Project: Implementing a Leave Management System at K2 Recruitment

This project focuses on the implementation of an automated leave management system for K2 Recruitment, a growing recruitment service provider in Australia. The project addresses the inefficiencies of the current manual leave management process and proposes the implementation of Happy HR software. It details the administrative system, system requirements, and considerations, including a comparison between Happy HR and Kronos. The project outlines the implementation strategies, including communication plans, training manuals, and risk management plans. It also covers monitoring the administrative system, potential modifications to the software, and induction plans for new joiners. The project emphasizes the importance of employee acceptance and provides written procedures for using the system and a communication email to employees. The project details the implementation plan involving HR and IT departments, and also provides a detailed risk management plan. The project concludes with an emphasis on the importance of continuous improvement and adaptation to changing needs, including the development of a mobile application and integrating employee engagement activities. The project aims to streamline the leave management process, increase efficiency, and improve employee satisfaction.

RUNNING AHEAD: IMPLEMENTATION OF LEAVE MANAGEMENT SYSTEM @ K2
RECRUITMENT 1
IMPLEMENTATION OF LEAVE MANAGEMENT SYSTEM @ K2 RECRUITMENT
Student Name
School Name

IMPLEMENTATION OF LEAVE MANAGEMENT SYSTEM @ K2 RECRUITMENT 2
Contents
Introduction................................................................................................................................1
Plan and implement administrative system................................................................................1
Administrative system............................................................................................................1
System requirements and considerations................................................................................1
Pricing features.......................................................................................................................2
Selection of leave management system..................................................................................3
Implementation strategies.......................................................................................................4
Implementation plan...............................................................................................................5
Written procedures to use the system.....................................................................................5
Communication email to employees......................................................................................6
Developing a training manual................................................................................................6
Risk management plan...........................................................................................................7
Monitor Administrative system..................................................................................................7
Usage of Happy HR software.................................................................................................7
Changing needs......................................................................................................................8
Potential modification............................................................................................................8
Communication about the change..........................................................................................9
Induction plan for the new joiners..........................................................................................9
Conclusion..................................................................................................................................9
References................................................................................................................................10

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Introduction
K2 recruitment is one of the progressive recruitment service providers in Australia. They
have been in the industry for close to 8 years now and they are continuously growing in terms
of clients and also in terms of services that they are providing. They have close 200 in-house
recruiters and as of now, they HR department takes care of leave management manually.
Many a times, employees share their leave application with the HR department and then they
cancel their leave. This leads to lot of confusion in the payroll and hence, K2 recruitment has
decided to implement automated leave management system (Happy HR, 2018)
Plan and implement administrative system
Administrative system
The HR department wastes most of their time in answering queries pertaining to employees’
leave balance, leave application status and other leave related queries and hence, the
management has decided to implement leave management system. This will ensure that the
HR department spends more time in productive activities like that of employee engagement.
System requirements and considerations
After much thought and consideration, the management has shortlisted on two service
providers who meets up with the leave management system requirement of the organization.
The comparison based on the quotes received from both the organization is shown below.
Features Happy HR Kronos
Cost $7.50 Per Employee $6.00 per employee
Features Leave and attendance management Leave and attendance management

IMPLEMENTATION OF LEAVE MANAGEMENT SYSTEM @ K2 RECRUITMENT 4
Payroll management
Labour activities
Talent acquisition
Letter generation
Training attendance recording
Talent acquisition
Letter generation
Employee number creation
Compliance
requirements
Employees’ attendance would be
recorded as per the compliance
requirement.
In payroll processing, all the
required payments would be taken
care by the software
Employees’ attendance would be
tracked as per the compliance
requirement
Ease of use Cloud based
Mobile friendly (Happy HR, 2018)
Cloud based (Kronos, 2018)
The management of K2 recruitment is very satisfied with the services provided by Happy
HR, but they would like to dig some more information before they make the final decision.
Pricing features
It is very important for K2 recruitment to consider the price at which they can buy the
software because they are not willing to make huge investment in HR software, at this point
of time.

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Cost offered by Happy HR Cost offered by Kronos
Per employee log in $7.50 Per employee/per
month
$6.00 Per employee/per
month
Set up cost $400 per year $450 per year
Cost of training the
employees
Free (Once in a month to all
new joiners)
$ 200 (Every session for a
batch of 20 employees)
Up gradation cost Free Depends on up gradation
Server maintenance $50 per year $200 per year
Backend support $ 50 (Every month) $1(For every support ticket
raised)
Selection of leave management system
After considering both the quotes received, the management decided to proceed with Happy
HR for few of the below reasons.
 Happy HR has payroll management and training attendance recording and these
features are not offered by Kronos. In the near future, K2 recruitment would
implement other systems as well which is not offered by Kronos.
 Happy HR is mobile friendly. Employees can apply leave, check their leave approval
status and leave balance while they are at home.
 The setup fee of Happy HR is cheaper than that of Kronos
 Server maintenance and backend support is also cheaper for Happy HR.

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 Finally, they would provide free up-gradation at all point of time and also they would
train the new joiners once a month so this reduces the burden of training from the
internal team.
Implementation strategies
Implementation of new software cannot be done overnight and hence, it needs to be done
slowly over a period of time. The implementation strategy that would be used by K2
recruitment is as follows: -
 All the employees would be communicated about the change which would take place
in the organization soon
 The managerial level employees would be called for a meeting, wherein they would
be educated about the features of the software. They would be requested to share this
information with their team in a formal and informal manner.
 During the implementation phase, the management communicate the features of the
software to the employees during various meetings and at the same time, continuous
emails would be shared. This will keep the employees motivated to use the new
software.
 On complete implementation, the management would request the employees to update
their leave application in the software and also in manual form, as it was being
followed in the past. This would be followed for one month and this would ensure
error-free implementation.
 Once error-free software is implemented, the old method of manual leave application,
leave balance maintenance and others would be scraped (Ketelhohn 2015).

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Implementation plan
The implementation plan would involve the HR department and the IT department in the
organization. The implementation plan is as follows: -
The HR department would explain the leave policy, leave balance, leave encashment and
other policies related to leave to the consultant
The consultant would develop a similar module and share it back with the HR department
The IT department would test the software and make a note of rectifications required
Once rectified, it would be shared with the employees and a final feedback would be taken
from them.
The HR department would be trained to approve, cancel and update the details from the
backend so that the employees aren’t completely dependent on the consultants.
The IT department would be trained to solve few technical glitches which the employees may
face commonly (Hunseok 2013).
Written procedures to use the system
The below written procedure would be shared with the employees so that they can use the
system fully.
 Login into Happy HR.
 Click on Menu
 Click on leave management
 Under this, you would see leave application, status of leave application, leave balance
and leave encashment.

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 Choose the option as per your requirement. If you want to apply leave, select the date,
mention the reason and click on submit. The leave application would go to your
manager. You can view the status in the next tab.
 If your leave application is not approved in last 9 working days, you can get in touch
your manager or HR for help.
Communication email to employees
It is very important to gain acceptance of the employees so that the implementation of
software is successful. A below email would be shared with the employees to gain
acceptance.
Whole world is moving towards digitalization and we are staying back. To move fast with the
changing needs to business, Happy HR is implemented. This software will ensure that your
leave application is quickly approved and at the same time, your leave balance will be
maintained appropriately. You can also view your leave balance from anywhere in the world.
Say bye to the manual leave applications and let’s move together faster towards
digitalization.
Developing a training manual
A training manual and video would be created so that the employees can refer back whenever
required. This training manual would be available on the intranet so that they can access it as
and when required.
Apart from that, the consultants would visit K2 recruitment in the first week of every month
of train the new joiners from the previous month (Javalgi 2013)

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Risk management plan
Few of the risks have been identified by the management and a risk management plan is
already put in place for the same. Few of the risks and the management plan for the same are
as follows: -
Risk Risk management plan
Non-acceptance among employees The employees will be motivated to use this
software by way of pointing out complete
transparency that the software offers.
IT department may find this as an additional
burden
The IT department would be paid incentives
for supporting the software. This would
motivate them to involve actively in the
implementation.
Monitor Administrative system
Usage of Happy HR software
This software has an option to check the number of visitors per day so this will allow the HR
team to understand if the software is being used to the fullest by all the employees.
The number of support tickets raised by the employees will also give a fair idea about the
usage of software.
With regards to security, all the employees would be requested to keep their login credentials
confidential so that there is no wrong usage of data at any point of time.

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Changing needs
After analyzing the usage trends of the employee, the management realized that this software
is used by employees while they are comfortable at home. To ensure that the employees are
further motivated to use this software, mobile application of the software would be
developed. This will ensure that the employees need not type the URL every time to view
their leave balance data. This will also help the managers to approve or reject the leave
application of their team members while they are travelling (Huggins 2015).
Potential modification
The software is liked by the employees but it is very important for the management to
upgrade the software regularly with better features so that the employees are motivated to use
this software completely. Few of the modifications that would hook the employees to the
software are as follows: -
 A notification of colleagues’ birthday – The HR department would update the
employees’ birthday from the backend and this will ensure that all the employees are
notified about their colleagues’ birthday. This will motivate the employees to log in to
the software on daily basis (McGorry 2015).
 Employee engagement activities – The HR department would upload quizzes and its
winners on this software
 Mobile application – Mobile application will allow the employees to login from
anywhere and everywhere.
 HR policies – All the HR policies will be updated in the software so that the
employees can clarify their doubt on the policies at any point of time (Mallya 2014).

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Communication about the change
The business has also introduced mobile application and this should be communicated to the
employees to motivate them. The below communication motivate the employees.
“I always forget to check my leave balance while I am at my computer and it’s boring to type
the software’s URL in the mobile”. We are sure; this thought would have crossed your mind
plenty of times.
Happy HR has launched their mobile application and we are one of the first companies to
receive it. Let’s use this completely. Carry Happy HR with you at all point of time (King
2015).
Share your thoughts and views on this idea.
Induction plan for the new joiners
The software cannot be successful without the support and usage of new joiners; hence, they
would be educated about the software. They would be inducted about the software at
different intervals and they are as follows: -
As and when an employee enters the organization, the employee would be handed over the
training manual based on Happy HR so that they can understand this software
In the upcoming month, they would be a part of the classroom training organized by Happy
HR team
Finally, a video on usage of Happy HR would be available on the company’s intranet at all
point of time so the employees can access it as and when required.

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Conclusion
Happy HR will ensure that the HR requirements are well taken care. This will also help the
employees to be less dependent on HR team for data.
References
Happy HR, 2018, Pricing, Accessed on 16nth March, 2018, https://happyhr.com/pricing.html
Huggins, R, 2015, The competitive advantage of nations: origins and journey,
Competitiveness review, vol. 25, no. 5, pp. 458-47
Hunseok, O, 2013, How can we assess and evaluate the competitive advantage of a country’s
human resource development system? Asia Pacific Education Review, vol. 14, no. 2, pp. 151-
159
Javalgi, R, 2013, Strategies for sustaining the edge in offshore outsourcing of service: the
case of India, Journal of Business & Industrial marketing, vol. 28, no. 6, pp. 475-486
K2, 2018, About us, Accessed on 16nth March, 2018, From
http://www.k2recruitment.com.au/about-us,
Kronos, 2018, Products, Accessed on 16nth March, 2018,
https://www.kronos.com.au/products/time-and-attendance
King, K, 2015, A disadvantaged advantage of walkability: findings from socioeconomic and
geographical analysis of national built environment data in the United States, American
journal of epidemiology, vol. 181, no. 1, pp. 17-25
Mallya, S, 2014, Block Building Corporate and Nations: Global Strategy, SCMS Journal of
Indian Management, vol. 11, no. 2, pp. 11-19