Project Management Plan: HRIS Development for Small Supermarket

This project management plan details the development of a Human Resource Information System (HRIS) for 'Friendly Grocer,' a small supermarket chain in Australia. The project addresses the inefficiencies of the existing manual HR system, focusing on centralized data storage, automation, and repo...Read More

Running head: PROJECT MANAGEMENT
Development of information system for small scale supermarket
Name of the Student
Name of the University
Author’s Note

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Table of Contents
1. Identification of the problem.......................................................................................................3
1.1 Problem description...............................................................................................................3
1.2 System capabilities................................................................................................................3
1.3 Expected business benefits....................................................................................................3
2. Quantifying project approval factors...........................................................................................4
2.a Estimation of project time......................................................................................................4
2.b Development cost for the project...........................................................................................7
2.c Summary of the estimated operating costs............................................................................8
2.d Cost benefit analysis..............................................................................................................8
3. Performing feasibility as well as risk analysis.............................................................................9
3a. Determination of organizational risks and feasibility............................................................9
3b. Elaborating technical feasibility and risks...........................................................................10
3c. Assessing resource risks and feasibility...............................................................................10
3d. Determining schedule-based risks and feasibility...............................................................10
4. Establishment of project environment.......................................................................................11
4a. Table that outlines information which will be captured......................................................11
4b. Description of the work environment..................................................................................11
4c. Description of the procedures that will be used...................................................................12
5. Schedule the work......................................................................................................................13
5a. Work breakdown structure for one of the subsystems.........................................................13
5b. Providing Gantt chart showing WBS of the project activities.............................................15
Bibliography..................................................................................................................................16

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1. Identification of the problem
1.1 Problem description
The paper focuses on Human resource information system (HRIS) development for
“Friendly Grocer” which is a small supermarket chains in Australia. Presently, the supermarket
manages the operations of HR department with the help of manual system. The use of the
manual system puts pressure on the workers of the organization and additionally creates other
types of issues including inconsistency in entering data, miskeying information and details, huge
expenditure on staff’s training, lack of proper security as well as the occurrence of issues that are
associated with data duplication. In addition to this, it is found that when data are entered
manually, it takes up a lot of time no matter how fast one can be able to process the entire
information as it will never be as fast as it is required. Moreover, misinterpretation can also be
one of the major issues because the entries are generally conducted by the humans and there is
always room for misunderstanding. Furthermore, manual data entry requires a lot of money for
conducting the manual data entry as the employees who work needs to be trained and for which
huge amount of money as well as time is needed. All these issues that occurs due to manual
system needs to be mitigated due to the development of an HRIS (Human resource information
system).
1.2 System capabilities
The HRIS for the small-scale supermarket have the following system capabilities which
are listed below:

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 Centralized data: With the help of the centralized database, the data of the staffs is
stored at a single location for maximizing data integrity and for avoiding the problem of
data redundancy.
 Automation: The department of human resource will get managed in a very much
automated way and all the work related with payroll, weekly roaster can be generated and
shared online.
 Report generation: With the help of the HRIS system, the report for managing the HR
department can be generated automatically and thus the organization does need to hire
staffs for preparing the report.
1.3 Expected business benefits
The development of HRIS system for managing the operations of “Friendly Grocer”
supermarket will bring much more profit which are illustrated below:
Reducing errors and maintain compliance: While considering the HRIS benefits, the
main ability is to properly reduce the issues as well as errors which are mainly related with
human oversight or other factors. In addition to this, it is quite important for the HR department
to minimize the error as a part of the human resources that further can create a number of legal
issues as well as financial challenges.
Automated procedure: The automated HRIS system will be helpful for the management
of the HR department and additionally assists in smoothing the entire work.
HR and payroll factors: When the company invests within an affordable HRIS, it
suddenly becomes very much capable of handling the entire workforce by looking into different
primary components including HR and payroll.

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Easy access to information: Utilization of HRIS system are helpful in eliminating paper
and assists in turning the records of the employee into accessible online data which can be
retrieved with the help of a simple procedure by an individual who have proper authorization.
Speedy onboarding: With the help of HRIS, the onboarding procedure can be made
much more efficient as well as consistent. The HRIS system can change a disjointed procedure
into an easily accessible system by providing easy access to handbooks as well as training
materials to the new employees.
Enhanced employee tracking: With the help of biometric timekeeping, the HR
department of the supermarket get to knows the real time when the employee’s login which is
further beneficial for the deliveries or management of operations that are needed on urgent basis.
2. Quantifying project approval factors
2.a Estimation of project time
The HRIS will be developed for “Friendly Grocer” supermarket by executing a number
of project activities. It is found that the IS will get implemented in the time-period of 35 days.
The detailed timeline for the project is given in the below table:
WBS Task Name Duration Start Finish
0
Human resource system development for
Friendly Grocer supermarket
35 days
Tue 06-08-
19
Mon 23-09-
19
1 Initiation phase 5 days
Tue 06-08-
19
Mon 12-08-
19
1.1 Business requirement analysis 3 days Tue 06-08- Thu 08-08-19

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19
1.2 Project plan preparation 1 day Fri 09-08-19 Fri 09-08-19
1.3 Financial feasibility checking 1 day
Mon 12-08-
19
Mon 12-08-
19
1.4
Milestone 1: Completion of project
initiation phase
0 days
Mon 12-08-
19
Mon 12-08-
19
2 Planning phase 6 days
Tue 13-08-
19
Tue 20-08-
19
2.1 Project schedule is prepared 1 day
Tue 13-08-
19
Tue 13-08-19
2.2 Determining the resources which are needed 2 days
Wed 14-08-
19
Thu 15-08-19
2.3 Resource assigned 1 day Fri 16-08-19 Fri 16-08-19
2.4 Preparing plan for communication 1 day
Mon 19-08-
19
Mon 19-08-
19
2.5 Allocation of project team 2 days
Mon 19-08-
19
Tue 20-08-19
2.6
Milestone 2: Completion of planning
phase
0 days
Mon 19-08-
19
Mon 19-08-
19
3 Execution phase 20 days
Wed 21-08-
19
Tue 17-09-
19
3.1 Project device deployment 5 days Wed 21-08- Tue 27-08-19

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19
3.2 Project prototype development 4 days
Wed 28-08-
19
Mon 02-09-
19
3.3 Accounting software testing 3 days
Wed 28-08-
19
Fri 30-08-19
3.4
Database development for the department of
accounts
4 days
Tue 03-09-
19
Fri 06-09-19
3.5 Database is connected with the system 5 days
Mon 02-09-
19
Fri 06-09-19
3.6 Development of HRIS subsystem 7 days
Mon 09-09-
19
Tue 17-09-
19
3.6.1 Employee administration 3 days
Mon 09-09-
19
Wed 11-09-
19
3.6.2 Recruitment 3 days
Mon 09-09-
19
Wed 11-09-
19
3.6.3 Time and attendance 2 days
Mon 09-09-
19
Tue 10-09-19
3.6.4 Training and development 3 days
Thu 12-09-
19
Mon 16-09-
19
3.6.5 Pension administration 3 days
Thu 12-09-
19
Mon 16-09-
19
3.6.6 Functional requirements 5 days Wed 11-09- Tue 17-09-

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19 19
3.6.6.1 Proper reporting requirements 2 days
Wed 11-09-
19
Thu 12-09-19
3.6.6.2 Tracking of audit 1 day
Wed 11-09-
19
Wed 11-09-
19
3.6.6.3 Historical data management 1 day
Tue 17-09-
19
Tue 17-09-19
3.6.6.4 Legal as well as regulatory requirement 1 day
Tue 17-09-
19
Tue 17-09-19
3.7
Milestone 3: Completion of execution
phase
0 days
Tue 17-09-
19
Tue 17-09-19
4 Closing Phase 5 days
Tue 17-09-
19
Mon 23-09-
19
4.1 Stakeholders sign off 2 days
Tue 17-09-
19
Wed 18-09-
19
4.2 Post project review 3 days
Thu 19-09-
19
Mon 23-09-
19
4.3
Milestone 4: Completion of closure
phase'
0 days
Wed 18-09-
19
Wed 18-09-
19

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2.b Development cost for the project
The human resource information system (HRIS) development will get completed within
the budget of AUD 28,812. The detailed cost which is needed for the successful execution of
each of the activities is showcasing in the below table:
s
Figure 1: Cost of the project
(Source: Created by Author)

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2.c Summary of the estimated operating costs
The operating expenses are the cost that is mainly associated with the maintenance as
well as administration of the business on a daily basis. The table which is provided showcases on
the estimated annual operating costs which is mainly required for the project.
Recurring expenses Amount
Server for the HRIS system $10,000
Expense on license $5,000
Domain $5,000
Expenses on training $20,000
Total Costs $40,000
2.d Cost benefit analysis
Benefits from the new system deployment
The benefits that is achieved due to the new HRIS system deployment are mainly done
in categorizing the benefits into tangible and intangible benefits.
Tangible benefits
 The cost that is required for the management of Human resource department gets
reduced due to the development of new HRIS within “Friendly Grocer” supermarket.
 The organizational operations related with HR department can get managed with the
help of HRIS that further can improve the yearly revenue.

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Intangible benefits
 Timely response: The customers of the supermarket can receive timely response
from the supermarket as the supermarket implemented online chart support facility
with the help of the new system.
 Hiring a smaller number of staffs: Due to the development of HRIS, very much
smaller number of staffs are required to hire for managing the HR department as all
the work related with the HR department can be handled manually.
Table reflecting the annual benefits
The table that is given showcases annual benefits which is accomplished annually
because of the HRIS development in the supermarket. From the below table, it can be analyzed
that the organization saves amount of around $150,000 from the development of HRIS and thus
extra expenses like human resource cost as well as management related cost can be reduced.
Benefit or cost saving Amount
Minimization in human resource cost $50,000
Minimization in management related cost $45,000
Befit that has enhanced $60,000
Total $150,000
3. Performing feasibility as well as risk analysis
3a. Determination of organizational risks and feasibility
The “Friendly Grocer” supermarket utilizes manual system for managing the operations
of HR department and for mitigating the difficulties which the supermarket faces with the
utilization of manual system, the supermarket decided to develop HRIS. In spite of the benefits

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of HRIS, it is found that there are some challenges which needs to be resolved. The challenges
are illustrated below:
 Fears unemployment: As the HRIS is one of the automated systems and therefore the
staffs of the supermarket fears that they might lose their job that creates negative impact
on the organizational working environment.
 Inappropriate culture: If the scope of the project is not clearly defined by the team
members then the chances of conflict occurrence is high and as result the team members
are unable to perform within the project.
3b. Elaborating technical feasibility and risks
The HRIS development creates a number of technological challenges that can create
negative issue in the operation of the HR department and thus the challenges are elaborated
below:
Improper testing: Due to improper experience of the testers they are unable to
undertake testing properly in the project. Furthermore, if the system is not tested properly during
the development phase, then a number of challenges occurs that can impact the operations of HR
department.
Compatibility of the system with servers: If the newly developed system is not
compatible with the existing servers then it would be challenging and it can generally occur due
to improper selection of the servers without analyzing the servers that are used in the project.

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3c. Assessing resource risks and feasibility
Resource management is considered to be vital for the successful project management. It
is identified that if the supermarket does not have proper amount of resources then it will
generally create a lot of issues within the project. Some of the problems are illustrated below:
Inexperienced team members : If the team members are not skilled then they will be
unable to work properly which will not only obstruct the project progress but also creates a lot of
issues in finishing the work of the project.
Absence of proper resources: If the resources that are needed for the development of
HRIS is not available in proper number then it would create obstruction in the progress of the
project.
3d. Determining schedule-based risks and feasibility
Project schedule related risks can occur while executing the project if the higher
authority of the organization is unable to handle the entire work of the project effectively. If the
project schedule is not tracked effectively on a weekly basis then the accomplishment of the
project on time will be difficult. For mitigating the risks, proper evaluation of the project status
on regular basis is required for tracking the project within the time that is assumed. Moreover, if
the team members are inexperienced then they face a number of problems in managing the
project schedule and therefore proper training facility must be arranged.
4. Establishment of project environment
4a. Table that outlines information which will be captured
The information capture steps can be showcased in the below table:
Capture of information Electronic tools User accessibility

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Use case diagram With the help of Visio Developers/Designers
Database Use of SQL database Project manager and team
Schedule MS project is used Project manager
Report meeting MS word and PPT was used Team members
Layout Use of Visio All the user
4b. Description of the work environment
Proper working environment is needed during the execution of the HRIS for ensuring
that the managers can be able to work beyond their capabilities in order to achieve objectives.
The below table showcases on the hardware, software and other office tools which are necessary
within the work environment.
Categories Items Description
Hardware Laptops and computers Running different types of
programmes as well as
applications.
Communication tools Slack This tool is utilized for
making communication with
the project team.
Development tools MySQL software This is utilized in order to
store data.
Test tools HTML validator It is mainly used for testing
cases.

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4c. Description of the procedures that will be used
The different types of procedures which are mainly utilized which can be used are mainly
illustrated below:
Documentation: The project reports which are documented include project charter,
project plan, feasibility report, financial report as well as project status report. All the reports that
are documented will be utilized in the coming future by the team members of the project.
Testing: In order to validate the needs of the project, it is quite necessary to test the
project effectively. For successfully reducing the project risks that are linked with project testing,
the testing should be organized regularly. In addition to this, two type of testing are conducted in
this project including programming testing and user testing. In programming testing, it is
checked that whether the code that are written are working properly or not and on the other hand,
user testing is done for checking the system interface for the users.
Deliverables: After the work gets completed, proper distribution of the proper version of
the project needs to be done in the technical department. The project team should support the IT
department for maintaining the work that is mainly linked with the project. Therefore, it is quite
important to give excellent training facility to the project team. The project deliverables are listed
below:
 Proper HRIS for managing the work of HR department
 Documentation like system documentation as well as user documentation are mainly
utilized.

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5. Schedule the work
5a. Work breakdown structure for one of the subsystems
WBS within PM is mainly defined as one of the deliverable oriented breakdowns of the
entire project into small sections. They are considered as one of the key project deliverables that
further assists in organizing the entire work of the project into a number of controllable sections.
The WBS for the HRIS system is provided below:
WBS Task Name Duration
0
Human resource system development for Friendly Grocer
supermarket
35 days
1 Initiation phase 5 days
1.1 Business requirement analysis 3 days
1.2 Project plan preparation 1 day
1.3 Financial feasibility checking 1 day
1.4 Milestone 1: Completion of project initiation phase 0 days
2 Planning phase 6 days
2.1 Project schedule is prepared 1 day
2.2 Determining the resources which are needed 2 days
2.3 Resource assigned 1 day
2.4 Preparing plan for communication 1 day
2.5 Allocation of project team 2 days
2.6 Milestone 2: Completion of planning phase 0 days
3 Execution phase 20 days

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3.1 Project device deployment 5 days
3.2 Project prototype development 4 days
3.3 Accounting software testing 3 days
3.4 Database development for the department of accounts 4 days
3.5 Database is connected with the system 5 days
3.6 Development of HRIS subsystem 7 days
3.6.1 Employee administration 3 days
3.6.2 Recruitment 3 days
3.6.3 Time and attendance 2 days
3.6.4 Training and development 3 days
3.6.5 Pension administration 3 days
3.6.6 Functional requirements 5 days
3.6.6.1 Proper reporting requirements 2 days
3.6.6.2 Tracking of audit 1 day
3.6.6.3 Historical data management 1 day
3.6.6.4 Legal as well as regulatory requirement 1 day
3.7 Milestone 3: Completion of execution phase 0 days
4 Closing Phase 5 days
4.1 Stakeholders sign off 2 days
4.2 Post project review 3 days
4.3 Milestone 4: Completion of closure phase' 0 days

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5b. Providing Gantt chart showing WBS of the project activities
A Gantt chat is defined is a horizontal bar charts which are helpful in giving proper
graphical schedule illustration which further assists in coordinating, executing as well as
planning of the project. The Gantt chart for the HRIS system is provided below:
Figure 2: Gantt chart
(Source: Created by Author)

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