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Mis Assignment Usama Hafeez - Case Study 3

Plan International previously faced decision-making challenges due to outdated and decentralized manual systems that made it difficult to quickly access updated employee information and skills. This caused delays in responding to emergencies. The organization implemented a new centralized SAP cloud-based human resources system with on-premise software to address this issue. The new system provides a comprehensive and remotely accessible employee profile database to allow for faster identification of qualified staff matching emergency needs.

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Isma ROSYIDA
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47 views

Mis Assignment Usama Hafeez - Case Study 3

Plan International previously faced decision-making challenges due to outdated and decentralized manual systems that made it difficult to quickly access updated employee information and skills. This caused delays in responding to emergencies. The organization implemented a new centralized SAP cloud-based human resources system with on-premise software to address this issue. The new system provides a comprehensive and remotely accessible employee profile database to allow for faster identification of qualified staff matching emergency needs.

Uploaded by

Isma ROSYIDA
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Before implementing

information system, Plan


International used to face
decision-making problem
because they didn’t have
updated information to make
quick decision in a critical
situation and
they used to work with very
outdated decentralized systems
that were partly manual. They
had to
use patchwork, spreadsheets
and paper documents to keep
track of employees. Plan
International
works with children, families,
communities, and local
governments to bring about
positive changes
for children in health,
education, water and
sanitation, protection,
economic security and some
others natural disasters. In
2013, Plan International has
sent workers to help children
affected by
the Typhoon Haiyan in the
Philippines and the Ebola virus
outbreak in West Africa.
2. Describe the syste
Before implementing
information system, Plan
International used to face
decision-making problem
because they didn’t have
updated information to make
quick decision in a critical
situation and
they used to work with very
outdated decentralized systems
that were partly manual. They
had to
use patchwork, spreadsheets
and paper documents to keep
track of employees. Plan
International
works with children, families,
communities, and local
governments to bring about
positive changes
for children in health,
education, water and
sanitation, protection,
economic security and some
others natural disasters. In
2013, Plan International has
sent workers to help children
affected by
the Typhoon Haiyan in the
Philippines and the Ebola virus
outbreak in West Africa.
2. Describe the syste
Before implementing
information system, Plan
International used to face
decision-making problem
because they didn’t have
updated information to make
quick decision in a critical
situation and
they used to work with very
outdated decentralized systems
that were partly manual. They
had to
use patchwork, spreadsheets
and paper documents to keep
track of employees. Plan
International
works with children, families,
communities, and local
governments to bring about
positive changes
for children in health,
education, water and
sanitation, protection,
economic security and some
others natural disasters. In
2013, Plan International has
sent workers to help children
affected by
the Typhoon Haiyan in the
Philippines and the Ebola virus
outbreak in West Africa.

Before implementing
information system, Plan
International used to face
decision-making problem
because they didn’t have
updated information to make
quick decision in a critical
situation and
they used to work with very
outdated decentralized systems
that were partly manual. They
had to
use patchwork, spreadsheets
and paper documents to keep
track of employees. Plan
International
works with children, families,
communities, and local
governments to bring about
positive changes
for children in health,
education, water and
sanitation, protection,
economic security and some
others natural disasters. In
2013, Plan International has
sent workers to help children
affected by
the Typhoon Haiyan in the
Philippines and the Ebola virus
outbreak in West Africa.

Before implementing
information system, Plan
International used to face
decision-making problem
because they didn’t have
updated information to make
quick decision in a critical
situation and
they used to work with very
outdated decentralized systems
that were partly manual. They
had to
use patchwork, spreadsheets
and paper documents to keep
track of employees. Plan
International
works with children, families,
communities, and local
governments to bring about
positive changes
for children in health,
education, water and
sanitation, protection,
economic security and some
others natural disasters. In
2013, Plan International has
sent workers to help children
affected by
the Typhoon Haiyan in the
Philippines and the Ebola virus
outbreak in West Africa.

Before implementing
information system, Plan
International used to face
decision-making problem
because they didn’t have
updated information to make
quick decision in a critical
situation and
they used to work with very
outdated decentralized systems
that were partly manual. They
had to
use patchwork, spreadsheets
and paper documents to keep
track of employees. Plan
International
works with children, families,
communities, and local
governments to bring about
positive changes
for children in health,
education, water and
sanitation, protection,
economic security and some
others natural disasters. In
2013, Plan International has
sent workers to help children
affected by
FINAL INTERNATIONAL UNIVERSITY

FALL 2022-2023

MANAGEMENT INFORMATION
SYSTEMS (MGMT509)

CASE STUDY – NEW SYSTEMS HELP


PLAN INTERNATIONAL MANAGE ITS
HUMAN RESOURCES

NAME: USAMA HAFEEZ


STUDENT NO: 2110040066
SUBMITTED TO: DR. MEHMET KARAY
1. Describe the problem faced by Plan International! What management, organization and
technology factors contributed to this problem?
Answer:
As a globally recognised independent development and humanitarian organization working to
promote the opportunity and rights of the needed children, Plan International, has been facing
various decision making related problems, linked to their outdated decentralized human resource
system. This system makes them difficult to take quick decisions in the different situation they
are working with, especially during emergency. This partially manual operating system features
inflexibility to locate the suitable resources and difficulty to shift through the data whenever they
need to look for the right skills during emergency strike area. All the employees related data are
being kept and recorded manually by using spreadsheet, written documents, a patchwork. It, thus,
takes very lengthy process, sometime weeks, to locate people according to the skills and
specification required.

Factor contributing to these problems include:


1. MANAGEMENT
It takes lengthy process and time to locate people with the required language skills,
experiences in disaster management and also medical training because Plan
International need to manually email and contact everyone if any of them are capable
and fulfil the required specification.
For example:
Suppose they require French speaking member for a disaster happening in a majority
French speaking region, then Plan International will have to look for the appropriate
candidate in person. There will be possibility also that it may take longer time to get
feedback from the emailed/contacted person. This will further delay the process. Such
management system does not suitable for any emergency-related events.
2. TECHNOLOGICAL
Human resource management is the heartbeat of Plan International activity and the
selection of technology plays an important role for the success of managing the human
resources. However, it is obvious that the previously adopted human resources system
by Plan international which has been considered very outdated become a big barrier
for the success of their activity. To keep up with the database of the employees. Plan
International had to manage some the data manually by utilizing spreadsheet,
documents and patchwork which integrate 30 different human resource system. To
select the appropriate candidate, Plan International has to go through the data of 10000
aid workers spread in 70 countries manually, which is very inefficient and ineffice
3. ORGANIZATION
Every organization are responsible to make sure that all the plan is properly
implemented. And the success of the plan will be depending on the efficiency of the
organization itself. Nevertheless, linked to the old system adopted, plan international
had no proper data available on orders. Which will further have required them to
communicate the procedures and how the system is being operated, clearly and
practically.

2. Describe the system solution to this problem! Describe the types of systems used for the
solution!

Following the above-explained problem (Refer to question 1), Plan International has then
decided to replace their outdated human resource system with a SAP’s cloud based human
resource system from SuccessFactors with its on-premise software. This system includes
personnel administration and also organization management software. Plan International
believes that this system would be able to handle the growing global workforce considering
he current circumstances, to support all the common processes including all regions, also to
securely deliver all the required information through mobile platform, in all the regions
having underdeveloped technologies.
Unlike the decentralized one, what is significant from this newly adopted system is, it
provides a centralized employee profile with a comprehensive view of the of employee skill
sets, their field of expertise, experience, and also their career interests. Furthermore, this can
be conveniently managed remotely through computer system and also somehow accessible to
the all the employees via internet. The intuitive interface enables the employees to
independently update their information, creating an easily searchable directory to be freely
accessed by all employees. Apart from the employee database, this system also beneficial to
help managing the grants and donation received by the headquarters to be further allocated.
This system helps the process to find the right person in charge to manage the grants on
behalf of Plan International.

3. Why are human resources so important at Plan International?


The main objective of Plan International is to reach as many disadvantaged children as possible
which require a highly coordinated approach. On the time of emergency, such as when any
disaster occurs, Plan International need a speedy process to locate and deploy the most
compatible and appropriate resources whenever and wherever required. They can further send the
right team of people accordingly. The new human resource system also allows Plan International
to track not only the skills people possessed and brought during the hiring time also any
additional training or experience required.

4. How did these systems improve operational efficiency?

5. he new human resources


systems provide a bird’s-eye
view of the entire Plan
6. workforce, showing
immediately how many
people work for Plan,
where they are
7. located, what skills they
possess, their job
responsibilities, and their
career path
The new human resources systems provide what so called a bird’s-eye view of the entire Plan
workforce. It shows immediately the number of people work for Plan, their locations, their
skills possessed, their job responsibilities, and their career path. In this case, Plan International
does not need to go through 10000 aid workers’ data scattered in 70 countries manually just to
see which people has the appropriate skills/experience.

Having the automated HR system, plan’s staff are able to identify and dispatch the relief workers
to disaster areas just within hours. This can be seen, for example, as what happened in November
2013. When the disastrous Typhoon Haiyan hit the Philippines severely, the Plan International
took immediate initiatives and sent their representatives who finally reached the disaster region
within 72 hours only. Deploying the staff within a very short period, it saved more lives.

The newly adopted system is also considered efficient in the sense that it enables Plan
International to depict and analyse their organizational and reporting structures. Since all the
employee record keeping and organizational data are being manage automatically through the
system, all the activities concerning recruitment, selection, retention, development and personnel
assessment process can be flexibly managed accordingly. In regards to the operational
improvement on funding scheme. The plan’s improved response time has helped it secure new
sources of funding by giving it more credibility with government, corporations and other sources
of grants and donations.

5. How did these systems improve decision making? Give examples of two decisions improved by
Plan’s new systems.
As previously mentioned (question no 1), decision making related problems have been the
biggest impact of the incompatible human resources system adoption. All the manual works
delay the process which require speed response. By applying the new system, Plan International
employees then now spend less time to chase whatever information required. The lengthy and
time consuming processes can be minimized to be more effective and efficient.

Following are two decision improved by the Plan’s new human resource system:

Firstly, Decision on data assembling and analysing. The process of employee performance
reviews, including the calculation of performance based salary which normally take up to six
months at least, now it can be done shortly in a push of a button.

Secondly, Online access and information update. Employees are now enable to access their
human resource records online and update their information conveniently. It will further save the
valuable human resource staff time to be further allocated toward more value-adding work.
8. These Systems improved
operational efficiency by
providing better services in
shorttime. Before
9. implementing these
systems it took more time to
communicate with almost
all overthe world
10. because they didn’t have
enough data available, but
now they have latest data
availableon the
11. systems. Therefore, it
takes less time to
communicate and provide
better services in
anydifficult
12. situation and Plan can
also show its donors exactly
how their contributions were
spentand the
13. results. These systems
helped Plan International to
improveoperational
efficiency by saving time
14. and money

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