Improving Staff Utilization with HRIS Implementation Proposal

This proposal aims to improve staff utilization at Under Milkwood Pty. Ltd through the implementation of a Human Resource Information System (HRIS). It discusses the background, scope, objectives, and benefits of the proposal, as well as the BTOPP model, risk analysis, and competency matrix.

Running head: IT OPERATION MANAGEMENT
IT Operation Management
Name of the Student
Name of the University
Author Note:

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Management Summary
The proposal will be very much useful for Under Milkwood Pty. Ltd which is a gaming
organization to improve the utilization of the staffs with the help of the Human Resource
Information System (HRIS).
The recommendation for the implementation procedure of this Information system should be
done using a proper IT governance plan prepared by IT professionals. All the stakeholders
associated with this organization should be understanding the importance of this Information
System so that the existing and potential staffs are utilized in a better way.
This proposal will be having numerous segments and each of the segment will be very much
important to find effectiveness to this research proposal. The paper will be stating the
background of the research along with the scope of this project. The application of the BTOPP
model will be presented in the paper as well along with the risk associated with the
implementation of HRIS in the organization. The proposal compares effectiveness of HRIS and
other ways for better utilization of the staff. The details of the project along with the training
proposal and performance indicators will be also discussed in the paper as well. The paper will
be concluding with the recommendation unit.

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Table of Contents
Introduction......................................................................................................................................4
Background......................................................................................................................................4
Scope................................................................................................................................................5
Objectives........................................................................................................................................5
Project Proposal for implementing HRIS........................................................................................5
Business value.............................................................................................................................5
Project definition and planning phase..........................................................................................6
Area of impact for the HRIS........................................................................................................6
Training proposal.........................................................................................................................6
Performance indicators................................................................................................................7
Benefits of HRIS..........................................................................................................................7
Importance of this proposal.........................................................................................................8
BTOPP model..............................................................................................................................9
Risk Analysis.................................................................................................................................10
Competency Matrix.......................................................................................................................11
Benefits of the competency Matrix............................................................................................12
Constraints of the competency Matrix.......................................................................................12
Application of the framework in other departments..................................................................13
Comparison of HRIS with the other ways for better utilization of the staffs................................14
Recommendations..........................................................................................................................17
Conclusion.....................................................................................................................................18
Reference.......................................................................................................................................19

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Introduction
The notable determination of this proposal paper is to improve the utilization of the
human resources of Under Milkwood. The paper will be presented as the manager of the
operations department of the selected organization (Gu et al. 2016). The paper will be very much
beneficial to produce a competency matrix for staff in the operations management department.
The Under Milkwood Pty. Ltd is a global gaming organization having 100 computer
games. There are 30 different types of online games available for the consumers of the
organization. The organization has 15 games which are under the development phase and there
are 400 employees working on this organization. There are more than 15000 online consumers of
this organization (Jager and van der Vegt 2015). The turnover of the last financial year of this
gaming organization is around $175 million USD, where the net profit of the organization was
found to be $55 million USD. However, the debt of this organization is $150 million USD and
the share price is around $3:50. . The ensuing unit of the paper will be stating the background of
Under Milkwood.
Background
The gaming organization develops the games in such a way so that it is compatible with
all the major platforms. There are different types of games which are developed in the working
environment of this organization such as the pre-teens, first person shooters, real time strategy
games (Kaneda et al. 2016). Battle Net type service are provided by this organization. The
organization have numerous departments such as administration, marketing, sales, IT operations,
human resources department, hardware and research development team, software and research
development team, gaming development team and the production support team. The following
unit of the paper will be discussing the scope and objectives of this proposal.

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Scope
This proposal will be very much beneficial for the stated stakeholders of the organization.
 Administration department.
 Marketing department.
 Sales department
 Game development team of the organization.
Objectives
The objectives of this proposal are as followings:
 Understand the importance of this proposal.
 Implementation of the BTOPP appraisal in the organization.
 Production of a competency matrix for the staff in the operations management
department.
 Detailed plan and cost required for the better utilization of the human resources.
Project Proposal for implementing HRIS
This unit of the paper will be discussing the implementation plan of the HRIS in Under
Milkwood.
Business value
The implementation of the HRIS will be very much useful for Under Milkwood to
control the expedition of the recurring task using an automated system. The introduction of the
HRIs will be able to attract more potential consumers of this organization (Kuok 2017). The use
of the Information System will be very much useful of this gaming organization. The core human

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resource processes can be tracked and managed using the HRIS (Gerasimov and Gerasimov
2015). The employee data of this organization can be also managed using the HRIS.
Project definition and planning phase
The prime activities of this project are as followings:
 Documentation of the project using a proper plan.
 Defining the project deliverables.
 Organization of the project and management.
 Review the entire project after completion.
 Management review and approval.
Area of impact for the HRIS
The activities which are needed to be addressed are as followings:
 Reviewing the existing system or HR policies.
 Identify the business objective of the organization.
 Planning the conceptual design of the HRIS.
 Consider the alternatives of HRIS.
 Risk Evaluation procedure after the installation of the HRIS.
Training proposal
The implementation of the HRIS needs the following facets
 Professional technical training for the stakeholders of the IS.
 Management of the issues faced by the HR department of the organization.
 Quality of the resources which will be beneficial for the organization.
 Planning of the implementation phase.

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 The application of the analytical tools can be very much useful to understand the
effectiveness of the HRIS.
 Business training must be given to all the stakeholders of the organization who will be
using the HRIS.
Performance indicators
The improved quality of service offered by the organization in terms of the new concepts
and games. The effective implementation of the HRIS can be understood if the staffs of the
organization are comfortable working with the HRIS (Franco‐Santos and Otley 2018). The
maintenance of the market reputation in the gaming industry and the global standards are also a
performance indicators for this project. The review or the testing phase of this project can ensure
the efficiency and the productivity of this new IS. The consumers of this organization can also be
considered as the parameters of a performance indicators (Mizrahi 2017). The improved moral of
the staffs and the management team of the organization can be also considered as the
performance indicators of this project. The quality control review meetings after the
implementation of the HRIS can be the most significant performance indicator for the project as
well (Douglas et al. 2019). The following segment of the paper will be discussing the benefits of
the new IS for Under Milkwood Pty. Ltd.
Benefits of HRIS
The advantages of HRIS is as follows:
 This IS is very much user friendly in nature.
 The patches of this new IS is very easy to install.
 The internal promotions of the employees can be done is professional manner
based on their performance over a specific period of time.

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 The online hiring process can be customized according to the needs and
requirements of each departments of the organization.
 The human errors of the formal appraisal process of this organization can be
minimized using this IS.
 The employee retention is done in an organized manner.
 The newly promoted employees and their performances can be tracked in an
efficient manner using the HRIS.
 The online recruitment can be done in an effective way using the HRIS.
 HRIS training tools are readily available in the market.
 Talent matching can be done using the HRIS.
Importance of this proposal
This project proposal document will be very much important for the Investment Review
board of Under Milkwood so that they can understand the way by which the human resources
can be utilized in a better manner (Schwarz et al. 2019). The difficulties and complexities of the
incorporation of the Human Resource Information System (HRIS) which can be installed in the
professional environment of Under Milkwood (Deterding 2018). The importance of the training
schedules for all the staffs of this organization will be understood from this proposal, at the same
time the proposal will be also helpful to understand the performance indicators of the
organization as the trends in a gaming organization is always dynamic in nature.

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BTOPP model
Figure 1: BTOPP model for Under Milkwood
(Source: Created by the author)
The BTOPP model can be very much useful for this organization to drive the benefits of
Under Milkwood as it will be considering the incorporation of the HRIS for the better utilization
of the existing 400 employees of the organization (Stadtler 2015). The explanation of the model
is described in the following table.
Organization:
Under
Milkwood
Technology:
Human
Resource
Information
System
Business:
Development of
games
People:
Employees of
the organization
(400 employees)
Process: The
implementation
procedure will
be considering
the role of the
Process
Organization
Technology
People
Business

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employees in
their respective
departments.
Table 1: BTOPP model
(Source: Created by the author)
The following unit of the paper will be mentioning the risk and the analysis of those risks
associated with the implementation of the HRIS.
Risk Analysis
Risks Impact on the
organization
Evaluation of the
risk
Mitigation strategy
Employee risks High The new HRIS can be
very much new for
much of the
employees of the
organization.
Professional Human
Resource policy.
Financial risks Low Investments are
required from the
senior management
team of the
organization.
Final risk
management plan.
Prioritization of the
organizational assets
High The software and
hardware used in the
production
laboratories have
numerous risks such
as the compatibility
issue of the end
product as it has to be
compatible with most
of the regular
operating systems.
Penetration testing
procedures
Cyber security threats Medium The outsourced files
which are shared
outside the
environment are
subjected to privacy
Vulnerability
scanning tools

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and security threats
which can have a
direct negative
impact on the growth
of the business
Table 2: Risk analysis for the proposed HRIS in Under Milkwood
(Source: Created by the author)
Competency Matrix
This unit of the paper is to focus on a competency matrix for the staffs in the operations
management department at Under Milkwood. The activities of the staff working operations
management department can be evaluated with the help of the competency matrix. The
advantages and the disadvantages of having a competency matrix will be discussed in this unit of
the paper as well.
Benefits of the competency Matrix
The prime advantage of the competency matrix is the visibility of all the resources
available in the operations management department. The organizational authorities of a project
manager can be also understood from the competency matrix, and at the same time it can be also
said that the specialized skills required for the staffs of the operations department can be also
identified from this competency matrix. The increased rate of quality of products and the
improved employee competencies are the other significant benefits of the competency matrix.
From the organizational perspective it can be said that the competency matrix can be very much
useful for the managers of these organization to assign the right job/responsibility to the right
employee. The application of the competency matrix will be also helping the management team
of this organization to understand the skills and strength of each worker of the operations
department. The different types of agreements of the operations management such as the service

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level agreements can be understood in a better way with the help of the competency matrix.
Thus, all the other department of this organization which are connected with the operations
department of Under Milkwood would be benefitted if competency matrix frame is applied in the
operations management of this organization.
Constraints of the competency Matrix
However, considering all the above discussed advantages of competency matrix for this
organization there are few disadvantages of this framework as well such as the conflict in
priorities between each of the staffs of the operations management, as these aspect can have a
significant negative impact on the growth and productivity of the organization. The competency
matrix can be also beneficial to understand the non-technical competencies of the staffs such as
knowledge management, contract management and customer relationship. The efficiency of the
workers of the operations management has to be pre-calculated by the project managers of Under
Milkwood so that that desired results are obtained from these human resources. Thus, the
leadership qualities of the operational managers of this organization are very much important to
understand this aspect of the business.
Application of the framework in other departments
Thus it can be said said that the competency matrix can be very much important for both
the project managers of Under Milkwood for understanding the skills and expertise for each of
the human resources of the operations management as well for the business organization as well.
This framework can be surely used in the other departments of this organization IT operations
and sales and marketing department so that the ultimate mission and vision of the business is
achieved.

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Sample to aid recommendation
The below diagram can be very much beneficial for the readers of this document to
understand the competency matrix for few of the employees of the operations management of
Under Milkwood. The soft skills and the system expertise of the workers of the operations
management are presented in the figure as well.
Role Names
Soft-Skills
Financial planning
Management of HRIS
Communication and contract
management
Knowledge management and
leadership skills
Systems Expertise
Time Management skills
Networking skills
Coding
Spread sheet
Macro
Trading Roles
Trainee 0 1 1 0 1 1 1 1 1
Delivery channels 0 2 2 1 2 2 2 2 2
Server Personnel’s 2 3 3 3 3 3 4 3 3
Game developers 4 4 4 4 3 3 4 3 3
Quality Analysis team 3 5 4 4 4 5 5 4 2
Definitions
0 - Need not have knowledge
1 - Should have basic knowledge
2 - Should do with support
3 - Should have knowledge & do independently
4 - Should be good in theory and practical and can train
Figure 2: Competency matrix for the stakeholders of operations management department
(Source: Created by the author)
Thus, the figure helps in understand why the competency matrix can be used in the other
departments of Under Milkwood. The following unit of the paper will be discussing the time and
resources which will be required for the implementation of the HRIS in Under Milkwood.
Phase Time Resources
Phase I: Planning of the HRIS 10 days Planning and management

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team.
Phase II: Implementation of
the IS
80 days Game developers
Phase III: Performance
indicators
30 days Consumers/ Game testers
Table 3: Resources and time required for implementing HRIS in Under Milkwood
(Source: Created by the author)
Thus, based on the above discussions it can be said that the incorporation of the HRIS
can be very much useful for the organization for utilizing their human resources with maximum
potential (Steiss 2019). At the same time it can be said that the utilization of the human resources
can be done in a better way using different approaches such as improved Human Resource
policies. The other ways apart from the incorporation of the HRIS which can be beneficial for
the organization as discussed below table.
Comparison of HRIS with the other ways for better utilization of the staffs.
Ways Explanation Plan Cost associated
Incentive
employees/
performance
appraisals
The Human Resource
department of Under
Milkwood can play a huge
role to bring the best out of
each of the 400 employees
working on this organization
using attractive life insurance
packages, festive discounts,
incentives or bonuses for the
extra effort they put even
The incentive
scheme can be
conducted on a
monthly basis by
this organization.
Festive discounts
can be applied
during the festive
times such as
Christmas.
Depends upon the
performance of the
stakeholders of the
organization.

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after the shift hours (Choi,
Cheng, and Zhao 2016.). The
appraisal process of the game
developers are very much
important for better
utilization of the resources
(Augier et al. 2018). The
existing and the potential
employees of the
organization, both can be
significant affected if the HR
policies are revised.
However,
incentives and
bonuses must be
available to the
employees along
with the monthly
remuneration.
Training and
development of
the employees
Both the designers and the
developers of this
organization should be
subjected to intense training
and development schedules
so that they can develop
more trendy games
considering the dynamic
nature of the consumers of
this industry. Training the
sales and marketing team
should be very much
beneficial for this gaming
organization as it will be
helping them to understand
the current marketing
strategies in terms of the live
demo sessions during the
production of a game
Training sessions
for each of the
internal
stakeholders of
the organization
such as the sales
and marketing
departments and
the operational
tram can be done
in 6 months time.
Investments of around
$80000 USD are
required from the
management team of
this organization to
provide technical and
non-technical training
to each of the
stakeholders of the
organization.

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(Stettina et al. 2018). The
sales tram should be
understand all the probable
techniques in order to create
a huge demand for the
games. The role of the
graphics team can be
important to deal with the
graphics issues faced by the
consumers of the
organization. Training of the
production teams are also
important so that the
processes used in the
production laboratories can
be optimized.
Telecommuting The process of
telecommuting can be very
much beneficial for the
organization especially
between some of the
important long term
consumers of the
organization with the
developers or the designers
of the games so that the
quality of service can be
improved (Bolton, Greiner
and Ockenfels 2017). The
staffs working in the
production rooms can be
The plan for the
telecommuting
process can be
started once funds
are released by
the primary
stakeholders of
the organization.
Separate investments
are required from the
primary shareholders of
the organization in
order to provide each of
the employees with a
mobile device and an
active high speed
internet connection.

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better utilized if the
telecommuting is followed in
the working environment of
this organization.
Manage
interruptions
and set
milestones
The utilization of the staffs
are sometimes restricted due
to numerous
disruptions such as the
operational disruption. The
leadership qualities of the
organizations leaders such as
their decision making and
management of the
interruptions are also very
much important to deal with
the technical as well as the
non-technical disruptions of
this organization (Vesa et al.
2017). Disruption
management should be the
main focus of the floor
managers of this organization
in order to deal with the
difference in approaches for
reach of the designers and
developers.
Interruptions in
each of the
departments has
to be mitigated by
each of the floor
managers of
different
departments.
No separate
investments are
required from the chief
stakeholders of the
organization, however
the recruitment
procedure of the
organization has to be
revised so that the
managers of this
organizations can apply
their skills to utilize the
staffs in a better way.
Table 3: Compare and contrast of the ways to improve better utilization of the staff
(Source: Created by the author)

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The above discussed ways can be applied in Under Milkwood as it will be ensuring the
business in the current fashion without any disruptions and complexities (Warmelink et al.
2018). These procedure does not require any separate investment from the primary shareholders
of the organization. The plan and the cist required for each of these alternative ways has been
presented in the above table as well.
Recommendations
The recommendation for better utilization of the staffs in this business organization are as
follows:
 Incorporation of the HRIS so that the existing and the potential staffs are used
utilized in a better way.
 The incorporation of the IS should be entirely planned by IT experts.
 The role of the stakeholders associated with the project must be understanding
the need of this Information system.
Conclusion
The proposal concludes background of the chosen organization in terms of their market
value and revenue. The project proposal for the implementation of the HRIS was mentioned in
the paper along with the business value of the HRIS. The objectives of this project was also
stated in the proposal such as the need of defining the project deliverables. The area of impact of
the new HRIS can be also concluded in this paper. The facets of the training proposal such as the
need for technical training for the associated stakeholder of HRIS can be determined from this
proposal as well. The performance indicators of this plan was also stated in the paper in terms of
the easy installation of the security patches. The benefits of the HRIS can be also concluded from

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the paper such as the user-friendliness of the HRIS. The importance of this proposal can be also
concluded from the paper as well. BTOPP for Under Milkwood can be presented in this proposal
as well. The proposal helps in understanding the risks associated with the project along with the
impact and mitigation strategy such as the prioritization of the organizational assets which can be
done using the penetration tests. The proposal presents the competency matrix for the
stakeholders of the operations management. The comparison between the HRIS and other ways
for the better utilization of the staffs was also discussed in the proposal as well. The proposal
concludes with the recommendation unit stating the most feasible solution to improve the
utilization of the staff for this organization.

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