionality for the success of the company. According to the CIO Raj Patel, the existing architecture and system are not much advanced, and the workforce is distributed. The new software solution will be more secure, which will replace the old manual hiring process. The rapid growth of the business and the plans for business expansion required immediate hiring. The existing system cannot meet these challenges. The company needs to hire 75 to 150 staff in the next three months which is not possible with the existing system. The new technology solution will save the time of MTC's recruitment staff to a great extent.
Defining Requirements
There are several requirements for the online database management system. Some are the user requirements while others are the system requirements. The system requirements are those which allow the system to run and assist the users. While the stakeholder's requirements are those which they expect from the system, and the system positively influence their performance (Noe et al., 2017). The user requirements form the system are: The system must store all information from the candidate’s application/resume in a central applicant database. The information stored in the ERP system is consistent and highly accurate. This is used for further decisions. While the system requirements are the ways how the system perform. The system must need up to date hardware and software tools, which include CPU, ram, graphics, operating system, etc. (MySQL, 2019). The system must be protected, and the personal data of employee or candidate must not be shared with others.
Stage 4: System Recommendation
System Justification
The online database management system for the hiring process will help the recruiters to hire the best talent from the market. Nowadays all the large organizations use technological solutions for all the functions. The role of technology in business is essential; it reduces the cost and improves the quality of products and services. It improves the processes within the organization, which become the competitive advantage of the company. The process improvement or process innovation became the main focus of every organization. It does reduce not only the costs but also increases the quality which is reflected in the products or services provided to the clients. As we discussed the strategy and plan of MTC, that could be achieved by the process improvements. The company needs to hire staff for two upcoming projects which are not possible with the existing manual system. The online recruitment procedure will reduce the chances of hiring incompetent staff. The online recruitment system also helps in the long term. The company will have a pool of candidates which will be used when the company needs the immediate induction of some staff. The company will easily filter the candidates' data and will shortlist the candidates within no time. The online recruitment tools will meet the requirements of the company significantly. It will reduce the paperwork and the manual records and files of every hiring activities.
Implementation Areas
The system will be implemented by an external client; for this purpose, the top management will evaluate many options by their deliverables, cost and the time taken. The company needs a SaaS system for 60 users; the EZ-ATS is charging cost worth $ 100 per month (EZ-ATS, (2018). After analyzing five clients and their packages finally, it is decided to contract with the EZ-ATS. It will provide a complete package with training our staff how to use the system, and it also provides services of maintenance after delivering the software. The available hardware and PCs of the company are compatible and can support this software. The company does not need any hardware to purchase and install. The SaaS solution will be configured by the service provider, and it will be configured with the network and the operating systems of the company. The data will be stored in the database of the company. The vendor and the IT staff of the company will configure and test the software and identify the issues if exist. This is the technology transfer stage for the company. The transition stage needs a strong leadership role to unite the employees and address their concerns (Dhir, 2019). Change management always creates some tensions and negativity among the employees. Transformational leadership can resolve this issue (Muchiri, 2019). Here the role of CEO will be important to address all the employees regarding the change management process. The employees usually have insecurity regarding their jobs after the change. The staff will be trained by the service provider for the initial operations of the SaaS solution. Then the company will hire an internal trainer for a short term contract who will assist the staff in learning the use of this system. The company will provide support to the external users the applicants through the help option on the online website. There will be the helpline phone number, and the email address as well so the users can discuss their concerns. The existing data will be uploaded to the system, and these will be used for testing the functions. The data will be migrated to the system for retrieval and record. The service provider EZ-ATS will provide maintenance for an initial six months for free, and the company will provide paid services.
Summary and Conclusion
MTC is a renowned company in the field of IT tools and solutions. The company provides innovative services to its clients. MTC has set its strategic business plan for business expansion and development. The company has more chances to win two large projects based on its proposal. For these projects, the company will need to hire staff. Finding the best available talent is one of the major issues for any organization. The company will need to make immediate hiring of staff for these projects. So the HR department has concerns about such a huge number of staff induction in less time. It was decided in the meeting to make the recruitment process online. The Chief Information Officer suggested the use of DBMS to get a pool of talent and filter a suitable employee. So that the requirements of the organization are fulfilled. For this purpose, the company's top management decided to digitalize the process of hiring. The project was given to an external client to provide the online hiring tool to the company. This tool will improve the overall performance of the company.
References
Boşcai, B. G. (2017). The evolution of e-recruitment: the introduction of an online recruiter.
Dhir, S. (2019). The changing nature of work, leadership, and organizational culture in future ready organizations. Corporate culture, Management, Leadership, Job redesign, Organizational Behavior, Innovation, Change Management, Human Resources, VUCA.
EZ-ATS. (2018). EZ-ATS Applicant Tracking Software [Course Resources]. In IFSM 300: Information Systems in Organizations: Spring 2019. Retrieved from http://learn.umuc.edu
Greiner, B. (2004). An online recruitment system for economic experiments.
Greiner, B. (2015). Subject pool recruitment procedures: organizing experiments with ORSEE. Journal of the Economic Science Association, 1(1), 114-125.
Le Cleach, L., Doney, E., Katz, K. A., Williams, H. C., & Trinquart, L. (2016). Research techniques made simple: workflow for searching databases to reduce evidence selection bias in systematic reviews. Journal of Investigative Dermatology, 136(12), e125-e129.
Muchiri, M. K., McMurray, A. J., Nkhoma, M., & Pham, H. C. (2019). How Transformational and Empowering Leader Behaviors Enhance Workplace Safety: A Review and Research Agenda. Journal of Developing Areas, 53(1), 257–265. https://doi-org.ezproxy.umuc.edu/10.1353/jda.2019.0015
MySQL :: MySQL Workbench :: 3.1 Hardware Requirements. (2019). Download.nust.na. Retrieved 24 March 2019, from http://download.nust.na/pub6/mysql/doc/workbench/en/wb-requirements-hardware.html
Namada, J. M. (2018). Organizational learning and competitive advantage. In Handbook of Research on Knowledge Management for Contemporary Business Environments (pp. 86-104). IGI Global.
Noe, R. A., Hollenbeck, J. R., Gerhart, B., & Wright, P. M. (2017). Human resource management: Gaining a competitive advantage. New York, NY: McGraw-Hill Education.
Papke-Shields, K. E., & Boyer-Wright, K. M. (2017). Strategic planning characteristics applied to project management. International Journal of Project Management, 35(2), 169-179.
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