Plan to Implement System Changeover

The assignment content outlines a new system for assessing employee retention within an organization. The 'TO BE' process is developed to showcase improvements made to the current HR system, including the addition of employee assessment after training. A physical and logical network diagram is provided, along with entity relationship diagrams (ERD) and 3NF tables to illustrate data aspects. Testing plans are also discussed, as well as a training plan for trainers who will administer the assessments. The implementation of this new system does not require major changes or hiring/firing of employees, only software development costs.

HR Improvement Process
Assignment 2
Student Name:
Student ID:
Course Name:
Course ID:
Faculty Name:
University Name:

Abstract
The current paper focused on understanding the new system that should be developed within
the selected organization to improve the HR process and retain employees within the
organization. The current paper developed ERD and 3NF table for the new system which
further helped in understanding the system.

Table of Contents
Abstract......................................................................................................................................1
Introduction................................................................................................................................3
Time Management Plan.............................................................................................................3
“TO BE” Process........................................................................................................................6
Comparing “AS IS” and “TO BE” Process................................................................................7
Physical and Logical Network...................................................................................................7
Entity Relationship Diagram..................................................................................................7
Data Normalization................................................................................................................8
Testing........................................................................................................................................9
Training......................................................................................................................................9
System Changeover..................................................................................................................10
Report to Top Management.....................................................................................................10
Conclusion................................................................................................................................11
Reference List..........................................................................................................................11

Introduction
The current paper is the next stage to the previous assignment and it will mainly focus on the
improvements of the issues that were identified in the previous paper. As understood from the
previous development, a digital marketing company is willing to hire increased number of
staff members within the organization. The hiring requires that the improvement in the HR
system is made as the current HR system is unsuccessful in retaining the employees within
the organization for long (Edwards & Ewen, 1996). The reduction in the turnover with the
help of system improvement is the key objective.
The second chapter will outline the time required to complete the current project using the
MS Project software. The third chapter will show the improved HR process that has been
suggested to the organization. The fourth chapter compares the newly developed “TO BE”
process and “AS IS” process. The fifth chapter will focus on the Entity-Relationship Diagram
for the selected organization. The sixth chapter will show the 3NF table which will include
the entities from the previous development (project). The seventh chapter will explain the
testing to be conducted for the new information system. The eighth chapter will showcase the
training requirements plan. The ninth chapter will showcase the plan that is required for the
system changeover within the selected organization. The tenth chapter will focus on reporting
to the management about the design and implementation phases. Finally, a conclusive remark
is given.
Time Management Plan
The time management plan, developed using MS Project, is shown in the image below:

The table below shows remaining detailed for the time management plan:
Activity
No.
Activity Name
Description
Duration Start Finish
Planned Action Status
0
Assignment 2 -
HR System
18 days?
Mon
01-
05-17
Wed
24-05-
17
Complete
1 Review
Previous
Project
Development
Reviewing
previous
project.
1 day?
Mon
01-
05-17
Mon
01-05-
17
Reviewing
previous project.
Complete
2
Develop TO
BE Process
Developing
improvements
in new system
2 days
Tue
02-
05-17
Wed
03-05-
17
Developing
improvements in
new system
Complete
3 Compare AS
IS and TO BE
Comparison
among old
2 days Thu
04-
Fri 05- Comparison
among old and
Complete

Process
and new
system
05-17 05-17
new system
4
ER Diagram
Development
Developing
ER Diagram 2 days
Mon
08-
05-17
Tue
09-05-
17
Developing ER
Diagram
Complete
5
Data
Normalization
Developing
3NF table 2 days
Wed
10-
05-17
Thu
11-05-
17
Developing 3NF
table
Complete
6
Testing
Testing types
to perform 2 days
Fri
12-
05-17
Mon
15-05-
17
Testing types to
perform
Complete
7
Training
Groups of
people to be
trained
2 days
Tue
16-
05-17
Wed
17-05-
17
Groups of people
to be trained
Complete
8
System
Changeover
Plan to
implement
the change
2 days
Thu
18-
05-17
Fri 19-
05-17
Plan to implement
the change
Complete
9
Report to Top
Management
Reporting
development
to
management
2 days
Mon
22-
05-17
Tue
23-05-
17
Reporting
development to
management
Complete

10
Delivery 1 day?
Wed
24-
05-17
Wed
24-05-
17
Complete
“TO BE” Process
The TO Be Process has been shown in the diagram below. It has been developed using the
MS Visio software:
Diagram considering the BMPN notation is given below:

Comparing “AS IS” and “TO BE” Process
The AS IS process developed in the previous assignment tried to showcase the existing HR
process of the organization. However, the TO BE process is developed to showcase the
improvements made to the current system. The improvement has been made only in one
module and that is the addition of the assessment of the employees who go through the
training process. The new employees who will be hired will go through training and after
that, they will be subjected to assessment. The assessment will try to understand that whether
the training provided to the employee has been retained by them. The feedback will allow the
assessor to understand whether the employee should be subjected to retraining or (s)he should
be sent to on the job. The new system will have testing modules that will test the various
knowledge areas of the employees. The testing will have various assessment types such as
multiple choice questions, open ended questions, and others.
Basically, the employee will be using an Assessment System that has been suggested for the
organization.
Physical and Logical Network
The current section shows the physical and logical network for the new system. The first
section shows the ERD Diagram for the assessment system that will be introduced in the HR
Process and the second section shows the data normalization for the same.
Entity Relationship Diagram
TH ER Diagram will help get a unified view of the suggested system (Chen, 1976). The
image below shows the ER Diagram for the new Assessment system:

Data Normalization
The tables below show the 3NF table considering the entities that have been shown in the
previous task. 3NF data normalization ensures that the duplication of the data is prevented.
Employee Detail
Emp ID Sex Username Password
001 M ABC Fghj
002 F DEF Gh56
003 M HIL Kjh53
Exam detail:
Emp Id Results
001 Pass

002 Pass
003 Fail
Assessment Detail:
Username Module Test
ABC Module 1
DEF Module 2
HIL Module 1
Testing
Given below are the types of test data that will be used to conduct the testing:
1. Valid Test Data: This will ensure that the functions in the current system comply as
per the need and intention.
2. Invalid Test Data: Processing of invalid values should be understood.
3. Boundary Test Data.
4. Wrong Data Formats:
5. Absent Data: This will help understand how the system is taking on the blank field.
Training
The training to use the system will be given to the trainers who will be providing training to
the new employees. They should know how to take the test and the information they will
require to begin of conduct the test (Jacobs, 2003). The training plan for the new system is
given below:

- Conducting one hour training session after system implementation, assuming that the
users are good at operating basic elements of a computer system.
- The first phase will be introduction of the system interface
- The second phase will be how to add new tests and take assessment
- The third phase will be on how to generate results and prepare a report
System Changeover
The implementation of the TO BE process in the organization does not require major
changeover plan. The current system will be operational on the currently installed computer
system and can be used by the HR trainers to take the assessment. Therefore, no exchange,
hiring or firing of human resources are required. Also, only cost required will be in the
development of the software and not in the installation of the hardware.
Report to Top Management
Report
The current report outlines the brief on the new system implementation that should be
introduced in the current HR Process to improve the effectiveness of the training which is
likely to further aide in more retention of the employees. It has been considered that better
training can help employee learn more and thus perform better.
Objectives
The objective of the new suggested system is to include employee assessment aspect after the
completion of training.
Processes Undertaken

The system will be developed considering the modules that will be taught to the new
employees. The new system will be integrated to the current HR system. A TO BE process
was developed to understand where the new system will fit. The ERD and 3NF table helped
understand the data aspects.
Scope
The current system will be focused on taking the tests of the employees and it will provide
the results to the trainer which can be later forwarded to the employees as per HR discretion.
Recommendations
It is recommended that the new system should be implemented within the organization as it
will improve the employee retention within the organization.
Conclusion
Overall, it can be stated that the new system will help the organization in improving the
employee retention by introducing employee assessment aspect. This will also assist HR in
knowing which area of the employees are weak and then the HR can focus on improving
those aspect.

Reference List
Chen, P. P. S., 1976. The entity-relationship model—toward a unified view of data. ACM
Transactions on Database Systems (TODS), 1(1), 9-36.
Edwards, M. R., & Ewen, A. J., 1996. 360 ̊ Feedback: The Powerful New Model for
Employee Assessment & Performance Improvement. Amacom.
Jacobs, R., 2003. Structured on-the-job training: Unleashing employee expertise in the
workplace. Berrett-Koehler Publishers.