Implementation Of Leave Management System -Myassignmenthelp.Com

Question: Discuss About The Implementation Of Leave Management System? Answer: Introduction K2 recruitment is one of the progressive recruitment service providers in Australia. They have been in the industry for close to 8 years now and they are continuously growing in terms of clients and also in terms of services that they are providing. They have close 200 in-house recruiters and as of now, they HR department takes care of leave management manually. Many a times, employees share their leave application with the HR department and then they cancel their leave. This leads to lot of confusion in the payroll and hence, K2 recruitment has decided to implement automated leave management system (Happy HR, 2018) Plan and implement administrative system The HR department wastes most of their time in answering queries pertaining to employees leave balance, leave application status and other leave related queries and hence, the management has decided to implement leave management system. This will ensure that the HR department spends more time in productive activities like that of employee engagement. System requirements and considerations After much thought and consideration, the management has shortlisted on two service providers who meets up with the leave management system requirement of the organization. The comparison based on the quotes received from both the organization is shown below. Features Happy HR Kronos Cost $7.50 Per Employee $6.00 per employee Features Leave and attendance management Payroll management Labour activities Talent acquisition Letter generation Training attendance recording Leave and attendance management Talent acquisition Letter generation Employee number creation Compliance requirements Employees attendance would be recorded as per the compliance requirement. In payroll processing, all the required payments would be taken care by the software Employees attendance would be tracked as per the compliance requirement Ease of use Cloud based Mobile friendly (Happy HR, 2018) Cloud based (Kronos, 2018) The management of K2 recruitment is very satisfied with the services provided by Happy HR, but they would like to dig some more information before they make the final decision. Pricing features It is very important for K2 recruitment to consider the price at which they can buy the software because they are not willing to make huge investment in HR software, at this point of time. Cost offered by Happy HR Cost offered by Kronos Per employee log in $7.50 Per employee/per month $6.00 Per employee/per month Set up cost $400 per year $450 per year Cost of training the employees Free (Once in a month to all new joiners) $ 200 (Every session for a batch of 20 employees) Up gradation cost Free Depends on up gradation Server maintenance $50 per year $200 per year Backend support $ 50 (Every month) $1(For every support ticket raised) Selection of leave management system After considering both the quotes received, the management decided to proceed with Happy HR for few of the below reasons. Happy HR has payroll management and training attendance recording and these features are not offered by Kronos. In the near future, K2 recruitment would implement other systems as well which is not offered by Kronos. Happy HR is mobile friendly. Employees can apply leave, check their leave approval status and leave balance while they are at home. The setup fee of Happy HR is cheaper than that of Kronos Server maintenance and backend support is also cheaper for Happy HR. Finally, they would provide free up-gradation at all point of time and also they would train the new joiners once a month so this reduces the burden of training from the internal team. Implementation strategies Implementation of new software cannot be done overnight and hence, it needs to be done slowly over a period of time. The implementation strategy that would be used by K2 recruitment is as follows: - All the employees would be communicated about the change which would take place in the organization soon The managerial level employees would be called for a meeting, wherein they would be educated about the features of the software. They would be requested to share this information with their team in a formal and informal manner. During the implementation phase, the management communicate the features of the software to the employees during various meetings and at the same time, continuous emails would be shared. This will keep the employees motivated to use the new software. On complete implementation, the management would request the employees to update their leave application in the software and also in manual form, as it was being followed in the past. This would be followed for one month and this would ensure error-free implementation. Once error-free software is implemented, the old method of manual leave application, leave balance maintenance and others would be scraped (Ketelhohn 2015). Implementation plan The implementation plan would involve the HR department and the IT department in the organization. The implementation plan is as follows: - The HR department would explain the leave policy, leave balance, leave encashment and other policies related to leave to the consultant The consultant would develop a similar module and share it back with the HR department The IT department would test the software and marketing a note of rectifications required Once rectified, it would be shared with the employees and a final feedback would be taken from them. The HR department would be trained to approve, cancel and update the details from the backend so that the employees arent completely dependent on the consultants. The IT department would be trained to solve few technical glitches which the employees may face commonly (Hunseok 2013). Written procedures to use the system The below written procedure would be shared with the employees so that they can use the system fully. Login into Happy HR. Click on Menu Click on leave management Under this, you would see leave application, status of leave application, leave balance and leave encashment. Choose the option as per your requirement. If you want to apply leave, select the date, mention the reason and click on submit. The leave application would go to your manager. You can view the status in the next tab. If your leave application is not approved in last 9 working days, you can get in touch your manager or HR for help. Communication email to employees It is very important to gain acceptance of the employees so that the implementation of software is successful. A below email would be shared with the employees to gain acceptance. Whole world is moving towards digitalization and we are staying back. To move fast with the changing needs to business, Happy HR is implemented. This software will ensure that your leave application is quickly approved and at the same time, your leave balance will be maintained appropriately. You can also view your leave balance from anywhere in the world. Say bye to the manual leave applications and lets move together faster towards digitalization. Developing a training manual A training manual and video would be created so that the employees can refer back whenever required. This training manual would be available on the intranet so that they can access it as and when required. Apart from that, the consultants would visit K2 recruitment in the first week of every month of train the new joiners from the previous month (Javalgi 2013) Risk management plan Few of the risks have been identified by the management and a risk management plan is already put in place for the same. Few of the risks and the management plan for the same are as follows: - Risk Risk management plan Non-acceptance among employees The employees will be motivated to use this software by way of pointing out complete transparency that the software offers. IT department may find this as an additional burden The IT department would be paid incentives for supporting the software. This would motivate them to involve actively in the implementation. Monitor Administrative system Usage of Happy HR software This software has an option to check the number of visitors per day so this will allow the HR team to understand if the software is being used to the fullest by all the employees. The number of support tickets raised by the employees will also give a fair idea about the usage of software. With regards to security, all the employees would be requested to keep their login credentials confidential so that there is no wrong usage of data at any point of time. Changing needs After analyzing the usage trends of the employee, the management realized that this software is used by employees while they are comfortable at home. To ensure that the employees are further motivated to use this software, mobile application of the software would be developed. This will ensure that the employees need not type the URL every time to view their leave balance data. This will also help the managers to approve or reject the leave application of their team members while they are travelling (Huggins 2015). Potential modification The software is liked by the employees but it is very important for the management to upgrade the software regularly with better features so that the employees are motivated to use this software completely. Few of the modifications that would hook the employees to the software are as follows: - A notification of colleagues birthday The HR department would update the employees birthday from the backend and this will ensure that all the employees are notified about their colleagues birthday. This will motivate the employees to log in to the software on daily basis (McGorry 2015). Employee engagement activities The HR department would upload quizzes and its winners on this software Mobile application Mobile application will allow the employees to login from anywhere and everywhere. HR policies All the HR policies will be updated in the software so that the employees can clarify their doubt on the policies at any point of time (Mallya 2014). Communication about the change The business has also introduced mobile application and this should be communicated to the employees to motivate them. The below communication motivate the employees. I always forget to check my leave balance while I am at my computer and its boring to type the softwares URL in the mobile. We are sure; this thought would have crossed your mind plenty of times. Happy HR has launched their mobile application and we are one of the first companies to receive it. Lets use this completely. Carry Happy HR with you at all point of time (King 2015). Share your thoughts and views on this idea. Induction plan for the new joiners The software cannot be successful without the support and usage of new joiners; hence, they would be educated about the software. They would be inducted about the software at different intervals and they are as follows: - As and when an employee enters the organization, the employee would be handed over the training manual based on Happy HR so that they can understand this software In the upcoming month, they would be a part of the classroom training organized by Happy HR team Finally, a video on usage of Happy HR would be available on the companys intranet at all point of time so the employees can access it as and when required. Conclusion Happy HR will ensure that the HR requirements are well taken care. This will also help the employees to be less dependent on HR team for data References Happy HR, 2018, Pricing, Accessed on 16nth March, 2018, https://happyhr.com/pricing.html Huggins, R, 2015, The competitive advantage of nations: origins and journey, Competitiveness review, vol. 25, no. 5, pp. 458-47 Hunseok, O, 2013, How can we assess and evaluate the competitive advantage of a countrys human resource development system? Asia Pacific Education Review, vol. 14, no. 2, pp. 151-159 Javalgi, R, 2013, Strategies for sustaining the edge in offshore outsourcing of service: the case of India, Journal of Business Industrial marketing, vol. 28, no. 6, pp. 475-486 K2, 2018, About us, Accessed on 16nth March, 2018, From https://www.k2recruitment.com.au/about-us, Kronos, 2018, Products, Accessed on 16nth March, 2018, https://www.kronos.com.au/products/time-and-attendance King, K, 2015, A disadvantaged advantage of walkability: findings from socioeconomic and geographical analysis of national built environment data in the United States, American journal of epidemiology, vol. 181, no. 1, pp. 17-25 Mallya, S, 2014, Block Building Corporate and Nations: Global Strategy, SCMS Journal of Indian Management, vol. 11, no. 2, pp. 11-19 McGorry, P, 2015, Australian early psychosis research network: National collaboration, international competitive advantage, vol. 202, no. 4, pp. 170-178 Ketelhohn, N, 2015, The central American Competitiveness initiative, Competitiveness Review, vol. 25, 25, no. 5, pp. 555-570