MANCOSA Human Resource Information Systems Case Study

CASE STUDY
[30 Marks)
Read the following case study and then answer the questions that follow.
The Best Person for the Job
After 25 years, Ismail is finally ready to retire and take it easy. Ismail teaches Accounting and General Business courses at
Mzansi College. The Business Department at Mzansi College offers Business Administration classes transferable to
Gauteng University (GU) as well as professional and technical programs that culminate in a certificate after one year of
study. Mzansi College has a dual enrollment agreement with Gauteng University (GU), and as a result, many business
students at Mzansi College are also enrolled at GU.
ismail teaches several of the business transfer classes at Mzansi College, but his real love is the non-transfer professional
Accounting program. He was part of the faculty that created the program, and over the years he has taught hundreds of
Accounting students and helped them obtain internships and find employment in the community. Ismail’s golfing buddy
sometimes jokes that every bookkeeper in town has been through Ismail’s Accounting classes.
Besides the regular Accounting classes and internships, Mzansi College maintains an Accounting lab where students can
get tutoring help if needed. The current lab tutor is Mark, who was hired two years ago when Dianne retired after nearly 10
years as the Accounting tutor. Mark is a former student of Ismail’s and holds a BCom Accounting degree. The lab job is
part-time, which works out perfectly for Mark, leaving him plenty of time to pursue his MBA in Accounting at Gauteng
University. Mark wants to teach Accounting at Mzansi College when he completes his MBA.
As a tutor, Mark has brought the Accounting Lab to life. He relates well with students, is an excellent tutor, and the faculty
sees him as a valuable member of the department. In the two years he has worked in the lab, Mark has become good
friends with Bongani, the Business Department Dean. They frequently have lunch together and even socialize with their
wives outside of work. Last summer the families went camping together over Heritage Day, the 24th of September, and this
year they expect to do the same.
Bongani is Chair of the Recruitment Committee to find Ismail’s replacement. The committee consists of Bongani, two
additional faculty members, an administrator from another department and Thandi, the Department Chair for Business and
Accounting. On Monday morning, Thandi met with Bongani to plan out the recruitment process.
know HR requires us to do a job search,” said Bongani, “but even so, there’s no reason why we can’t move Mark into
ismail’s position. He relates well with our students, knows all the ins and outs of the college, and is well liked by the
faculty.”
Thandi is surprised at Bongani’s suggestion. “Mark is a nice guy, and we all like him,” she said, “but he’s not qualified. This
position requires a master’s degree, and he’s only got a bachelor’s.”
He doesn’t need a master’s degree to teach in the professional technical program,” said Bongani. “He’s perfectly qualified
for that, and we have plenty of other faculty that can teach the transfer program. Mark is in university anyway. He’ll get his
MBA next year, and until then, we’ll just schedule him for the professionaltechnical program, and we’ll fit the other classes
Jinto other faculty members’ schedules.”
| This is not how we normally replace faculty,” said Thandi. She was particularly disturbed that Bongani’s attitude indicated it
3.3.2 Cloud Computing – Back to the future?
After the year 2010, new architectural models became prevalent known as cloud computing.
Cloud computing is defined as a computing architecture which uses the internet and central remote servers to
maintain data and applications. These hosted services are then delivered via the internet. Cloud computing
technology allows organisations to use applications, which does not require them to go through complex installation
process. There are three service categories that recognise cloud computing:
1. Infrastructure as a service – This allows access to an operating system
2. Platform as a service – this involves the application and web server technology prebuilt into leased
computer.
3. Software as a Service (SaaS) – is the complete application delivered over the internet. For examples:
your emails.
4.3.1 Needs Analysis:
Needs analysis focuses on thoroughly gathering, prioritising and documenting an organisations HR information
requirements. The purpose of needs analysis is to collect and document information that is related to making
changes connected to:
• The current systems performance issues;
• a new systems application and tasks; or
• and any opportunities perceived to benefit the business
Think Point
?
A need analysis is conducted on an individual and organisational level.
Why do you think a needs analysis should be conducted on each level?
An effective need analysis consists of 5 main stages:
Stage 1: Needs Analysis Planning
During the first stage of the needs analysis process, there are four activities that need to be completed where a
team is assembled and prepare to investigate the current and desired systems application and functions.
► Organise the needs analysis teams
• Conducted by a team led by the HRIS analyst which involves HR and IT staff
• The team works with various stakeholders
• Several stakeholders also need to be part of this team such as senior managers
• Representatives from functional areas are also present from each area of HR for example: payroll,
and any other area that may use HRIS. See table 4.1 p.76 in your textbook for common
organisational stakeholders.
Determine the management role
• Determine the role upper management will play in the needs analysis, such as their buy in and
active involvement
• Upper management support is vital for the project’s success.
• This group acts as a steering committee that guides the team, resolves issues and set priorities.
Human Resource Information Systems
→ Define the goals
• Once the team is in place it is important to define, clarify and gain management acceptance on the
goals for the needs analysis
• Goals need to be specific, measurable, attainable, relevant and timely (SMART).
• Goals should be set in terms of what the systems want to accomplish.
Determine tools and techniques to be used
• Information and gathering tools and techniques should be used when conducting a needs analysis.
• Organisation may use a combination of observation, exploration, analysis and reporting
approaches.
• Tools such as simple paper and pen or complex documentation systems for corporate wide
systems.

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