Title: Riordan Manufacturing HR System Final Presentation

Author: Neal Armstrong

Course: BSA 375

Date: October 6th 2014

Instructor: William Glassen

Introduction:

Riordan Manufacturing’s current Information Technology Human Resource (HR) system is considered legacy and in need of replacement. The expected results are to define the business requirements for the development of an HR system to support the objective of a more sophisticated, state of the art, information systems technology. In this document, I will outline my plan for the new Information Technology system following in detail the Software Development Life Cycle (SDLC) for the project.
Information Gathering:
Information gathering occurs during the analysis phase of the SDLC and is the foundation of this project. In the analysis phase, the information gathered are used to create report definitions and layouts, screen definitions and layouts, data element definitions, and workflow diagrams.
In order for it to be successful, it starts with a high-level meeting with the COO Hugh McCauley. In this meeting, I will ask Mr. McCauley to assign stakeholders and dedicate them to this information gathering process. The Ideal stakeholder would be a manager or supervisor from each area of the department who has everyday working knowledge of the current HR IT system and the IT technical staff whose job it is to ensure the new system will work under the current IT infrastructure. At the end of this meeting, I would explain to the COO that I plan to follow the software development life cycle (SDLC) and use joint application development (JAD) sessions for information gathering. JAD will provide a well-organized written document upon the conclusion of the sessions that itemizes the processes that will take place along with who will be working on each task.
Information Gathering Techniques:
During the analysis phase of the SDLC, I plan to work with the task force to develop use cases that identify all aspects of their business that are critical to HR. I will gather the information to be utilized for the use cases through JAD sessions. “ A use case represents how a system interacts with its environment by illustrating the activities that are performed by the users of the system and the system’s responses” (Dennis, Wixom, & Roth, 2012, p. 148).
My goal for this project is to create a set of use cases for every task that is required for the HR users to do their job. Use cases are designed to depict a certain task from the user’s perspective. Therefore it is vital to have significant input from the task-force during this process. While building the use cases, my focus will be to gather the following information: (1) what are the business processes and operations, (2) how are the business process performed, and (3) what are the information requirements. Identifying these three elements during the case building process will ensure that the foundation of this project is complete.
The use cases will be built during JAD sessions. JAD sessions are the preferred technique for this process due to it requires team involvement both from the users and the IT department. These sessions will be used to hold everyone involved accountable for their role in this project. I plan to utilize a series of workshops where the team of key players from the business side and the information technology side meet to discuss and resolve business critical issues and then develop solutions to meet those needs.

Each JAD session will have well-defined objectives, detailed agenda and guidelines, visual aids, and a final document containing all decisions made by the group. An agenda provides the structure; a facilitator directs the process; visual aids clarify concepts being discussed, and group dynamics, with constant feedback, stimulates creativity through collaboration. A critical factor in a successful JAD session is to have all important stakeholders present and available to collaborate and make decisions. Stakeholder participants may vary depending on the objective of the JAD session.
While JAD sessions will be the primary platform for information gathering, I also will be observing users directly from their workstations to gather additional information that was not disclosed during the JAD sessions. These observations will also assist me in becoming more comfortable with how the new system can improve their productivity.
At the end of the information gathering process, the scope of the project will be defined. The scope will provide everyone involved with a document that describes the project in detail, including a timeline. According to “Project Scope Management” (2009) “If a projects scope is clearly identified and properly associated to the resources, time and budget throughout the project lifespan the likelihood for success is greatly improved” (Why Is scope so Important). The scope essentially holds everyone accountable so the project can be completed on time and on budget.

During the analysis phase of SDLC, a feasibility study occurs. According to “Reference for Business” (2014) “The feasibility study investigates the problem and the information needs of the stakeholders. It seeks to determine the resources required to provide an information systems solution, the cost and benefits of such a solution, and the feasibility of such a solution” (Feasibility Study). An IT systems analyst does this study through a variety of methods. The methods I recommend for this project are: collecting, examining, and analyzing documents, reports, layouts, procedures, manuals, and any other documentation relating to the operations of the current system.
Application Architecture:

According to "Wise Geek Application Architecture" (2014), “Application architecture is the organizational design of an entire software application, including all sub-components and external applications interchanges” (Para. 1). Riordan Manufacturing’s new HR system will use a star topology for its application architecture. The primary function of the star topology is to connect multiple computer systems together through a central computer. It is common for the central computer to be a mainframe or midrange computer system depending on the organization. The sole purpose of a central computer system is to link computers together to allow them to run efficiently. This process will ensure the computer systems can communicate with each other in the most efficient way possible The second part of the application architecture is the software that will be used to develop the system. Once the software has been developed to Riordan’s specifications, it will then be made available via CD-Rom. The system software will then be loaded onto all computers in Riordan Manufacturing’s HR department. The CD will contain the system software, up-to-date drivers for the components and all necessary information about the system they will be using. The new system will be designed to run on the current operating system utilized in today’s environment, ensuring the installation time to install the software will be minimal with fewer complications. All applications will be tested to ensure they work properly prior to the installation process. The new system will be installed in a timely manner allowing us the time required to repair any problems that arise from the installation. Although the current operating system on the computers will be utilized, we will be upgrading all HR computers with the latest components to ensure they are capable of running the new software per Riordan’s work order request. These upgrades will include memory cards, CPU’s, graphics/video cards, motherboards, and CD-Rom drives. In addition, all computers will be updated to include all necessary drivers as they pertain to the hardware. Riordan has specified that the legacy system be brought up-to-date with the newest technology. This includes replacing old programs with newer files to ensure better quality, and functionality can be attained. Updating the existing computers with an identical level of upgrades will allow for a smoother transition to the new system.
Process Design: As part of the design phase of the software development life cycle (SDLC), the process design plays a critical role in this project. Now that all components have been identified, it is time to ensure that all components can work together. This process takes place during the process design phase of the project. Process design provides the developers with a barometer giving them a sense of how the project is coming together and ensuring all components are suitable with each other. Process design will be used throughout the development of the software to ensure all components work together effectively without conflicts with hardware and software Process Design plays a significant role in the design phase of the project due to this is where bugs in the system are identified and corrected. The more errors that can be identified and corrected here will ensure a greater chance of success during deployment of the new system. Process design will be documented allowing developers to see what is expected, and to meet the system requirements of the new system. This will help to ensure that the system is effective and will work properly. The ultimate role of Process Design is to provide developers with a blueprint for creating a new system. Process Design allows the system to be developed in less time due to it being outlined in full detail ensuring the six-month installation window is attainable.
Security Control:
Given the type of personal information data that is essential to Human Resources, security control must be a top priority in protecting sensitive data. According to "The Ten Best Practices For Secure Software Development Introduction" (n.d.), “Building secure software is the responsibility of all the stakeholders involved with the software development lifecycle (SDLC)” (Para. 1). Security control starts with a solid up to date firewall such as Microsoft’s ISA, or Cisco’s ASA products. This will keep outside intruders in check, and this is where a significant portion of today’s security breaches occur. In addition to a solid firewall, the network will also be monitored along with the new system for malicious activity. I recommend encrypting the data and the files that house the data. Most intruders have sophisticated algorithms systems in place that allow them to read sensitive material. Encryption ensures the data is virtually unreadable.
Next up for security control is to lock all files with a secure password that only authorized users can access. I also am recommending that the systems administrator be given a full control password to override the user passwords should it be needed. The system administrator will be responsible for user passwords to address employee turnover, or termination of employment. Every computer on the network will have a password that only the person assigned to that computer uses. Training the users on the importance of password integrity will be in place.
Setting user access to control the files they have access to is also important. For example, a user that only needs access to set up new HR employees up on the new system, will not have access to unnecessary files once the new user has logged onto the system. This will help to eliminate abuse to the system by internal HR employees.
Information Systems Architecture: * The new HR system for Riordan will address all of the issues that have been identified by management. The architecture of the system includes the data that will be entered into the system will be employee information. This information is sensitive an includes addresses, phone numbers, social security numbers, bank account information, driver’s license numbers, and date of birth. Processes that will be used in the new system include employee lookup, storing corrective action documents, violations, termination records and all other HR records deemed necessary by HR management at Riordan. The new system will use a GUI interface for employees to access employee information. In addition, users will be allowed to make modifications to employee data such as new employee records. The network will be monitored and set up so that all computers within Riordan’s HR department can communicate with the new systems and to each other in an efficient manner. All computers will connect to the new system through the secure network ensuring the employees of the HR department can connect to the network and perform their job duties outlined by management.
Implementation
The new information technology system has been through the analysis and design phase, it is time to move into the implementation final phase of the SDLC process. The implementation portion of this project is where the system is put into a working environment. “During implementation and operation, physical design specifications must be turned into working computer code” (Joseph, 2012, P. 319). This includes pulling all of the moving parts together in order to get the system into a run state. The new information technology system will be rolled out slowly in order to demonstrate to Riordan’s Human Resources Department how it works. The main focus here is to not interrupt the business during the rollout of the new product. We will be conscious of this concern and will devise a plan in order to attain that goal. In this section of the presentation, I will outline in detail all aspects of the implementation phase including coding, testing, installation, documentation, training, and support.
Coding
Coding is the section of the implementation portion of the project where developers create the programs that make up the system. These programs will address all of the business issues identified by the stakeholders during the analysis phase of the SDLC process. The developers will produce programs to make the Human Resources employees jobs easier on a day to day basis, including accessing employee information, where and how to store that information and where is the information going to be stored. The scope of this project, identified the areas that needed to be addressed, and these programs will solve those issues in the most efficient way possible.
Testing
Even though testing takes place throughout the SDLC process, now is the most critical time for testing just before go live. According to"The Benefits Of Testing Software By Project Phase"(2014), “Generally software testing is relegated to one phase of the software development life cycle” (Para. 2). The developers and quality assurance areas of the IT team will test every program for errors and functionality. Users of the Human Resources area will test for scenarios with live data.
Just as important as testing, yielding the results of testing is just as important. It is important for developers to work behind the scenes to find and correct any errors identified with testing. It is also crucial for the systems analyst to work closely with the users and be the middle person between the user community and the developers. This will ensure that all areas of concern are addressed in the most efficient way possible. No software package is perfect, and this one is no exception. Testing if done properly will make the transition to the new system as flawless as possible The developers will load the new system onto a few select computers during testing to check for functionality and performance. This will gauge the time required to install the system on all computers in the Human Resources are identified for the upgrade and the network performance. Network performance is a critical part of this process. Even though, the network has nothing to do with the programs functionality, if it does not perform well, it can derail the project and frustrate users and the business. Testing is also work in progress, knowing that when problems arise, they can be fixed in a minimum amount of time. User testing will be performed as well as a beta test. The beta test will be performed with live data, further enhancing the testing process to identify errors. Finally, an acceptance test is performed, and this is where developers and stakeholders sign off on their testing with an approval to proceed to installation.
Installation
Now that testing is complete, the next step in the SDLC process is the Installation of the new system. During this stage of the project, the new software will be installed onto every computer in Riordan’s Human Resource Department. This installation will take place after hours per managements request not to interrupt or impact the business. Installation of the software is the actual go live of the new system. It will now be part of the daily routines performed by the human resource employees. Even though, the system has been tested thoroughly, errors can still be uncovered. It is crucial during this process for the systems analyst to work closely with the users and the developers to put out any fires as quickly as possible. All applications should be checked for accuracy and functionality. The system should have a positive impact with the users on performance alone. That said, it will take a period of three to six months to tune the system for final approval The employees will be trained to use the new system properly during installation and the application software that has been installed. Testing and installation is where users and developers can get a first look at all of the work that has gone into this project. The new systems identity is established during installation, and now it is a part of the daily routine of the human resource department.
Documentation
Although the process of documentation proceeds throughout this project, it receives special attention now. Documentation includes a formal written document including all of the pieces of information that users will need to know. This includes key elements of the software, as well as functionality and how to use the software. Troubleshooting will be outlined in the documentation and any other piece of information deemed necessary for the end user to do their job.
Training
In this instance, each user of the system will be properly trained by the programmers on how to use the new system, how to use the application software, and they will be trained on how to apply the system to their daily workload. Proper training will ensure the users can get off the ground running on day one using the new system. This will also help the Human Resources Department to get better use of the system and how to enhance the system going forward.

Support Support is ongoing and will be provided by the developers along with the systems analyst should a problem arise with the application software or the new system itself. Support includes over the phone and face to face if need be on should a problem be identified on the system. Initially, support will require a significant amount of time, over time, however, that time will diminish greatly as users become more familiar with the new system. The developers will also provide services such as updates, diagnostics and correct any errors that may occur.
Benefits
The benefits of using these defined and repeatable processes to accomplish the implementation stage are the company will get the best use of the new software. They will learn how to use the system in order to perform the functions of their jobs as well as how the system can better certain aspects of their duties. According to "Implementation Phase"(n.d.), “During the implementation phase, the automated system/application or other IT solution is moved from development status to production status” (Implementation Phase). The system should perform up to and exceed expectations of Riordan’s Human Resource Department. The overall performance of the system will enhance their ability to perform more efficient than in the past. The steps outlined in the implementation process provides a blueprint to follow in keeping the project on time and budget. Riordan Manufacturing’s Human Resource Department will benefit greatly from the new software by speeding up processes, make their jobs easier, saving time and money, yielding better results, and taking advantage of a state of the art more sophisticated information technology system.

References:
Dennis, A., Wixom, B. H., & Roth, R. M. (2012). System Analysis and Design (5th ed.). Retrieved from The University of Phoenix eBook Collection database.
Project Scope Management. (2009). Retrieved from http://www.umsl.edu/~sauterv/analysis/6840_f09_papers/Wich/scopemanagement.htm
Reference for Business. (2014). Retrieved from http://www.referenceforbusiness.com/management/Str-Ti/Systems-Analysis.html
Wise geek application architecture. (2014). Retrieved from http://www.wisegeek.org/what-is-application-architecture.htm
The ten best practices for secure software development Introduction. (n.d.). Retrieved from https://www.isc2.org/uploadedFiles/(ISC)2_Public_Content/Certification_Programs/CSSLP/ISC2_WPIV.pdf
Joseph, S. Valacich. (2012). Essentials of Systems Analysis and Design. Retrieved from The University of Phoenix eBook Collection database.
The benefits of testing software by project phase. (2014). Retrieved from http://searchsoftwarequality.techtarget.com/tip/The-benefits-of-testing-software-by-project-phase
Implementation Phase. (n.d.). Retrieved from http://www2.cdc.gov/cdcup/library/pmg/implementation/