Gap Assessment & Visual Map

OL 667 Final Project Milestone One: Gap Assessment & Visual Map
Overview: Your organization is contemplating the purchase of a new human resource information system and has tasked you with formulating a
proposal. Organizational details for you to consider for this assignment are as follows:
 There are a total of 500 employees at the site; 450 non-exempt employees who clock in and out each day, and 50 exempt employees
who do not use a time clock and are paid a standard weekly salary.
 The organization has an electronic time capture and payroll system already in place that is:
– Manually updated when employees are hired or terminate employment
– A stand-alone application, not interacting with any other database system
– Maintained by two full-time payroll administrators, reporting to one payroll manager
 Human resource records are primarily paper-based:
– Employee personnel files are maintained in file folders
– Personnel files are manually updated with demographic, performance, and disciplinary information
– Demographic data is available currently in an Excel database, which is manually updated
– Personnel files are maintained by four full-time human resource clerks, who are non-exempt and report to the full-time HR
manager
The new HRIS is expected to drive a self-service approach to records management, while also ensuring confidential and proprietary data is
secure. For this milestone, you will be working on the gap assessment and informative visual maps. In a 4–5 page paper with a minimum of
three scholarly sources, compare the current human resources data collection system with at least two new HR information systems that are
being considered. This milestone is due in Module Four.
This assignment will assess the following course outcomes:
 Illustrate the interdependency of HRIS systems with existing organizational data collection systems through informative visual maps
 Design gap assessment processes that capture the critical organizational needs and requirements for the implementation of an HRIS
system
Prompt: Your paper should answer the following: What are the major factors to consider when an organization is considering upgrading or
implementing a new human resource information system?
Specifically, the following critical elements must be addressed:
 Gap assessment – What is the present situation (legacy system), the desired future state (new HRIS), and the gaps that exists between
them for the following areas of the organization?
o Information Systems – requirements for hardware and operating system software architecture
o Human Resources – demographic employee data variables (distinguish which system maintains, how information is updated,
any controls, and connectivity with other support functions) and security of the data (availability to functional levels, e.g.
employee, manager, finance, operation managers)
o Operations, Finance, Quality – productivity (more or less work) of employees (management/non-management) and cost versus
benefit
 An informative visual map illustrating:
o the current state (no HRIS)
o the future state (HRIS system in place)
o the interdependency and/or replacement of other databases
Rubric
Guidelines for Submission: Written components of projects must follow these formatting guidelines when applicable: 4–5 pages; a minimum of three scholarly
sources; double spacing; 12-point Times New Roman font; one-inch margins; and APA format for all elements.
Critical Elements Exemplary (100%) Proficient (90%) Needs Improvement (70%) Not Evident (0%) Value
Gap Assessment
(Information Systems)
Meets “Proficient” criteria and
gives examples based on
scholarly research
Analyzes gaps in current and
future situations for critical
organizational needs for the
information systems area when
contemplating the
implementation of an HRIS
Analyzes gaps in current and
future situations for the
information systems area, but
misses some critical needs or
does not discuss identified
needs in sufficient detail
Does not adequately analyze
gaps for the information
systems area
30
Gap Assessment
(Human Resources)
Meets “Proficient” criteria and
gives examples based on
scholarly research
Analyzes gaps in current and
future situations for critical
organizational needs for the
human resources area when
contemplating the
implementation of an HRIS
Analyzes gaps in current and
future situations for the human
resources area, but misses
some critical needs or does not
discuss identified needs in
sufficient detail
Does not adequately analyze
gaps for the human resources
area
25
Gap Assessment
(Operations/Finance/
Quality)
Meets “Proficient” criteria and
gives examples based on
scholarly research
Analyzes gaps in current and
future situations for critical
organizational needs for the
operations, finance, and quality
areas when contemplating the
implementation of an HRIS
Analyzes gaps in current and
future situations for the
operations, finance, and quality
areas, but misses some critical
needs or does not discuss
identified needs in sufficient
detail
Does not adequately analyze
gaps for the operations,
finance, and quality areas
25
Visual Map
(Current State)
Meets “Proficient” criteria and
logical sequence is apparent
and detailed
Clearly demonstrates the
current state of the existing
data collection system
Vaguely demonstrates the
current state of existing data
collection systems
Does not demonstrate the
current state of existing data
collection systems
5
Visual Map
(Future State)
Meets “Proficient” criteria and
logical sequence is apparent
and detailed
Clearly demonstrates the major
aspects of the proposed HRIS
Vaguely demonstrates the
major aspects of the proposed
HRIS
Does not demonstrate the
major aspects of the proposed
HRIS
5
Visual Map
(Interdependency)
Meets “Proficient” criteria and
logical sequence is apparent
and detailed
Clearly demonstrates the
linkage and interdependency of
existing data collection systems
to a proposed HRIS
Vaguely demonstrates the
linkage and interdependency of
existing data collection systems
to a proposed HRIS
Does not demonstrate the
linkage or interdependency of
data collection systems
5
Articulation of
Response
Submission is free of errors
related to citations, grammar,
spelling, syntax, and
organization and is presented
in a professional and easy-toread format
Submission has no major errors
related to citations, grammar,
spelling, syntax, or organization
Submission has major errors
related to citations, grammar,
spelling, syntax, or organization
that negatively impact
readability and articulation of
main ideas
Submission has critical errors
related to citations, grammar,
spelling, syntax, or organization
that prevent understanding of
ideas
5
Total 100%

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