Chapter 4

The Systems Development Life

Cycle and HRIS Needs Analysis

Kavanagh, Human Resource Information Systems, Third Edition© 2015 SAGE Publications, Inc.
 SYSTEMS DEVELOPMENT LIFE CYCLE
(SDLC)
Planning

Analysis

Design

Continuous and Implementation

iterative nature
of planning and Maintenance

analysis!
(Figure 4.1)
Kavanagh, Human Resource Information Systems, Third Edition© 2015 SAGE Publications, Inc.
 SYSTEMS DEVELOPMENT LIFE CYCLE
(SDLC)
1. Planning: The planning phase of the SDLC includes both long-range or strategic
planning and short-range operational planning.
2. Analysis: It is in the analysis phase that an organization’s current capabilities are
documented, new needs are identified, and the scope of an HRIS is determined.
3. Design: In the design phase, the “blueprint” for the system is finalized. (This topic is
covered in detail in the next chapter.)
4. Implementation: During the implementation, the HRIS system is built, tested, and
readied for actual rollout or the “go live”stage—the point in the SDLC where the
old system is turned off and the new system is put into operation.
5. Maintenance: The SDLC does not end once the “go live” date arrives. The
maintenance phase, sometimes referred to as the “forgotten phase” (Smith,
2001), is that phase in the life of an HRIS where the primary objective is to prolong
the useful life of the HRIS, and it begins once the new system is put into operation.
In addition, maintenance serves four main purposes:
Corrective Maintenance
Adaptive Maintenance
Perfective Maintenance
Preventative Maintenance

Kavanagh, Human Resource Information Systems, Third Edition© 2015 SAGE Publications, Inc.
 Needs Analysis
• Purpose: to collect and document information related to
making changes connected to:
– Current system performance issues;
– The introduction of a new system, application, task, or
technology; or
– Any opportunities perceived to benefit the organization.
• An effective needs analysis consists of five main stages,
each of which has activities that will be discussed in detail:
– NEEDS ANALYSIS PLANNING
– OBSERVATION
– EXPLORATION
– EVALUATION
– REPORTING

Kavanagh, Human Resource Information Systems, Third Edition© 2015 SAGE Publications, Inc.
 Needs Analysis Planning

Determine Tools and Techniques to be Used

Determine Management’s Role
Define the Goals
Organize the Needs Analysis Team

Kavanagh, Human Resource Information Systems, Third Edition© 2015 SAGE Publications, Inc.
 Observation
Review with Management
Define the Needs
Identify Performance Gaps
Classify the Data
Determine the Priorities
Analyze the Current Situation

Kavanagh, Human Resource Information Systems, Third Edition© 2015 SAGE Publications, Inc.
 Exploration

 Interviews
 Questionnaires
 Observation.
 Focus Groups

Kavanagh, Human Resource Information Systems, Third Edition© 2015 SAGE Publications, Inc.
 Evaluation
Several activities occur during the evaluation stage of needs
analysis
• Once the data have been collected, they must be reviewed
and assessed to create a clear picture of the current and
desired processes, data sources, and issues.
• Next, the data should be arranged in a format useful for
the next phase of the SDLC: design.
• Third, the data should be reviewed by the project team to
gain additional perspective and encourage suggestions,
noting any duplications or omissions.
• When this information is organized, it can then be
prioritized according to the immediacy of need, and the
level of importance of the functionality the data
represents.

Kavanagh, Human Resource Information Systems, Third Edition© 2015 SAGE Publications, Inc.
 Evaluation - continued

Priority Description Codes

• 1 - Must be present at implementation
• 2 - Must be present within six months of
implementation
• 3 - Nice to have, but not essential
• 4 - Not need in the near future, but may be needed
due to environmental changes

Kavanagh, Human Resource Information Systems, Third Edition© 2015 SAGE Publications, Inc.
 Evaluation - continued

Importance Level/ Description

• 1 - Mandatory
• 2 - Strongly desired
• 3 - Nice to have

Later in the Vendor evaluation process, each piece or

item of functionality can have a calculated level such as
Importance X Immediacy. The resultant number can
then be multiplied by a specific consensus score of any
vendor’s capability to meet that need.

Kavanagh, Human Resource Information Systems, Third Edition© 2015 SAGE Publications, Inc.
 Reporting
• The final stage of the needs analysis process, reporting, involves
preparing a report that summarizes the findings and presents
recommendations for the design phase. The final report should
include an overview of the current systems and processes, along
with a description of how a new system could address the issues
and weaknesses with which the function deals.
• This report should contain the formalized requirements
definition, the document that lists each of the prioritized
requirements for the new system.
• The requirement definition can include specifications geared
toward solving problems identified in the analysis as well as any
that focus on new functionality that HR requires in the new
system. These requirements should be written in such a way
that when the new system is tested, each requirement can be
verified as being met.

Kavanagh, Human Resource Information Systems, Third Edition© 2015 SAGE Publications, Inc.
 Reporting
1. Executive Summary 4. General Operational
2. Project Background Requirements
2.1. Project Initiation 5. Functional Requirements
2.2. Project Charter 5.1. Function 1
2.3. Project Scope 5.1.1. Function 1 Description
5.1.2. Function 1 Requirements
2.4. Project Team
5.2. Function 2
2.5. Steering Committee 5.2.1. Function 2 Description
2.6. Project Schedule 5.2.2. Function 2 Requirements
3.Current Systems 5.3. Etc.
3.1. Description 6. Information Technology
3.2. Components and Functions
Requirements
7. Support Requirements
3.3. Interfaces
8. Next Steps
3.4. Strengths and Weaknesses 9. Appendices

Kavanagh, Human Resource Information Systems, Third Edition© 2015 SAGE Publications, Inc.