HR System Improvement for Employee Retention

The assignment is about implementing a new system for HR process improvement in an organization. The system aims to improve employee retention by introducing an employee assessment aspect after training. To achieve this, the system will be developed considering various modules and integrated with the current HR system. Testing will include unit testing and acceptance testing, while training will be provided to HR, candidates, and IT staffs. The report outlines the objectives, processes undertaken, scope, recommendations, and conclusion of the new system implementation.

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. The online assessment system for the candidates
is suggested to be developed. The system development will be followed by testing, training,
and system changeover. Unit testing and acceptance testing are considered to assess the
system. The training to HR manager, IT Staffs, and Candidates will be provided. Training to
Candidates will be provided by IT Staffs at the later stage. The direct cutover method has
been selected for system changeover.

Table of Contents
Abstract......................................................................................................................................1
Introduction................................................................................................................................3
Time Management Plan.............................................................................................................3
“TO BE” Process........................................................................................................................5
Comparing “AS IS” and “TO BE” Process................................................................................6
Physical and Logical Network...................................................................................................7
Entity Relationship Diagram..................................................................................................8
Data Normalization................................................................................................................8
Testing........................................................................................................................................9
Training....................................................................................................................................10
System Changeover..................................................................................................................11
Report to Top Management.....................................................................................................12
Conclusion................................................................................................................................13
Reference List..........................................................................................................................14

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 is shown in the table below:
Activity
No. Activity Name Description Duration Start Finish Planned Action Status

0 Assignment 2 -
HR System 81 days
Mon
01-
05-17
Mon
21-08-
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
10 days
Tue
02-
05-17
Mon
15-05-
17
Developing
improvements
in new system
Complete
3 Compare AS
IS and TO BE
Process
Comparison
among old and
new system
2 days
Tue
16-
05-17
Wed
17-05-
17
Comparison
among old and
new system
Complete
4 ER Diagram
Development
Developing ER
Diagram 10 days
Thu
18-
05-17
Wed
31-05-
17
Developing ER
Diagram
Complete
5 Data
Normalization
Developing
3NF table 10 days
Thu
01-
06-17
Wed
14-06-
17
Developing
3NF table
Complete
6
Testing
Testing types to
perform 10 days
Thu
15-
06-17
Wed
28-06-
17
Testing types to
perform
Complete
7
Training
Groups of
people to be
trained
10 days
Thu
29-
06-17
Wed
12-07-
17
Groups of
people to be
trained
Complete
8 System
Changeover
Plan to
implement the
change
25 days
Thu
13-
07-17
Wed
16-08-
17
Plan to
implement the
change
Complete
9 Report to Top
Management
Reporting
development to
management
2 days
Thu
17-
08-17
Fri 18-
08-17
Reporting
development to
management
Complete
10
Delivery 1 day
Mon
21-
08-17
Mon
21-08-
17
Complete

“TO BE” Process
TO BE Process shows the processes that will be implemented within the organization to
replace the previous existing process. Or it can be the implementation of new process within
the system.
The TO BE Process shows the improvement in the system. As stated in the previous
development, that the HR Department within the organization does not have assessment
option for the employees. The employees are generally trained and sent directly to the floor to
work. The lack of assessment led to the failure in the performance of the employees on the
floor and also HR Manager fail to understand how to which area of employees to be
improved just after the training and before sending them to the work area.
An online assessment system has been developed. It will be used by the HR Department to
conduct test of the candidates who will complete their training.
The diagram below shows the online system that is to be implemented. It is developed based
on the BPMN notation:

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 responsibility of a physical network is to connect two or more than two interfaces of
physical networks. These include all the tangible elements that can be touched and traced on
physical level. The current TO BE process will be using start topology as per the physical
network is concerned. The logical network is the part of physical network which connects
two or more than two interfaces in logical network (Xin et al, 2003). The interfaces are in the
form of software which is known to the OS. The mapping in this network is one to one
among the physical and the logical. The start topology of physical network is more likely to
appear to the users as the node being connected to the common bus which is running from
node to node. However, it will be in star as stated earlier.

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
Testing is conducted to ensure that the program is functioning correctly. There are three types
of test, namely, unit testing, integration testing, and System Testing (Acceptance Tests)
(Tilley & Rosenblatt 2016). In the current system, two of the three testing will be performed
one after another. The first is the unit testing, which will be conducted to ensure that each
module of the program is functioning appropriately such as examination module, assessment
by HR, recommendation module, and others.
The second testing will be system testing. In this, it will be assessed that the system is
effectively handling the data and the requests. Moreover, in this testing it will be tested that
whether candidate and HR can perform their individual duty.
The integration testing will not be conducted as it will a standalone program and it will have
no relation with other programs running on the system.

Training
Training is used to ensure that the stakeholders who will be using the system are well aware
of how to operate the system effectivel (Tilley & Rosenblatt 2016). In the current module,
HR and the Candidate will be receiving the training. The training for HR will be one time on
how to assess the answers of the candidate and give remarks. However, for the candidates, it
will be an on-going training as every time new member will join the company to be trained
and get assessed on their performance. IT Staffs of the company will be trained as they will
ensure that the system keeps running effectively after the development leaves the premise.
Here, the main groups for training are HR, Candidates, and IT Staffs within the company. All
the three groups will receive different training. All the trainees will be trained in their
respective groups. Direct system training will be conducted after a brief overview.
HR will be trained on following:
- System overview
- Key terms
- Start-up and shut down
- Icons and their usages
- System function from HR perspective
- FAQs
- Handling emergencies
IT Staff will be trained on following:
- System architecture
- System overview
- Documentation
- Typical user questions

- Resolving issues
- User (mainly candidates) and management (particularly HR) training
Candidates will receive training on following:
- Log in to the system
- Test taking
- Log out of the system
System Changeover
System changeover is concerned with replacing the old system with the new information
system within the organization. The system changeover within the organization can be fast
paced or it can be slow, it directly depends on the type of method adopted. There are four
types of system changeover. They are direct cutover, parallel operation, pilot operation, and
phased operation (Tilley & Rosenblatt 2016). In the direct cutover, the system is
implemented once it is operational. This is considered as the least expensive method. In the
parallel operation, the system is implemented parallel with the old system. However, this
method will not be feasible if there incompatibility among new and old system. In the pilot
operation, the system is implemented at a selected location within the company. This is least
risky method to implement the system. The four is phased operation. In this, system is
implemented in stages. The risks associated with the system are constrained to the phase till it
is implemented.
Among all the methods discussed above, direct cutover is the selected method for the current
system implementation. The reason is that the system will be used in only one department
within the organization. Also, organization is smaller in size and thus the direct cutover
method will be more feasible and there is less likely than any other aspects of the

organization will be impacted. The reason for this is that hiring does not take place on regular
basis and thus IT department will get enough time to use direct cutover method.
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. As per the system testing is concerned, unit testing and
acceptance test will be conducted. The training for HR, Candidate and IT Staffs has been
defined. System changeover method selected for this system is direct cutover.
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.
Tilley, SR and Rosenblatt, HJ 2016, System analysis and design, 11th edn, Cengage Learning,
Boston, USA
Xin, Y., Rouskas, G. N., & Perros, H. G. (2003). On the physical and logical topology design
of large-scale optical networks. Journal of lightwave technology, 21(4), 904.