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Chapter 4 System Design and Acquisition

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Chapter 4 System Design and Acquisition

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kamaruljamil4
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© © All Rights Reserved
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HR INFORMATION SYSTEMS

(BHRM 3853)

TOPIC 4: System Design and Acquisition

Dr nur Kamarul hafiz bin jamil


The System Design
and Acquisition
Definition
•Systems design and acquisition refer to the process of defining the architecture,
components, modules, interfaces, and data for a system to satisfy specified
requirements, as well as the procurement of the necessary software and hardware to
implement the system.

Importance
•This phase is critical as it ensures that the system is built according to the specified
requirements and that it integrates seamlessly into the organization’s existing
infrastructure.

Example
•When a company decides to implement a new HRIS, the design phase will define how
the system will function and interact with other systems, while the acquisition phase
involves selecting and procuring the appropriate software and hardware.
Design Considerations During the
Systems Development Life Cycle
Logical Design
•Definition: Focuses on the abstract representation of the data flow, inputs, and outputs of the system without
considering physical implementation.
•Purpose: To ensure that the system meets the business requirements and can handle the necessary data processes.
•Example: Designing a logical model for an HRIS that includes modules for employee data management, payroll
processing, and benefits administration.

Two Ways to View an HRIS: Data Versus Process


•Data View: Focuses on what data the system needs to store, manage, and process.
•Process View: Focuses on the processes or functions that the system must perform.
•Example: A data view for an HRIS might include employee records, payroll data, and benefits information. A process
view might include hiring, payroll processing, and performance reviews.

Logical Process Modelling with Data Flow Diagrams (DFDs)


•Definition: DFDs are graphical representations of the flow of data through a system, showing how inputs are
transformed into outputs through processes.
•Purpose: To visualize the major steps and data involved in a system process.
•Example: A DFD for an HRIS might show how employee data is collected, processed for payroll, and then stored in
the database.
Creating and Using the DFD

Steps:
• Identify the processes.
• Determine the data flows.
• Identify data stores.
• Define external entities.
• Draw the DFD.
Usage: DFDs are used to communicate the system’s processes
and data flow to stakeholders and developers.
Example
•Creating a DFD for the payroll processing module of an HRIS, showing how
employee hours worked are collected, processed to calculate pay, and then
outputted to the payroll records.
Design Considerations During the
Systems Development Life Cycle
Physical Design
•Definition: Focuses on how the system will be physically implemented,
including hardware, software, network infrastructure, and data storage.
•Purpose: To translate the logical design into a physical structure that can be
implemented and operated.
Example
•Specifying the servers, databases, and network configurations required to
support the HRIS.
Working with Vendors
Vendor Selection
•Process:
• Define requirements.
• Research potential vendors.
• Issue a Request for Proposal (RFP).
• Evaluate proposals.
• Conduct vendor demonstrations.
• Select the vendor.
•Criteria: Consider factors such as cost, functionality, support services, and
vendor reputation.

Example
•A company issuing an RFP for an HRIS and evaluating proposals based on cost,
system capabilities, and vendor support.
Assessing System
Feasibility
1. Technical Feasibility
• Definition: Determines if the technology required to
implement the system is available and capable of
meeting the project requirements.
• Considerations: Hardware, software, technical
expertise, and compatibility with existing systems.
Example
• Assessing whether the company’s current IT
infrastructure can support the new HRIS or if
upgrades are needed.
Assessing System Feasibility

2. Operational Feasibility
•Definition: Assesses whether the system will operate within the
existing organizational processes and culture.
•Considerations: User acceptance, training requirements, and
process changes.

Example
•Evaluating if the HR staff is willing and able to adopt the new HRIS
and if adequate training can be provided.
Assessing System Feasibility

3. Legal and Political Feasibility


•Definition: Ensures that the system complies with legal
requirements and considers the political landscape within the
organization.
•Considerations: Data privacy laws, labor regulations, and
internal organizational politics.

Example
•Checking if the HRIS complies with GDPR or other data
protection laws applicable in the organization’s region.
Assessing System Feasibility

4. Economic Feasibility
•Definition: Assesses the cost-effectiveness of the project,
comparing the benefits with the costs involved.
•Considerations: Initial investment, ongoing operational costs,
and projected financial benefits.

Example
•Calculating the return on investment (ROI) for the HRIS,
considering costs such as software licenses, hardware,
implementation, and training against the benefits like improved
efficiency and reduced errors.
Summary

The Systems Design and Acquisition phase is


essential for ensuring that a new system meets
the organization’s needs and can be successfully
implemented. By carefully considering logical
and physical design, working with vendors, and
assessing feasibility across multiple dimensions,
organizations can increase the likelihood of
successful system deployment and integration.

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