GenRays HRIS Implementation: IT Project Management Task Solution

This document presents a comprehensive IT project management solution for the implementation of a Human Resources Information System (HRIS) at GenRays. It includes a detailed analysis of project management tools based on PMBOK Guide knowledge areas, such as integration, scope, time, cost, quality, human resources, communications, risk, procurement, and stakeholder management. The solution provides a project charter outlining the purpose, objectives, benefits, and deliverables of the HRIS project, along with a milestone schedule and approval requirements. Furthermore, it includes a project scope document defining the project's background, objectives, schedule, vendor cost proposal, and evaluation criteria. The document also features a Work Breakdown Structure (WBS) dictionary, risk assessment, team organization chart, and stakeholder analysis. This project showcases a strategic approach to HRIS implementation, focusing on efficiency, cost savings, and improved human resource management practices.

Running head: IT PROJECT MANAGEMENT
IT Project Management
Nick Curran
Western Governor’s University

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Task 1: GenRays Human Resources Information System (HRIS)
A. Understanding Project Management Tools
PMBOK Guide Knowledge
Areas
Discussion on
recommended tools
Justification for Tools
Project Integration
Management
Project Charter The tool is defined as the
essential concept behind the
suggested HRIS. This is done
by outlining the scopes and
goals of the existing project
(Laudon & Laudon, 2016).
Project Scope Management Work Breakdown Structure
(WBS) and Statement of Scope
(SOS)
The Statement of Scope is
vital to the project. This is
because this has been outlining
the deliverables, scopes and
justifications that is agreed on
by stakeholders (Harrison &
Lock, 2017). On the other
hand, the work breakdown
structure has been providing
the visual presentation of the
details of SoS.
Project Description Springloops, Basecamp The descriptions of the
project includes the issue to be

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addressed by the project, the
objectives of the project and
project plan, describing the
tasks to be undertaken by
members (Marchewka, 2014).
Springloops is a browser of
supervision. This integrates the
management of a project. This
has been counting the distinct
AJAX browser along with
Basecamp integration. The
Basecamp is seen as the most
effective project management
along with the collaboration
platform. This has comprised
for features like commenting,
project overviews, time
tracking, milestones, and
message boards, file sharing
and to-do lists (Sligo et al.,
2017).
Project Time Management Gantt Chart This is a significant tool for
project managers. Tracking
resources, tasks and phases

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against time is helpful.
Project Cost Management Cost Control, Cost
Budgeting, Cost estimating,
EVM or Earned Value
Management
The EVM is vital for the
business since it measures
various performances. These
are done as per time and cost
accurately. Here, the
estimation of cost is critical
since it establishes the actual
value of resources that are
needed to be deployed in the
HRIS project (Kerzner &
Kerzner, 2017). On the other
hand, cost budgeting is a vital
tool. This helps the projects
manages for estimating and
controlling actual and fixed
costs. Ultimately, the cost
control is useful the managers
to control and monitor the
costs of projects.
Project Quality Management Histogram, Pareto Diagram,
Flow Chart, Cause and Effect
Diagram, Control Chart,
Scatter Diagram, Check Sheets
The plan of quality
management uses various tools
for defining and measuring
various acceptable levels of

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quality in that project
(Nicholas & Steyn, 2017).
Different instances of quality
management tools to be used
here are check sheet, Pareto
Chart, stratification chart,
control chart. Here, the
importance of the tools is that
they are utilized effectively in
quality assurance, quality
control and quality
management.
()Project Human Resource
Management
Organizational Theory,
Networking, Text, RAM or
Responsibility Organizational
Charts
The organizational charts are
helpful to outline authority and
report the lines. The RAM is
utilized here for defining the
roles of team members in
development. The text, on the
other hand, demonstrates the
role, responsibility and
position of each team member
(Peltier, 2016).
Project Communications
Management
Information Management
System, Meetings
It is done on various
applications used for managing

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and delivering accurate and
relevant information on that
project. Here, the meeting is
the most effective process that
different project managers can
communicate with project
stakeholders.
Project Risk Management The cause and effect diagram,
SWOT Analysis, Probability
and Impact Matrix
The first one is useful to
understand how various factors
are being interconnected to
multiple risks. The second one
is a planning tool for analyzing
threats, opportunities,
weaknesses and strengths of
the HRIS systems. The last one
helps in prioritizing risks
(Pollack & Adler, 2015).
Project Procurement
Management
Make or Buy Analysis,
Contract Change, Control
System, Record management
system
It decides on whether to
develop the system in-house or
get it outsourced. Moreover,
the contract change control
system is helpful here. This is
because it delivers the formal
method to fulfill the contract

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change request as any
procurement goes on. Lastly,
the record management system
can be used for documenting
policies, procedures and
contracts that are used in the
process of project
management.
Project Stakeholder
Management
Stakeholder Analysis, Project
Management Information
System
The first one can be utilized
by project managers for
outlining all the levels of
stakeholder involvements in
deploying HRIS systems
(Kostalova, Tetrevova &
Svedik, 2015). The second tool
is vital to disseminate and
collect accurate and related
information about a project to
stakeholders.
B. GenRays Project Charter
Project Title
Human Resources Information System (HRIS)

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Purpose
Here, in this case, the suggested HRIS intends to enable the GenRays in migrating from the
present state of primitive payroll.
Description
The HRIS is expected to provide the business with a core database for every employee. This
efficiently manages data of human resources like compensation, performance, attendance, terms of
engagement and personal information. Moreover, the system is intended to closely work with the
finance, logistics, accounting system, purchasing that are implemented for the effective management
of funds of the company (Laudon & Laudon, 2015). This consists of various HRIS systems having
different modules that help the HR manager in managing the human resources regarding optimum
performances. Moreover, the modules include the attendance and time module, recruitment module,
self-service module, a payroll management module and recruitment module (Martinelli & Milosevic,
2016).
The objective of the project
 The main objectives and goals of the suggested HRIS are as follows:
 Offering comprehensive functionality to managers of human resource and the organization at
large.
 Offering effective data assessment for critical reporting.
 Rise in efficiency to manage the human resource of the company
 Offering higher risk management to the business
 Offering the staffs with the platform that they can access the effective self-service regarding
repetitive operations.

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Demonstrating expected benefits or success criteria:
Success Criteria Indicator Measure Expected Benefits
Rise inefficiency of
human resource
management and
processing of data
The time utilized for
processing employee
data
The time spent over
managing the
workforce by the
various employees
available
Automating
collection of data and
management.
Rise inefficiency of
human resource
management
The accuracy of
user’s information and
a process of execution
Multiple records that
are managed
according to a specific
time
Helping departmental
managers for having
adequate access to
data of human
resources (Too &
Weaver, 2014).
User satisfaction This includes the
attitudes of users and
different beliefs
Measuring levels of
satisfaction while
testing the systems
Helping users for
performing duties with
the duties with ease.
System Usage Here, all the
modules working
towards meeting the
business necessities
and acceptance of
users (Shojaie et al.,
2016).
System and user
acceptance testing
Assuring the system
modules that has been
expertly and meeting
the user needs
(Zwikael, 2016).

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Discussion on the process of funding
As the project planning phase goes on, the budget is drawn for providing the project
managers with rough estimations of needed resources for implementing the project. This request for
funding is made to write on the executive of the company. This justification for funding is requested
to be explained as the meeting with the stakeholders goes on (Ahlan, Kartiwi & Sukmana, 2015).
This project would begin as the funding gets availed. Here, the management must get aware of the
probability of contingency funding as the project implementation goes on.
List of important deliverables
Here, the suggested HRIS has been entailing the deliverables for being rolling out:
 Developed IT infrastructure for meeting the latest system requirements.
 Necessities of IT equipment to be installed, delivered, acquired.
 The overall system is tested and installed.
 Conducting user training
 Needed project documentation.
Acceptable Criteria
Here, the system is accepted as that meets various criteria.
1. Every vital stakeholder necessities have been met.
2. Here, the systems help in managing, monitoring and controlling every activity of human resource.
3. The delivered system has been solving the identification of the system problem (Turner, 2016).
The overall milestone schedule
Under this section, the project progress is defined. This is used by project managers to plan,
schedule and report. This gets scheduled on starting on the date when the charter gets signed.

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Task Name Duration Start Finish
Understanding the overall time
shedule to complete the presenr
HRIS project
275 days Wed 8/29/18 Tue 9/17/19
Initialization of the project 4 wks Wed 8/29/18 Tue 9/25/18
Evaluation and selection of
vendor
5 wks Wed 9/26/18 Tue 10/30/18
Gathering requirements and
analysis
4 wks Wed 10/31/18 Tue 11/27/18
Gathering labor resources 8 wks Wed 11/28/18 Tue 1/22/19
Implementation of the system 6 wks Wed 1/23/19 Tue 3/5/19
Testing the system 4 wks Wed 3/6/19 Tue 4/2/19
Going live and supporting 6 wks Wed 4/3/19 Tue 5/14/19
Conducting user training 8 wks Wed 5/15/19 Tue 7/9/19
Peforming documentation 4 wks Wed 7/10/19 Tue 8/6/19
Preforming data analysis and
notes to accounts
6 wks Wed 8/7/19 Tue 9/17/19

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Figure 1: “Illustrating the project timeline”
(Source: Created by Author)
The requirements of approval
The executive members listed below have received and liable for the review of GenRays
HRIS’ project charter. They have authorized necessary fund for commencing the implementation.
Further, different changes to project charter are authorized by the undersigned people.
Authorized by:
Signature: __________________
Name: _____________________
Title: Project Manager
Role: ______________________
Date: ______________________

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Signature: __________________
Name: _____________________
Title: Project sponsor
Role: ______________________
Date: ______________________
Signature: __________________
Name: _____________________
Title: Company CEO
Role: ______________________
Date: ______________________
C. Project Scope Document of GenRays
Background and objectives
It is seen that the business has incurred unnecessary costs through present primitive payroll
system at various locations. Thus they have expected to put every data of human resource and
practices of management through deploying a core HRIS.
Project Description
Here, the suggested system has been effectively managing the process of employee recruitment,
personal information, attendance, time and payroll. Moreover, the system has been seamlessly

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integrating with a deployed accounting system. This is helpful for better management of the finances
of the company.
Schedule and timetable
The project is placed in the early phase of September 2019. The deployment can commence
as the project charter is signed in the early period of January. The selection of a vendor must be
finished by the end of February and needs analysis and gathering to be completed till April end. As
the timelines have adhered, this becomes possible to get the project finished during the initial four
months of the upcoming fiscal year.
Vendor Cost Proposal
Different interested vendors have asked to deliver the billing and pricing schedule. This must
be in line with the timelines of the project. The proposals of the cost need to be in a fixed free rate.
This has never been exceeding 50,000 dollars. Here, the human resource has been on the hourly rate
and must involve every work needed in the completed implementation of that system. Besides,
various expenses should remain inclusive to the provided cost schedule.
Liability of vendors
Here, the vendors are liable for delays of the project and overrunning of a budget.
Criteria of evaluation:
Here a selection of different vendors are lying on the following basis:
 The capability of delivering the needed system under the timeframe set.
 The capability of delivering the overall solution of working.
 Total number of years for running the business.
 Capability of the organization in accommodating the changes of requirements.

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 Testimonials and references.
 Terms of applications like price, delivery time, business terms and conditions and customers
service.
Analyzing administrative items:
Here, the proposals are to be provided with a hard copy and electronic copy. This must be
done within 15th January 2019.

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D. HRIS WBS Dictionary
WBS# Task
Description
Task
Work
Products
Cost Duration
1.1
Project
initialization
Ensuring that it
is been ready
for lasts HRIS.
Roll-up
task
$100 7 days
1.2
Project
Charter
Assuring
stakeholders
supporting the
implementation
.
Project
charter
$100 7 days
1.3
Readiness
Assessment
Checklist
Understanding
aims and
objectives of
the system.
This also
involves
project team,
risks, budget,
risks and
methodology.
SRS $150

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This is to
assure the
organization is
ready with the
implementation
.
1.4
Business
requirements
Engaging every
stakeholders
for developing
an overall list
of
requirements.
SRS $100 14 days
2.1
Select an
HRIS solution
Examining
various HRIS
solutions
offered by
various vendors
for finding the
requirements.
$150 14 days

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2.2
Vendor
communicatio
n
Here, the
shortlisted
vendors are to
be contracted
with proper
notice.
Approval
letter
14 days
3.1 WBS
Developing
plan that must
demonstrate the
important steps
needed for
successful
deployment of
the system.
WBS $150 7 days
3.2
Data
Migration
checklist
Developing
plan to utilize
in migrating
information for
the proposed
system.
Checklist $100 7 days
3.3
Planning and
monitoring
Planning,
managing and
monitoring the
process of
Project
plan
$100 14 days

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project
implementation
.
3.4
Metric
Tracking
$250 14 days
Tracking the
project
development.

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E. HRIS Scheduling Plan
Figure 1: Gantt chart
(Source: Created by Author)
F. Significance of Scheduling plan and WBS:
The above WBS and time schedule is vital for the project deliverables. This helps in
understanding how different effective steps are undertaken in the current project of HRIS. In this
way the deliverables are crucial to ensure that the proposed project is successful.

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References
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Harrison, F., & Lock, D. (2017). Advanced project management: a structured approach. Routledge.
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scheduling, and controlling. John Wiley & Sons.
Kostalova, J., Tetrevova, L., & Svedik, J. (2015). Support of project management methods by
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