At the end of 2023, Ho managed to secure new funding to implement a new Human Resource Information System (HRIS) to replace the manual HR system currently used in Metroplex. He appointed Abby as the Project Manager on 15 April 2024 to roll out the new HRIS by 16 December 2024. This new HRIS would streamline all HR processes and enhance HR efficiency. Given the project's importance, Ho requested regular updates from the project team.

Create a project plan for the implementation of the new HRIS. Refer to Exhibits C to D. Revised/design a flowchart up to you. Must have project plan to roll out the system. Who should be involved, key stakeholders.- Gantt chart

Exhibit C

OFFICIAL (CLOSED) \\ NON-SENSITIVE Senior Management Organisation Chart of Metroplex Pte Ltd. Ho Lee CEO Lindy Rose Cash Mak Azman Ahmad Veramurthy Abby Wong Chief Marketing Chief Financial Distribution & Chief People Logistics Office (CMO) Officer (CFO) Chief Operating Office (COO) Office (CPO) Director Letchmy Holly Eng Jimmy Loo Yong Beng Warren Yeo Audrey Tan Debbie Guok Grace Chan Kyle Lim Samy Operations & Warehouse Payroll Sales Communications Procurement Accounts Accounts Mgr Engineering Manager HR Mgr Mgr Manager Mgr Payable Mgr Receivable Mgr Mgr Employees Employees Employees Employees Employees Employees Employees Employees EmployeesExhibit D - Excerpt of Memo by Abby to Project team on key tasks % From: Project Manager To: Members of Project Team For HRIS Hi team, Below are the key tasks and scheduled timelines that were discussed at our project meeting. Please review and inform me by 15 July 2024 if there is a need to include additional items. Thank you. Vendor Selection + Raise Request For Quotation (RFQ) Selection of a suitable HRIS vendor 12 weeks e Award contract and appoint HRIS vendor Equipment & Process Documentation e Purchase servers/equipment e Setup equipment 3 weeks e Document HRIS processes & migration of data Test & troubleshoot the new HRIS 2 weeks Communication to employees on the new HRIS 1 week Roll out activities for new HRIS: e Set-up training sessions for employees e Check that equipment/software runs per specifications e Obtain employee feedback after roll-out Thank you. Page & METROPLEX SCOPE STATEMENT Project Title:HRIS Implementation bate Prepared: 15/04/2024 Product Scope Description e Replace the existing manual HR system with an automated HR Information System (HRIS). e Streamline HR Processes, improve data accuracy and enhance HR Overall efficiency. Project Deliverables Selection and installation of HRIS : Identifying the best HRIS Vendor and ensuring the system is properly installed. Migration of existing HR data : Ensuring all current HR Data is transferred accurately to the new system Training of employees : Training sessions to ensure all HR and relevant staff are proficient in using the new HRIS Testing and troubleshooting : Comprehensive testing to ensure the system works correctly and resolving any issues. Final rollout and employee feedback : Launching the system for full use and collecting feedback to make any necessary adjustments. System operates without significant issues Positive feedback from users Improved efficiency in HR Processes. e Non - HR systems : The project does not include upgrading or changing systems outside of HR functionalities. Project Constraints e Budget limits: Ensuring the project stays within the allocated financial resources. e Tight deadlines: Completing the project by December 16, 2024. e Existing IT infrastructure: Integrating the new HRIS with the current IT systems. OFFICIAL (CLOSED) \\ NON-SENSITIVE 7 Developing a WBS - Example Step 2: Identify the various supporting tasks or work packages associated with each deliverable. Breakdown Description IT Installation Project Deliverable 1 Match IT to organisational tasks and problems WwP1 Conduct Problem Analysis WP 2 Identify info on IT technology Deliverable 2 Identify IT user needs WP1 Interview potential users WP 2 Develop presentation of IT benefits WP 3 Gain user "buy-in" to system Deliverable 3 Prepare an informal proposal to top management for IT acquisition WP1 Develop cost/benefit information WP 2 Gain top management support A company's accounting function assigns WBS Codes to each activity to allocate costs more precisely, to track the activities that are over or under budget, and to maintain financial control of the development process. 21 v Steps in Preparing a Risk Assessment Matrix 1. List down the risks. 2. The risks are rated on two parameters : a) probability of occurring b) impact of occurring. In both cases the score is given out of 5, with 5 being certainty that the risk will occur or have a very high impact if they do occur. 3. Classify the risks: a) High Probability & High Impact: Considered show- stoppers and are the priority of any mitigation plan. E.g. if a project's success is dependent on having a very specialised skill which is in high demand in the market, then the resource risk is a high probability and high impact risk. b) High Probability & Low Impact: Standard risks and mitigation plans are advised because of high frequency but the impact is low and manageable. @ Steps in Preparing a Risk Assessment Matrix c) Low Probability & High Impact: Chances of these events occurring are almost zero. However if they do occur, they have a huge impact on operations. Mitigation plans must be in place. Prevention must be the first option. d) Low Probability & Low Impact: These risks are considered insignificant as it is unlikely that they will occur. Even if they do occur, the damage done is minimal. Hence they are not the focus of mitigation plans. Mitigation planning can range from plans to prevent the risk from happening or plans that try to catch the risk at the early stages to minimize the impact of the risk. * In the next 3 slides we will use a simple 5x5 Box Risk Assessment to assess the risk in terms of likelihood and impact. How to Prepare the Project Risk Assessment Matrix 7 (2019). Retrieved 26 May 2022 from Management Study Guide website: https.//'www.managementstudyguide.com/project-risk-assessment-matrix. htm 13 Risk Assessment Matrix Example E.g. in a project to implement a HR Information System (HRIS) to allow employees real time access of HR information, below are the risk events that could happen. Risk Assessment Form Risk Severity Matrix Risk Event Likelihood Impact High A. Interface 4 4 5 Red zone (major risk) problems 4 C A B. System freezing 2 5 Yellow zone 3 (moderate Likelihood C. User backlash 4 3 risk) 2 B D. Hardware 5 Green zone malfunctioning D (minor risk) Risk levels: Low 1 2 3 5 . Major Impact Low High Moderate Minor