Project Team Organization, Stakeholder Plan, HRIS GenRays Case Study

This project plan outlines the implementation of a Human Resources Information System (HRIS) for GenRays, addressing the company's need for a more efficient and cost-effective payroll and HR system. The plan includes an organization chart detailing roles and responsibilities, with team member recommendations and justifications. A comprehensive stakeholder analysis identifies both internal and external stakeholders, their characteristics, and communication needs. The core of the project is a detailed communication plan, specifying communication purposes, mediums, and frequencies for various stakeholders, along with a stakeholder presentation plan identifying key topics of interest. The project utilizes a project management approach to ensure the successful implementation of the HRIS system, and includes references and a bibliography for further information.

Project Team Organization
Chart, Stakeholder Analysis and
Communication plan
HRIS System Implementation
GenRays Case Study

Table of Contents
A. Organization Chart................................................................................................3
A1. Roles...................................................................................................................3
A2. Team Member Recommendations.....................................................................4
A2A. Justification...................................................................................................5
B1. Internal and External Stakeholders....................................................................6
B2. Stakeholder Needs.............................................................................................6
C1. Communication Plan..........................................................................................7
C2. Communication with Stakeholders.....................................................................9
C3. Stakeholder Presentation Plan.........................................................................10
C3A. Identification of topics of interest................................................................10
References.................................................................................................................12
Bibliography................................................................................................................13

A. Organization Chart
Figure 1: Organization chart of HRIS Plan
A1. Roles
Role Responsibilities
CEO  Making business related decisions
 Managing the business operations and human
resources
Project Manager  Managing of entire HRIS upgrade plan from
planning to its closing
 Creating timeline as well as charter
 Organizing the project team members (Muller &
Turner, 2017).
 Meetings with project deliverables
Sales Manager  Motivating project team to improve over
business performance
 Achieving of the project objectives
 Meeting with the sales target through proper
planning (Heagney, 2016).
Business Analyst  Analysing requirements of the business
CEO
IT
Manager
System
Engineer
Lead
Analyst
Tester
Accounting
Manager
Logistics
Manager
HR
Manager
Project
Manager
Sales
Manager

 Design and develop of HRIS program
IT Manager  Leading the IT activities within the business
organization
 Determine requirements of IT organization
 Implementation of HRIS system to meet with
project needs
Accounting Manager  Managing the project budget
 Ensuring that project is within the budget
 Negotiation of prices with project vendors
(Muller & Turner, 2017).
Logistics Manager  Distributing and storing of materials
 Controlling of inventory
 Handling of materials
HR Manager  Hiring of project resources
 Creating a project team
 Selecting qualified team members for the HRIS
plan
System Engineer  Managing of installation system
 Maintaining of operating system (Heldman,
2016).
Lead Analyst  Quality control of HRIS upgrade plan
 Looking for project issues in system
Tester  Designing of test scenarios
 Running of test and preparing reports on defects
A2. Team Member Recommendations
Sales Manager: Chris is selected for sales manager.
Business Analyst: Jayden is selected for the business analyst position.
IT Manager: Kendall is recommended for the position of IT Manager.
Accounting Manager: Cameron is recommended for position of accounting
manager.

Logistics Manager: Devon is selected for the logistics manager position.
HR Manager: Alex is recommended for position of HR Manager.
System Engineer: Ashton is recommended for position of system engineer.
Lead Analyst: Madison is selected for lead analyst position.
Tester: Harley is recommended for position of tester.
A2A. Justification
Name Position Justification
Chris Sales
Manager
Chris employed for 8 years with 10 years of
earlier experience to work with CRM system.
He is available 10 hours each week.
Jayden Business
Analyst
Jayden employed for 20 years in the company
and created e-forms for research team for
entering information about research projects to
record in database system. He has enough
technical knowledge to be a business analyst.
He is available 3 weeks in month of August.
Kendall IT Manager Employed for 9 years with knowledge of writing
codes along with troubleshoot system. He is
available in month of Jan and Feb.
Cameron Accounting
Manager
Having knowledge to take charge of payroll and
lead time to implement accounting part of the
centralized system. He is involved in financing,
accounting along with logistics portion of the
company for 4 years.
Devon Logistics
Manager
Employed for 7 years in finance, accounting
and logistics of the company. He is available 1
week each in April, June plus Nov.
Alex HR Manager Employed for 11 years to manage training
records. He is aware of shortcoming of old HR
system and available 10 hours each week.
Ashton System Having experience of 10 years in helping the

Engineer tech support for implementing centralized
system. He is available 30 hours each week.
Madison Lead Analyst Having knowledge to enter data from the time
cards in payroll system. He was part of the
team for defining and implementing purchasing
and accounting part of centralized system. He is
available full time for entire project time.
Harley Tester He is from HR department but employed with
company 3 years. He is expert in benefits
packages, has primary contract with suppliers
for insurances. He is available 4 weeks in
month of June.
B1. Internal and External Stakeholders
Stakeholder Internal/
External
Characteristics constitute
membership
Project Manager Internal Distribution and sales
Project Sponsor Internal CEO
External team External Distribution and sales
Project team members Internal Project Manager as well as team leads
End users External Finance, manufacturing and marketing
Investors External Engineering and research
Customers External Interns
Suppliers External HRIS Vendor
Company owner Internal VP Marketing, VP Distribution and VP
Engineering
Business analyst Internal Sales Management
B2. Stakeholder Needs
Role of stakeholder Needs of communication
Project Manager They execute regular updates on project progress and
review change requests as well as resolution of project
risks.
Project Sponsor They required to know project resources used for
planning to estimate project cost. They require to know
about the critical project issues to take decisions (Butt,
Naaranoja, & Savolainen, 2016).

End users The end users should require to know about how new
system will provide influence on their efforts. They
require project inputs by recognizing current business
needs.
Project team members The team members are required to know on input and
output of project plan such as their needs, goals,
deadlines as well as deliverables (Eskerod & Jepsen,
2016).
External team The project team members are vendors and asked for
the project proposal. They require to interact on
project information to signify proposal to client.
C1. Communication Plan
Document
Author or
Originator
Required
Date or
Frequency
Key Internal/
External
Stakeholder
s
Action
Required
(I,C,A) Comments
Kick off
meeting
Project
Manager
Completion
of project
initiation
phase
Project team
members I
Communicate
on roles as
well as
expectations
of project
team and
overview of
HRIS plan
Status
report
(Weekly)
Project
Manager Bi-weekly External team C
Update on
project
progress and
provide
details on
project issues
Risk report Project
Manager
Weekly All project
stakeholders
I and C Notify the
stakeholders
on all
possible

Document
Author or
Originator
Required
Date or
Frequency
Key Internal/
External
Stakeholder
s
Action
Required
(I,C,A) Comments
project risks,
impact,
probability
and
mitigation
plan
Milestone
report
Project
Manager
At end of
all project
phases
Project
Sponsor,
External End
users and
customers
I, C and
A
Will
communicate
on the
achievements
of project
milestones
and
completion of
each phases
Change
request
report
Internal
Project
Team
Members
As
required
Project
Sponsor and
Project
Manager
A
For review of
possible
change in
scope, time
and cost.
Meetings is
conducted to
review impact
of changes
on project
success.
Project
Closure
Project
Manager
After
completion
All project
stakeholders
I and C The report is
reviewed by

Document
Author or
Originator
Required
Date or
Frequency
Key Internal/
External
Stakeholder
s
Action
Required
(I,C,A) Comments
report of project
closure
the project
sponsor and
sign off the
document. It
includes
project
deliverables
based on
needs.
Lessons
Learned
Report
Project
Sponsor,
Project
Manager
and
Internal
Project
Team
End of the
closure
phase
All project
stakeholders I and C
It is
presented to
stakeholders
to address
what is right,
and require to
approve.
C2. Communication with Stakeholders
Stakeholder Communication purpose Medium Frequency
Project Manager Update on the project progress
and access to the project
reports
Meetings and
presentation
Daily basis
Project Sponsor Regular update of progress like
as completion of milestone and
achieve project deliverables.
Conference
meetings
Weekly
End users Valuable project related
information and inputs
HRIS
planning
Weekly

meeting
Project team
members
Understanding project
objectives, expectations as
well as deliverables
Meetings and
Email
Weekly
External team They get required data on
business requirements for
implementing HRIS system.
Meetings and
Email
Monthly
C3. Stakeholder Presentation Plan
C3A. Identification of topics of interest
Topic Details Stakeholder
interest on the
topic
Deviation in
project timeline
 Impact of project timeline change on
project success
 Changes impact on project cost
Project Manager
Encounter
project risks
 Change in timeline of the HRIS project
planning
 Review of the change request (Binder,
2016).
Project Manager
Review of
budget
variance
 Discuss on the estimated and actual
project cost
 Discussion on over as well as under
project budget
 Discussion on outstanding project
invoices (Aaltonen & Kujala, 2016)
 Balance of the HRIS project plan
 Reserved project support
 Performance against the project
forecasting
Project Sponsor
System
functions
 Project system requirements
identification
End users and
External team

 Key benefits of the business due to
implementation of HRIS system
(Harrison & Lock, 2017)
Lesson
learned
 Learned about the pitfalls as well as
issues in the project
 Identify things which are going well
Project team
members

References
Aaltonen, K., & Kujala, J. (2016). Towards an improved understanding of project
stakeholder landscapes. International Journal of Project Management, 34(8),
1537-1552.
Binder, J. (2016). Global project management: communication, collaboration and
management across borders. Routledge.
Butt, A., Naaranoja, M., & Savolainen, J. (2016). Project change stakeholder
communication. International Journal of Project Management, 34(8), 1579-
1595.
Eskerod, P., & Jepsen, A. L. (2016). Project stakeholder management. Routledge.
Harrison, F., & Lock, D. (2017). Advanced project management: a structured
approach. Routledge.
Heagney, J. (2016). Fundamentals of project management. Amacom.
Heldman, K. (2018). PMP: project management professional exam study guide. John
Wiley & Sons.
Muller, R., & Turner, J. R. (2017). Project-oriented leadership. Routledge.

Bibliography
Badewi, A. (2016). The impact of project management (PM) and benefits
management (BM) practices on project success: Towards developing a
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Kerzner, H. (2018). Project management best practices: Achieving global excellence.
John Wiley & Sons.
Layton, M. C., & Ostermiller, S. J. (2017). Agile project management for dummies.
John Wiley & Sons.
Papke-Shields, K. E., & Boyer-Wright, K. M. (2017). Strategic planning
characteristics applied to project management. International Journal of Project
Management, 35(2), 169-179.
Radujković, M., & Sjekavica, M. (2017). Project management success
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Young, T. L. (2016). Successful project management. Kogan Page Publishers.