e-hrm | job ana.| unit 2
DESCRIPTION
KYTC. Prepared by: Safaa S.Y. Dalloul. E-HRM | Job Ana.| Unit 2. http ://safaadalloul.wordpress.com. 2013-2014. 1. 3. HR Planning Process. Succession Planning. 2. Job Analysis. 4. Enterprise Resource Planning System. 1. Succession Planning. Succession Planning. - PowerPoint PPT PresentationTRANSCRIPT
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Prepared by: Safaa S.Y. Dalloul
E-HRM | Job Ana.| Unit 22013-2014http://safaadalloul.wordpress.com
KYTC
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4Enterprise Resource
Planning System
1Succession
Planning
2Job Analysis
3HR Planning Process
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SUCCESSION PLANNING1
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Succession Planning
The process of ensuring that qualified persons are
available to assume key managerial positions once the
positions are vacant.
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Succession Planning
Positions may be vacant for the reasons of: untimely
deaths, resignations, terminations or the orderly
retirements of company officials.
Continued
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JOB ANALYSIS
2Job Analysis
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Job Analysis
It is the systematic process of determining the skills,
duties and knowledge required for performing jobs in an
organization.
Traditionally, it is an essential and pervasive human
resource technique.
It is the starting point for other human resource
activities.
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Job Analysis
Job analysis provides a summary of a job's duties and
responsibilities, its relationship to other jobs, the
knowledge and skills required and working conditions
under which it is performed.
Continued
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Job Analysis
Job analysis is done in the occasions:
The organization is found and a job analysis program is initiated for
the first time.
New jobs are created.
Jobs are changed significantly as a result of new technologies,
methods, procedures or systems.
Continued
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Job Analysis
Job Analysis is used to prepare:
Job description: is a document that provides information regarding the
essential tasks, duties, and responsibilities of the job.
A document outlines the minimum acceptable qualifications a person
should possess to perform a particular job.
Continued
Note: Without a properly conducted job analysis, it would be difficult to
satisfactorily perform the other human resource-relate functions.
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Job
A Job: is a group of tasks that must be performed for an
organization to achieve its goals.
A job may require the services of one person or more
according to its nature.
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Position
It is a collection of tasks and responsibilities performed
by one person.
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Define the Job Analysis, Position, and Job
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Job Analysis Information
Work Activities
• Work activities and processes
• Activity records
• Procedures used
• Personal responsibility
Worker-Oriented Activities
• Human behavior (physical actions,
communicating on the job … etc.)
• Elemental motions for methods
analysis
• Personal job demands
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Job Analysis Information
Job-related tangibles and intangibles.
• Knowledge dealt with or applied
• Materials processed
• Products made or services performed
Work Performed
• Error analysis
• Work standards
• Work measurements
Continued
Other
• Machines, tools, equipment, and work
aids used.
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Job Analysis Information
Job Context
• Knowledge dealt with or applied
• Work schedule
• Financial and non-financial incentives
• Physical working conditions
• Organizational and social contexts
Personal Requirement for the
Job
• Personal attributes
• Education and training required
• Word experience
Continued
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Challenge!!
From your previous studying for different modules,
What do you think the method/s the HR
department is/are used to outline/analyze the job
analysis?
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Job Analysis Methods
Questionnaires
Observation
Interviews
Employee Recording
Combination of MethodsNote: to know more about it click here
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Timeliness of Job Analysis
• The rapid pace of technological change makes the need for accurate job
analysis more important.
How much the HR Department conduct the Job Analysis?
• Historically, job analyses could be conducted and then set aside for several
years.
• Nowadays, job requirements are changing so rapidly, so they must be
constantly reviewed to keep them relevant.
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Job Description
• Job description information must be relevant and accurate in order to
select qualified worker.
• Job description provides concise statements of what employees are
expected to do on the job and indicate: how to do and the condition under
which the duties to be performed.
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Job Description
Job Identification: includes the job title, the department, the reporting relationship and a job number or code.
Date of the job analysis: aids in identifying job changes that would make the description obsolete.
Job summary: provides a concise overview of the job to states job content.
Duties performed: is short delineates paragraphs that major duties to be performed.
Job specification: a document contains the minimum acceptable qualifications that a person should possess in order to perform a particular job.
Job Identification
Date of the job analysis
Job summary
Duties performed
Job specification
The main elements of job
description:
Continued
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HR PLANNING PROCESS
3HR Planning Process
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HR Planning Process
Strategic Planning
HR Planning
Accelerated Succession Planning
Job Design Concepts
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Strategic Planning
It is the process by which top management determines overall
organizational purposes and objectives and how they are to be
achieved.
When a firm's mission is clearly defined and its guiding
principles understood, employees and managers are likely to
put forth maximum effort in pursuing company objectives.
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HR Planning
It is the process of systematically reviewing human resource
requirements to ensure that the required numbers of employees
with the required skills are available when and where they are
needed?
Effective staffing decisions begin with human resource
planning.
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HR Planning
Human Resource Planning involves matching the internal and
external supply of people with job openings anticipated in the
organization over a specified period of time.
HRP Process includes the following:
• HR forecasting requirements.
• HR forecasting availability.
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HR Planning
HR Forecasting Techniques
1) Zero-Base Forecasting
2) Bottom-Up Approach
3) Use of Mathematical Model
4) Simulation
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HR Planning
HR Forecasting Techniques
Zero-Base Forecasting: is approach uses the organization's
current level of employment as the starting point for determining
future staffing needs.
Bottom-Up Approach: is a forecasting method beginning with the
lowest organizational units and progressing upward through an
organization ultimately to provide an aggregate forecast of
employment needs.
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HR Planning
HR Forecasting Techniques
Use of Mathematical Model: is to predict future requirement. By
using this method, managers can approximate the number of
employees required at different demand level.
Simulation: is a technique for experimenting with a real-world
situation by means of a mathematical model that represents the
actual situation.
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HR Planning
Forecasting HR Requirements
An estimate of the numbers and kinds of employees and organization will need at future dates to realize its stated objectives.
Before human resource requirements can be projected, demand for the firm's goods or services must be forecasted.
Note: Projected = Expected
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HR Planning
Forecasting HR Requirements
This forecast is to be converted into people requirement for
the activities of necessary to meet this demand.
Forecasting requirements provides managers with the
means of estimating how many and what types of
employees will be required.
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HR Planning
Forecasting HR Availability
Availability forecast is a process of determining whether the
firm will be able to secure employees with the necessary
skills, and from what sources.
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HR Planning
Forecasting HR Availability
It helps to show whether the needed employees may be internal or external the company.
Database is necessary to be used by organizations, and they include information on all managerial and non-managerial employees. (i.e. that means the HR is using the HRIS)
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HR Planning
Forecasting HR Availability - Surplus
When a comparison of requirement and availability indicates a worker surplus will result, one of the following actions is to be taken:
Restricted Hiring
Reduced Hours
Early retirement
Layoffs
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HR Planning
Forecasting HR Availability - Shortage
When firms are faced with a shortage of workers, organizations will have to intensify their efforts to recruit the necessary people to meet the needs of the firm. One of the following actions is to be taken:
Creative Recruiting.
Compensation Incentives.
Training Programs.
Different Selection Standards.
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Accelerated Succession Planning
Management succession programs typically focus on
placement rather than skill development.
Acceleration Pools System: It is a management succession
planning system that develops a group of high potential
candidates for undefined executive jobs and focuses on
increasing their skills and knowledge rather than targeting one
or two people for each senior management position.
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Accelerated Succession Planning
The pool members receive stretch assignments that offer the
best learning and highest visibility opportunities, and they
receive exposure to more special developmental experiences.
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Job Design Concepts
Job Design: is a process of determining the specific tasks to be
performed, the methods used in performing these tasks, and
how the job relates to other work in an organization.
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Job Design Concepts
Job Enrichment
The restructuring of the content and level of responsibility of a job makes it
more challenging, meaningful and interesting to worker.
Principles of job enrichment (According to Herzberg):
Increasing job demands.
Increasing the worker’s accountability.
Providing work scheduling freedom.
Providing feedback.
Providing new learning experiences.
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Job Design Concepts
Job enlargement: is the process of increasing the number of tasks a
worker performs without increasing the level of responsibility.
Re-engineering: the fundamental rethinking and radical redesign of
business processes to achieve dramatic improvements in critical,
contemporary measures of performance such as cost, quality, services and
speed.
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Define the Job Enrichment, Job Enlargement,
Re-engineering
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Enterprise Resource Planning Systems: Revolutionizing Lodging Human Resources Management
4Enterprise Resource
Planning System
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Challenge!!
Do you think the ERPS is an important to exist in
the organization? Support your answer.
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Introduction
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Introduction
Enterprise resource planning systems (ERPS):
Have become Integral, essential, and critical component in the
overall business processes.
Represent one of the largest information technology investments
for several companies.
Represent one of the fastest growing sectors of the information
system industry.
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LINK between ERPS and
Competition
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Introduction
The advent/beginning and growth of this form of technology has
been propelled/pushed largely by increased competition which has
forced companies to rethink business processes, “find new ways”
to improve operational efficiencies, while at the same time reduce
overall operational costs.
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Introduction
Many companies, ERPS offer an attractive solution since they
enable the attainment of competitive advantages since they
enable organizations to streamline business processes and integrate
data from multiple and often disparate systems and sources.
Continued
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Introduction
These activities ultimately enable organizations to revolutionize
business processes and transform organizational cultures to
meet the challenges of a changing global environment.
Continued
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Challenge!!
Is the availability of enterprise system a critical
point in the organization?
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Introduction
Enterprise systems are configurable information system packages
that are designed to integrate organizational business functions and
in the process, allow information to be shared across units,
departments, and functional areas within a company.
This information sharing leads to
Synergy
Allows organizations to create value by ensuring that the right people
have access to the right information at the appropriate time.
Continued
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Introduction
Such timely availability of information enhances organizational efficiency,
productivity, and effectiveness as managers within organizations can
utilize resources and processes more proactively.
The efficiency achieved through integration often results in lower
operational costs as well as better internal and external customer
service.
Continued
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Introduction
Unlike previous information systems that focused on specific
functional areas, the modules of a resource enterprise system
focus on the procurement and transmission of integrated data.
This seamless and timely transmission of information is made
possible through the use of internet-based architecture.
Continued
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Benefits Of Enterprise Resource Systems To Lodging
Operations
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Benefits Of Enterprise Resource Systems To Lodging Operations
The HR module of an ERPS includes all the processes necessary for a company to efficiently and effectively manage its HR functions.
These include: application screening, salary administration, payroll, work schedule, planning, travel expense, recruitment, benefits administration,
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Benefits Of Enterprise Resource Systems To Lodging Operations
compensation management, personnel development, funds and position management, personnel time management, time evaluation, shift planning, training, and event management.
These modules are designed to be country and region specific, which allows for the adherence to specific country and state laws relating to employment, tax, benefits, etc.
Continued
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Benefits Of Enterprise Resource Systems To Lodging Operations
It is important to note that information stored in ERPS is integrated
and accessible companywide by authorized users.
Hence, lodging enterprises that adopt ERPS can capture and
process data in real time and without duplication.
Continued
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Benefits Of Enterprise Resource Systems To Lodging Operations
This leads to improved data quality, data transparency, system wide
consolidation and overall organizational efficiency.
ERPS also offer organizations the benefit of synthesizing all units
and departments of an organization using one comprehensive
system package which usually results in cost savings through
improved productivity.
Continued
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Benefits Of Enterprise Resource Systems To Lodging Operations
For example, by implementing an enterprise system,
Starwood Hotels and Resorts was able to manage the HR reporting
activities of 750 properties in 80 different countries using only four
employees.
However, one of the most important capabilities of these systems is
that they allow information sharing and timely communications of
data between units within the enterprise.
Continued
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Benefits Of Enterprise Resource Systems To Lodging Operations
ERPS also enable a company's strategic goals to be aligned since
information flows from one central core to all units within the
originations.
Continued
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Benefits Of Enterprise Resource Systems To Lodging Operations
Cost savings and efficiency are also achieved.
For example, most ERPS are accessible via the company's intranet.
Employees therefore have the ability to access and modify their own
benefits as well as personal information.
Some systems offer line managers and employees the ability to
access, retrieve, and edit data so that decisions can be made in a
timely manner.
Continued
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Benefits Of Enterprise Resource Systems To Lodging Operations
Hence, such systems effectively reduce the volume of paper work,
thereby making the HR function more efficient and convenient for
both managers and line employees.
ERPS can also be used to enhance the training and development
functions of employees once they are hired.
For example, most systems are sold with software that allows for
employee goal setting and will gauge how well employees are
meeting pre-determined goals.
Continued
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Benefits Of Enterprise Resource Systems To Lodging Operations
Most importantly, they also allow "the cascading of goals" as they
provide employees with the ability to view their progress online and
see how their goals are being met and mark their progress.
Employees can also, observe the goals of others within the
organization, especially those in the chain of command, from the
chief executive officers all the way down to their immediate
supervisor.
Continued
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Benefits Of Enterprise Resource Systems To Lodging Operations
This allows for a holistic view of the organization, which enable
employees to align their personal goals with the organization's
overall objectives.
In addition, most vendors will customize the software to provide
personal and customized training for individual employees through
personalized curriculums and learning tips based on employees'
personal goals and organizational needs.
Continued
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Benefits Of Enterprise Resource Systems To Lodging Operations
In general, implementation of an ERP will benefit lodging operations in the
following ways:
Reduce overhead operating costs as it requires less people to
accomplish tasks.
Enhanced efficiency through increase productivity as it facilitates
efficient completion of routine daily operational tasks and through
effective resource allocation and management.
Continued
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Benefits Of Enterprise Resource Systems To Lodging Operations
In general, implementation of an ERP will benefit lodging operations in the
following ways:
Enhances strategic planning as it allows for an accurate assessment of
organizational needs, and allows for a more accurate measurement of
goals as compared to outcomes.
Eliminates organizational inertia caused by data silos.
Continued
Note: Data silos:
missed data because
the existing of huge
unorganized data
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Benefits Of Enterprise Resource Systems To Lodging Operations
In general, implementation of an ERP will benefit lodging operations in the
following ways:
Eliminates conflicting information coming from several different sources.
Self-serviced tools easily available to line employees and managers.
Reduction in administration costs.
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Benefits Of Enterprise Resource Systems To Lodging Operations
In general, implementation of an ERP will benefit lodging operations in the
following ways:
Automation of virtually every routine transaction by introducing self-
service applications and workflow automation.
Consolidation of multiple, disparate HR systems globally.
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Benefits Of Enterprise Resource Systems To Lodging Operations
In general, implementation of an ERP will benefit lodging operations in the
following ways:
Provide and empower managers with the tools they need to increase
employee productivity and people-related decision making.
Reduction of administration costs, thus enabling the company to increase
the ratio of HR administrative staff to employee.
Continued
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Benefits Of Enterprise Resource Systems To Lodging Operations
In general, implementation of an ERP will benefit lodging operations in the
following ways:
HR data are extremely sensitive because it relates to employee personal
data. A fully automated and integrated system has a significant advantage
over its paper-based systems in that controlling access to data is
automated, which means that managers can determine which users have
access to various data.
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Benefits Of Enterprise Resource Systems To Lodging Operations
In general, implementation of an ERP will benefit lodging operations in the
following ways:
A fully and completely integrated system provides users with the ability to
store employee information electronically, thereby eliminating piles of
paper and files which often makes data retrieval a tedious and difficult
exercise. Hence, a fully automated and integrated system allows relevant
employee information to be accessed and retrieved in a matter of
seconds.
Continued
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Benefits Of Enterprise Resource Systems To Lodging Operations
As previously noted, reduction in overall costs is achieved because ERP
software packages allow all employees to actively participate in
accomplishing routine everyday tasks.
Thus, HR staff can shift their focus away from these tasks, and focus on
program design, management, and consulting.
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Benefits Of Enterprise Resource Systems To Lodging Operations
For example, routine tasks such as leave requests, filling out vacation time,
and filing expense reports can be completed entirely on-line, or via
designated HR kiosks or terminals. Further, approvals are completed faster
which results in increased employee morale.
In general, these software programs allow companies and their
employees the ability actively participate in the following HR "self-
serve" activities:
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Benefits Of Enterprise Resource Systems To Lodging Operations
Update personal data.
Enter and review personal information.
Access to their benefit information as well as the ability to update and
review benefits selection.
Complete and submit expense reports and travel requests.
Automatic routing of approval requests and informing those who
need to know.
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Benefits Of Enterprise Resource Systems To Lodging Operations
Employees can apply for training or skills upgrade.
Apply for other jobs within the company or express interest in other
jobs.
Seek or inform managers about professional development
opportunities.
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Benefits Of Enterprise Resource Systems To Lodging Operations
The ability of the employee self-service options means that from a staffing
perspective, once ERPS software are installed, the ratio of HR staff to
employees will be greatly increased.
In conjunction, HR departments will also be able to run a zero growth
budget.
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Benefits Of Enterprise Resource Systems To Lodging Operations
Additionally, cost savings are also realized because once the application is
installed, the company will avoid data extraction, printing, and postage
usually required to produce and personalize enrolment materials and mail
them to employee homes.
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Planning for Implementation
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Planning for Implementation
In general, implementation and integration of enterprise resource planning
systems into organizations will face challenges that are related to:
People.
Business processes.
Technology.
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Planning for Implementation
People-related challenges refer to organizational changes that are inherent
with the adoption of the technology.
Consequently, organizations that adopt and implement ERP systems must
ensure that training, especially change management training is implemented
to deal with and overcome organizational inertia.
Process-related challenges relate to system migration, reengineering of
existing business processes.
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Planning for Implementation
Technology-related challenges relate to the overall functionality and
harmony of the ERPS - both hardware and software application integration
with existing and proposed systems.
Of the three kinds of obstacles to implementation, the largest area of
concern is that of the people issue.
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Challenge!!
How the organization can overcome these
challenges
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Planning for Implementation
The organization must first and foremost answer the following questions in an effort to overcome these challenges:
a) What subcultures do we have within the organization, and how will they resist these changes?
b) What cultural attributes are weak or will interfere with the changes? c) What will be the toughest changes and how will they be addressed? d) Who will be responsible for change management?
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Planning for Implementation
Employee training is therefore an essential component in the success of the
implementation. If employees are not thoroughly trained, they will become
frustrated using the system and resist changes.
The company must also be realistic with time schedules for software and
hardware implementation.
Enough time should be allocated to ensure that the software and necessary
hardware are installed and employees are properly trained to utilize these
resources.
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Planning for Implementation
Lodging companies should also decide whether to implement the enterprise
system as a system-wide implementation (the big-bang approach) or
through a phased approach.
A "big-bang" approach to implementation means that all units within the
enterprise would adopt the technology at the same time.
Phased approach means that the technology is adopted on a unit-by-unit
basis or through geographic implementation on a region-by-region
basis.
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Challenge!!
What do you think the organization will choose Big-
Bang or Phased Approach?
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Planning for Implementation
If cost-related resources are scarce, it is advisable that phased approach is
utilized by the company.
This approach also allows for testing of the technology as well as the simple
fact that it will also allow for the respective constituents to become familiar
with the technology.
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Planning for Implementation
Further, a big-bang approach requires expending tremendous resources in
a relatively short period of time, which makes it prohibitive for many
organizations.
Although the phased approach will take longer to implement enterprise-
wide, it will offer lodging enterprises flexibility, especially those with limited
resources.
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Planning for Implementation
Conversely, although the "big-bang" approach will take less time, this
method is a one shot deal and if mistakes are made in any step of the
implementation, it could be extremely costly.
Ultimately, the selection of either a phased or a "big bang" approach will be
contingent on the organization's resources, time, as well as in-house
expertise.
It should be noted, however, that experts tend to agree that a phased
implementation is more likely to result in a successful enterprise system
implementation.
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Selecting an ERPS
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Selecting an ERPS
The first step in choosing a system is to ensure that the selected system
offers the highest return on investment.
Further, the need for the system should be justified in terms of absolute
dollars for initial investment, service, and training.
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Selecting an ERPS
Savings from use of the system should also be justified, as well as the total
hours of increase overall productivity that would result from use of the
system.
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Challenge!!
Imagine you are working in HR department and
the manager decided to purchase and select
enterprise resource planning system, how will
he/she will choose the appropriate one?
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Selecting an ERPS
In general, the following should be considered or undertaken when deciding
on the type of system that is appropriate for a specific lodging enterprise:
1) Organizational audit. The first step that should be taken in selecting a
system is the conducting of an organizational audit to carefully measure
and document the current work processes within the organization's HR
department.
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Selecting an ERPS
2) Initial costs and lifetime maintenance costs.
The organization should determine from vendors what the initial cost of
the application will be as well as lifetime maintenance costs.
In addition, the organization must determine if a suite of applications are
needed or if a few applications will suffice/serve.
In this regard, it is advisable that each application is priced separately and
then asks vendors what the price would be if the application is bundled.
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Selecting an ERPS
3) Software installation, implementation, and training. The organization
must ascertain who will be responsible for employee training and how
and where it will be conducted.
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Selecting an ERPS
4) Technical support availability. Decisions must be made as to whether
or not the HR information system will be supported internally or if the
vendor will host it, and the cost of either option. The vendor's technical
capabilities should also be evaluated.
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Selecting an ERPS
5) User-friendliness. Decisions must be made as to how easily it will be for
employees to learn about and use the software. For example, questions
must be asked whether or not the software provides features such as
links to teaching and learning resources.
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Selecting an ERPS
6) Compatibility and integration with existing systems. The
organization must also ensure the software application will be compatible
with existing hardware and software. Disparate systems lead to
management problems on all levels and are usually costly.
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Selecting an ERPS
7) Software customization and ability to upgrade. A futuristic approach
must be taken in determining whether or not the software should be
purchased. Hence, the software should be purchased to satisfy both
current and future needs. Hence, the organization must ascertain what
costs will be involved in upgrading the software in the future.
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Selecting an ERPS
8) Organizational and employee fit. The application and its access must
fit with the employee and its employee base. For example, if the system
is installed at a large resort, will there be employee access at kiosks,
throughout the resort or will kiosks be located in the HR department or
area.
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Implications and conclusion
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Implications and conclusion
In fact, as globalization and competition increases, it becomes essential for
companies to manage their day-to-day administrative tasks as smoothly,
seamlessly, and cost-effectively as possible. And most companies seek to
gain competitive advantages.
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Implications and conclusion
In today's volatile/unstable operating environment, organizational success
is often contingent/depending on a company's ability to effectively and
continuously rethink existing business processes and embrace new
technologies that will lead to competitive advantages.
ERPS offer lodging enterprises the opportunity to gain competitive
advantages by consolidating routine HR functions, which leads to
economies of scale.
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Implications and conclusion
These systems support a process oriented view of business and can assist
in automating and integrating processes, enhance process efficiency by
allowing companies to share common data across the entire enterprise
and finally, in a changing business environment where time is of essence,
these systems provide companies with the ability to generate and access
information in real time.
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Implications and conclusion
Successful implementation of these systems, however, require that lodging
operations pay close attention to the people, process and technology-related
challenges that are inherent in ERPS implementation.
Lodging operations must also pay close attention to factors relating to
system selection, and select systems that will enhance organizational
processes and lead to a positive return on investment.
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Implications and conclusion
The adoption of ERPS into lodging enterprise will continue in the
foreseeable future, particularly in the area of HR management.
This technology will continue to revolutionize the HR function of lodging
enterprises.
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Implications and conclusion
In this regard, it behoves prudent lodging executives to pay close attention
to this technology and select and adopt the appropriate system into their
operations.
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Implications and conclusion
However, lodging executives should be cognizant of the fact that these
systems are not panaceas for poor or inadequate organizational structures
or processes, but instead are enablers of organizational processes.
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Implications and conclusion
ERPS should be seen as technology that will enable the strategic move of
organizations towards enterprise integration, and hence will integrate human
capital, systems, information, applications as well as functional domains.
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Questionnaires: is a widely used method of gathering data on jobs, and it is a survey instrument given to employees and managers to complete.
Job Analysis Methods
Back
Observation: By watching the worker perform job tasks and records his observations to gather information on jobs emphasizing manual skills, and it can help the analyst identify interrelationships between physical and mental tasks.
Interviews: by interviewing both the employee and the supervisor to understand a job.
Employee recording: Employees describe their daily work activities in a diary or log.
Combination of Method: uses more than one method in analyzing a job.
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HR Planning
HR Forecasting Techniques
Zero-Base Forecasting: is approach uses the organization's current level of employment as the starting point for determining future staffing needs. Bottom-Up Approach: is a forecasting method beginning with the lowest organizational units and progressing upward through an organization ultimately to provide an aggregate forecast of employment needs.
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HR Planning
HR Forecasting Techniques
Use of Mathematical Model: is to predict future requirement. By using this method, managers can approximate the number of employees required at different demand level. Simulation: is a technique for experimenting with a real-world situation by means of a mathematical model that represents the actual situation.
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