Phase 1: Needs Analysis for Employee Scheduling and Timekeeping Systems

The discovery, planning and organizing stages are critical to produce a clear definition of requirements and needs and to ensure a workable employee scheduling and timekeeping solution.

Post Image

A needs analysis is a process used to determine the gap between “what is” and “what should be”. The “Need” is the gap between what “should be” and “what is.” The purpose is to determine if there is a gap in performance, determine factors that cause the gap, and identify possible solutions. The following activities are of importance here:

Evaluate organization

The first important step in the process that must be undertaken is to study how the organization operates. Aspects that must investigated include employee scheduling, leave management and timekeeping’s role within the overall business operation. Questions that can be asked here are:

  1. How well are employee scheduling, leave management and timekeeping operations being performed?
  2. What is currently automated?
  3. Do similar are employee scheduling, leave management and timekeeping operations systems exist elsewhere in the company?
  4. Where does/can workforce management support the business direction.

It is also important to make sure the right staff should be in place and operating effectively. A good team can use a new or improved workforce management system to support company goals and provide better services to its clients.

Form Project Team

The next step is to form a project team. This team will guide the project throughout its life cycle. It is important to note that the HR department should control the project and that some functional HR specialists should be on the team.

Determine Automation Needs

A crucial issue in the process is the determination of the automation needs. This process can take place through interviews, surveys, and document reviews. The here is to identify and prioritize the needs. This helps to ensure that the system does what you want it to do and helps avoid the tendency to computerize everything.

Develop System Specifications

Although detailed specifications are drawn up during the design and development phase (phase 2), an initial systems specification specifying the desired outputs, inputs and processing requirements must be made available to the team at this stage. One method that is frequently used for this purpose is a data flow diagram. This diagram gives an indication of how data will flow to, from and within the system.

Analyze current and future reporting needs

  1. This analysis answers questions like:
  2. What reports are currently used?
  3. What reports are needed?
  4. How will these be changing?

It is important to consider implementing reports that will be able to monitors the system.

Develop the request for proposal (RFP)

The steps taken above will culminate in the development of a request for proposal (RFP) document This document tells vendors what the company needs and asks them to submit proposals regarding how they can meet those needs and at what cost.

Identify and evaluate vendor packages

The workforce management solutions offered by outside vendors must be carefully examined to identify what each package has to offer. This process should involve each system’s documentation, after-sales service, and possible future expansion of the package.

Select vendor

Based on the evaluation of the proposals submitted, a vendor is selected. It is important that the company not change the vendor at a later stage as this can give rise to many problems.

Develop proposal for management/decision makers

Before the money for the workforce management system is made available, a proposal must be submitted to management. The proposal should include and indication of costs and other necessary resources in comparison with the potential benefits expected to be derived from the system.

Establish formal guidelines and procedures to resolve inefficiencies

During the last stage of phase 1, the inefficiencies identified in the previous steps must be rectified before the system can be implemented. This can take place through tactical activities, for example, improving the information flow to reduce data redundancy.

About Resonance Software

Resonance Software is the makers of WorkSight workforce management solution — a secure SaaS and On-Premise application trusted by many Fortune 500 companies, including some of the most recognized brands in North America. The secret to our success is that our products work how employees want, while also granting enterprise IT teams the data security, visibility and control they require.

Our team encompasses some of the most experienced Consultants, Developers, and Trainers worldwide, specializing in Workforce Management solutions for the manufacturing environment. All WorkSight products and solutions are designed by industry experts, created specifically for our niche markets, and are developed from industry analysis to maximize appeal for the target consumer. And, with extraordinary training, innovative and productive features and superior customer support by industry experts, our solutions achieve a new level of product performance.

WorkSight Flow's professional services are designed to help you during every step of your journey.