Business Report: HR Training System Analysis and Recommendations (MU)

This report provides a comprehensive analysis of the HR training system, specifically focusing on Marymount University (MU). It begins by outlining the current challenges faced by the HR department, including inefficiencies in training scheduling and communication. The report defines key business objectives, such as improving communication, publicizing training opportunities, and providing online registration and event assessment. It also details success metrics, such as improving attendance and customer satisfaction. The vision statement emphasizes the user-friendly nature of a new system accessible via the HR web page. The report identifies potential business risks, such as delays due to limited HR staff. It also highlights business assumptions, such as employee acceptance of the new system. The scope includes online scheduling, event management, and system accessibility, while limitations include handling special requests and restricting system use to MU faculty and staff. This report serves as a foundation for improving the efficiency and effectiveness of the HR training system at Marymount University.

1. Business Requirements
1.1 Background
The HR department at Marymount University (MU) consists only of 6 specialists who
perform a variety of functions. There is dissatisfaction with the HR services—
particularly the scheduling and delivery of training. The HR department needs to
improve its customer service through improving its training scheduling system and
training delivery system.
1.2 Business Opportunity
The HR current system is difficult to use by both the employees and customers. Also,
the current system is very time-consuming. Basically, the system relies on sending
emails that held manually to notify faculty and staff of upcoming events.
1.3 Business Objectives
BO-1: Creating more efficient communication system between MU faculty & staff and the HR
department so that the HR knows in advance what types of training is needed and hence plan
accordingly.
BO-2: Developing a calendar of internal & external events supported by HR and to publicize
training opportunities through a link on MU website, so that attendance will improve.
BO-3: Allowing faculty and staff to register for these events online, and then allowing these
individuals to assess their own training.
BO-4: Providing statistical reports on attendance (number per class, attendance by
school/department, number of no-shows, attendance by days/times, etc. that could be used
for the annual outcomes reporting process).
1.4 Success Metrics
SM-1: Delivery—attendance must improve by at least 80%.
SM-2: Scheduling—the average rating for customer satisfaction must improve to 4.00
out of 5.00.

1.5 Vision Statement
For MU faculty and staff who want to schedule training sessions, it has never been
easier. You can use our new and friendly-use system located on the HR web page
(www.mu.edu/hr). Once you are there, you will find a box on the right-hand side. Click
on “sign up” to register. This will allow us to send you notifications and serve you better.
You can then schedule your training sessions, view available dates and times, choose
type of training and/or event. You will also be notified by email when an event (internal
or external) is approaching.
1.6 Business Risks
Due to the limited number of HR employees, there is high risk of a delay in response to
high volume of customers’ requests which may lead to customer dissatisfaction.
1.7 Business Assumptions and Dependencies
AS-1: The new system will be perceived by employees as an easier option to process
their training scheduling.
AS-2: The employees will evaluate the system (through rating) honestly and seriously.
2. Scope and Limitations
2.1 Major Features
MF-1: Training sessions to be scheduled online.
MF-2: View available dates and times, book, modify, and cancel events online.
MF-3: Provide system access through MU internet, smart phone, tablet, and outside
internet access by authorized employees.
2.2 Limitations and Exclusions
LE-1: Some (special) requests cannot be handled online due to either the event size or
the event specialty. This means customers have to contact HR department directly
through email, phone, fax, or walk-in (least preferred).
LE-2: The new system shall be used only by MU faculty and staff.