GenRays Case Study

GenRays Case Study

HRIS Project Team Organization Chart

To effectively manage the implementation of a Human Resources Information System (HRIS) at GenRays, a well-structured project team is essential. Below is a proposed organization chart for the HRIS project team, detailing the necessary roles and recommended team members.

Organization Chart

                      Project Sponsor
                           |
                     Project Manager
                           |
    ---------------------------------------------------
    |              |              |                   |
HRIS Analyst   IT Specialist   Change Manager    Training Coordinator

Roles and Responsibilities

1. Project Sponsor

• Role: Provides overall direction and support for the project, ensuring alignment with organizational goals.
• Recommendation: CEO of GenRays.
• Justification: The CEO has the authority to allocate resources and make strategic decisions that will impact the HRIS implementation.

1. Project Manager

• Role: Oversees project execution, manages the project team, and communicates progress to stakeholders.
• Recommendation: Current HR Manager.
• Justification: The HR Manager has experience in managing HR functions and can effectively coordinate between departments.

1. HRIS Analyst

• Role: Analyzes requirements, designs system specifications, and ensures the HRIS meets organizational needs.
• Recommendation: Senior HR Analyst.
• Justification: This individual possesses deep knowledge of current HR processes and systems, making them ideal for this role.

1. IT Specialist

• Role: Manages technical aspects of the HRIS implementation, including system integration and data migration.
• Recommendation: IT Manager.
• Justification: The IT Manager has expertise in system implementations and can address technical challenges effectively.

1. Change Manager

• Role: Facilitates change management processes, ensuring smooth transitions for users adapting to the new system.
• Recommendation: Organizational Development Specialist.
• Justification: This specialist is skilled in managing change initiatives and can help staff adjust to new workflows.

1. Training Coordinator

• Role: Develops training materials and conducts training sessions for end-users of the HRIS.
• Recommendation: Learning & Development Officer.
• Justification: This officer has experience in employee training programs and can create effective learning experiences.

Stakeholder Analysis

Key Stakeholder Groups

1. Internal Stakeholders

• HR Department: Responsible for managing employee data and processes; needs detailed information on system functionalities.
• IT Department: Involved in technical support; requires updates on system integration and security measures.
• Finance Department: Interested in payroll processing efficiencies; needs insights into cost savings from the new system.

1. External Stakeholders

• Software Vendor: Provides the HRIS solution; needs clear communication regarding requirements and timelines.
• Consultants/Advisors: Offer expertise on best practices; require updates on project progress and challenges.

Information and Communication Needs

1. HR Department

• Needs regular updates on system capabilities, user feedback, and training schedules.

1. IT Department

• Requires technical specifications, integration plans, and security protocols.

1. Finance Department

• Interested in budget implications, cost-benefit analyses, and payroll processing timelines.

1. Software Vendor

• Needs access to project timelines, requirements documentation, and feedback from user testing phases.

1. Consultants/Advisors

• Require progress reports, challenges faced during implementation, and recommendations for adjustments.

Communication Plan

GenRays Communication Plan Template

Stakeholder Group	Communication Method	Frequency	Purpose
HR Department	Meetings/Emails	Weekly	Updates on system functionalities
IT Department	Technical Briefings	Bi-weekly	Discuss integration issues
Finance Department	Reports/Emails	Monthly	Cost analysis updates
Software Vendor	Progress Meetings	As needed	Discuss requirements and timelines
Consultants/Advisors	Strategy Sessions	Monthly	Address challenges and gather feedback

Discussion of Communication Plan

The communication plan is designed to meet stakeholder needs by providing tailored information through appropriate channels. For instance:

• Regular meetings with the HR department ensure they are informed about system capabilities essential for their operations.
• Technical briefings with the IT department focus on integration issues crucial for maintaining data integrity.
• Monthly reports to the finance department provide insights into budget impacts, aligning financial expectations with project outcomes.

Topics for Presentation at Project Closure

1. System Implementation Success Metrics

• Interest Group: Senior Management, Finance Department

1. User Adoption Rates

• Interest Group: HR Department, Training Coordinator

1. Cost Savings Achieved Through HRIS

• Interest Group: Finance Department, Project Sponsor

1. Feedback from End-Users

• Interest Group: HR Department, Change Manager

1. Future Enhancements for HRIS

• Interest Group: All Stakeholders

This structured approach ensures that all stakeholders remain informed throughout the project lifecycle while addressing their specific needs effectively.

Citations:
[1] https://www.workamajig.com/blog/project-organization-chart
[2] https://venngage.com/blog/hr-organization-structure-chart/
[3] https://www.aihr.com/blog/human-resources-organization-chart/
[4] https://creately.com/diagram/example/he8e6fkb2/genrays-hris-organizational-chart
[5] https://creately.com/diagram/example/hugim7me1/hris-project-team-organization-chart-classic
[6] https://www.juggl.co/articles/hris-play-2-10-building-an-org-chart-that-works
[7] https://pages.pingboard.com/hubfs/2019-08-EB_HRIS&ChartSoftware.pdf
[8] https://www.linkedin.com/pulse/hris-play-210-building-org-chart-works-examples-excel-partasevitch-hktrf