Information Systems In Organizations Project Due In 36 Hours
Stage 2: Process Analysis Due April 14
CASE STUDY located in Course Resources
Stage 1 Revised
A.Intro (1 sentence); cut and paste the MTC Hiring Process table from the assignment into your document•Fill-in Part 1 in the MTC Hiring Process table•Fill-in Part 2 in the MTC Hiring Process table
B. Intro (1 sentence); cut and paste the Expected Improvements table from the assignment into your document
•Fill-in the Expected Improvements table
*Don’t forget Title Page and References (at least 3)
Stage 2: Process Analysis
Feedback for Stage 1 Assignment
In table C. Strategic Objectives –
Explanation- Did not describe specifically describe how the new IT system will help achieve MTC’s goals
Table D. Decision Making- Example of Information the Hiring System Could Provide to Support Your Example Decision- Does not fully explain how the hiring system provides support
As the business analyst in the CIO’s department of Maryland Technology Consulting (MTC), your next task in developing your Business Analysis and System Recommendation (BA&SR) Report is to conduct a process analysis. This will identify how the current manual process is working and what improvements could be made to the process that would be supported by a technology solution.
Assignment – BA&SR: Section II. Process Analysis
The first step is to review the feedback you received on your Stage 1 assignment, making any needed corrections or adjustments. Part of the grading criteria for Stage 4 submission includes addressing previous feedback to improve the final report. For this assignment, you will add Section II of the Business Analysis and System Recommendation (BA&SR) Report to your corrected Section I. You will conduct an analysis of the current hiring process and present information on expected business improvements. This analysis lays the ground work for Section III. Requirements of the BA&SR Report (Stage 3 assignment) which will identify MTC’s requirements for a system.
Using the case study, assignment instructions, Content readings, and external research, develop your Section II. Process Analysis. The case study tells you that the executives and employees at MTC have identified a need for an effective and efficient hiring system. As you review the case study, use the assignment instructions to take notes to assist in your analysis. As the stakeholders provide their needs and expectations to improve the process, identify steps that could be improved with the support of a hiring system. Also look for examples of issues and problems that can be improved with a technology solution.
Use the outline format, headings and tables provided and follow all formatting instructions below.
Begin with your Section I (Stage 1 assignment) and add Section II. Apply specific information from the case study to address each area.
II. Process Analysis
A. Hiring Process:
First, insert an introductory opening sentence for this section that addresses what the complete table provides (Part 1 and Part 2 are defined just to help you logically work through the table information. One complete table should be provided with the 4 columns completed.) Refer to Week 3 and 4 content on processes and analyzing process improvements. Additional research can expand your knowledge of these areas.
Part 1 – To understand what the new hiring system needs to do for MTC, you will first analyze the current hiring process, often referred to as the “As-Is Process”). Remember, a process is a series of steps to perform a task; therefore, think about what the users are doing as part of the hiring process. The stakeholder interviews in the MTC Case Study provide some needed information about how the process is currently conducted, but you may need to make some additional logical assumptions. You will need to combine the steps that each interviewee discusses and organize them into a logical sequence showing the high-level start to finish process.
Then insert into the table the steps that are missing and enter the position title of the person who would perform each step. The beginning and ending steps have been provided for you and should remain in your table. Each process step should be concise and include an action verb. Note: Although different organizations can use different hiring practices, focus on information from the case study to capture key steps needed for this system. Incorporating additional steps such as testing, second round of interviews, etc. may cause you to omit key steps required for MTC’s process.
Part 2 – The overall hiring process has several steps which you listed for Part 1 above. For each of the steps listed, complete the To-Be Process column in the table describing how this part of the process will be supported by the technology solution to improve the hiring process. Then complete the Business Benefits of the Improved Process column by explaining how this part of the process can contribute to the overall business strategy – think at a higher level than the specific process step. For example, a process benefit might be “receiving an application faster” but the broader business benefit would be “reducing time needed for the hiring process to enable MTC to identify and hire top IT talent more quickly.” For each step, identify the result of using the system, as shown in the two examples. While it is true that the system will speed up each step of the process, think about how MTC or the responsible employees would benefit from using an automated system to perform that step.
The first row and last rows have been completed for you as an example and must be retained and not revised. Insert logical steps that would sequentially fall between #1 and #12. Be sure your table contains a total of 12 steps. Use the examples to help you provide clear process steps and business benefits.
|MTC Hiring Process|
|As-Is Process(Part 1)||Responsible MTC Position(Part 1)||To-Be Process – How the System Will Support and Improve the hiring process(Part 2)||Business Benefits of Improved Process (Align with MTC’s overall business strategy and needs.)(Part 2)|
|1. Recruiter receives application from job hunter via Postal Service Mail.EXAMPLE PROVIDED – (Retain text as #1 but remove this label and gray shading in your report)||Recruiter||System will receive application via on-line submission through MTC Employment Website and store in the applicant database within the hiring system.||A more efficient submission process decreases time needed to receive and begin processing applications. This will present a positive image to potential employees and help MTC compete for top IT talent.|
|12. Tom prepares offer letter based on information from recruiter and puts in the mail to the chosen candidate.EXAMPLE PROVIDED – (Retain text as #12 but remove this label and gray shading in your report)||Administrative Assistant||System enables AA to prepare job offer letter by storing the offer letter template and information on each candidate; allows AA to select information to go into letter and put it into the template, which can then be reviewed and emailed to the candidate.||More efficient offer process presents positive image to applicants and decreases time needed to prepare offer letter, and enables MTC to hire in advance of the competition.|
B. Expected Improvements – As noted in the case study, there are a lot of manual processes, overwhelming paperwork, difficulty scheduling interviews, etc. related to MTC’s current manual hiring process. A technology solution can address many of these issues. For each of the areas listed in the table below, provide an example of an issue from the case study and how a technology solution could be used to improve that area. Issues and improvements should be addressed in 1-2 clear, complete sentences with information incorporated from the case study. The first one is provided as an example. Note: This is not about the stakeholders’ wishes or expectations for the new system but identifying the current issues they have. Some may be explicitly stated in the interviews and for others you may need to apply some critical thinking. (Provide an introductory sentence and copy the table and insert information within.) For explanations of these areas, refer to Week 4 content on analyzing process improvements. Additional research can expand your knowledge of these areas.
|Area||Current Issues(from the Case Study)||Improvements(due to use of technology)|
|Collaboration:EXAMPLE PROVIDED(Retain text but remove this label and gray shading in your report)||The Hiring Manager states that recruiting is only one area he is responsible for and he isn’t as responsive to HR as he could be. Therefore, he counts on the Recruiters to help manage the process and keep him informed.Current manual system causes considerable communication breakdowns and takes additional effort and time to stay on top of the hiring process.||An efficient system with all information in one place, easily accessible via a dashboard, and updated in real time could make his recruiting job easier; and he could devote time to effectively working collaboratively and proactively with HR on his staffing needs.|
|Communications: Explain how a hiring system could improve internal and external communications|
|Workflow: Explain how a hiring system could improve the MTC hiring process by providing a consistent structure for each participant to perform his/her part in the hiring process.|
|Relationships: Explain how implementing an enterprise hiring system could foster stronger relationships with applicants/potential employees.|
Formatting Your Assignment
Consider your audience – you are writing in the role of a MTC business analyst and your audience is MTC and your boss, the CIO. Don’t discuss MTC as if the reader has no knowledge of the organization. Use third person consistently throughout the report. In third person, the writer avoids the pronouns I, we, my, and ours. The third person is used to make the writing more objective by taking the individual, the “self,” out of the writing. This method is very helpful for effective business writing, a form in which facts, not opinion, drive the tone of the text. Writing in the third person allows the writer to come across as unbiased and thus more informed.
· In Stage 2, you are preparing the second part of a 4-stage report. Use the structure, headings, and outline format provided here for your report. Use the numbering/lettering in the assignment instructions as shown below.
II. Process Analysis
A. Hiring Process
B. Expected Improvements
· Begin with Section I, revised according to any feedback received and add to it Section II.
· Write a short concise paper: Use the recommendations provided in each area for length of response. It’s important to value quality over quantity. Section II should not exceed 3 pages.
· Content areas should be double spaced; table entries should be single-spaced.
· To copy a table : Move your cursor to the table, then click on the small box that appears at the upper left corner of the table to highlight the table; right click and COPY the table; put the cursor in your paper where you want the table and right click and PASTE the table.
· Ensure that each of the tables is preceded by an introductory sentence that explains what is contained in the table, so the reader understands why the table has been included.
· Continue to use the title page created in Stage 1 that includes: The company name, title of report, your name, Course and Section Number, and date of this submission.
· Use at least at least 3 references from websites NO scholarly journals or books with in text citations with APA formatted citation and reference for this Stage 2 assignment. Use at least two external reference and ONE FROM COURSE CONTENT . Course content should be from the class reading content, not the assignment instructions or case study itself. For information on APA format, refer to Content>Course Resources>Writing Resources.
· CHOOSE ONE of the three references from the attached file titled course material, the other two references can come from the website of your choice no scholarly journals or books
· Add the references required for this assignment to the Reference Page. Additional research in the next stages will be added to this as you build the report. The final document should contain all references from all stages appropriately formatted and alphabetized.
· Compare your work to the Grading Rubric below to be sure you have met content and quality criteria.
|Criteria||90-100%Far Above Standards||80-89%Above Standards||70-79%Meets Standards||60-69%Below Standards||< 60%Well Below Standards||Possible Points|
|As-Is Process AnalysisAnalysis describes the hiring process as currently performed at MTCGenerally, 0-2 points per as-is process step.||18-20 Points10 steps in logical sequence and responsible position appropriately identified; clearly derived from the Case Study, and demonstrates sophisticated analysis.||16-17 Points10 steps in logical sequence with responsible position identified; derived from the Case Study, and demonstrates effective analysis.||14-15 Points10 steps are mostly in sequence and logical; responsible position identified; related to the Case Study.||12-13 PointsFewer than 10 steps and/or responsible position not identified and/or is not related to the Case Study, and/or contains significant incorrect information.||0-11 PointsContent missing or extremely incomplete, did not reflect the assignment instructions, showed little or no originality, demonstrated little effort and/or is not original work for this class section.||20|
|To-Be Process AnalysisAnalysis describes how the system will support and improve the hiring processGenerally, 0-2 points per to-be process step.||18-20 PointsTo-Be Process step improvements clearly relate to corresponding As-Is Process step and fully explain how the system will support it; demonstrates sophisticated analysis.||16-17 PointsTo-Be Process step improvements relate to corresponding As-Is Process step and explains how the system will support it; demonstrates effective analysis.||14-15 PointsTo-Be Process step improvement is provided for each As-Is Process step and an explanation is provided for each.||12-13 PointsFewer than 10 To-Be Process step improvements and/or explanations are provided; and/or contains significant incorrect information.||0-11 PointsContent missing or extremely incomplete, did not reflect the assignment instructions, showed little or no originality, demonstrated little effort and/or is not original work for this class section.||20|
|Business Benefits of Improved ProcessExplains how each step in the process can contribute to the overall business strategyGenerally, 0-2 points per improved process step||18-20 PointsBusiness benefits for all 10 process steps are fully explained; demonstrates sophisticated analysis.||16-17 PointsBusiness benefits for all 10 process steps are explained; demonstrates effective analysis.||14-15 PointsBusiness benefits for all 10 process steps are included.||12-13 PointsBusiness benefits for fewer than 10 process steps are provided; and/or contains significant incorrect information.||0-11 PointsContent missing or extremely incomplete, did not reflect the assignment instructions, showed little or no originality, demonstrated little effort and/or is not original work for this class section.||20|
|Expected ImprovementsIssues from case study and improvements due to technology in areas of Communication, Workflow, and RelationshipsGenerally, 0-7 points per area.||18-20 PointsIssues and improvements for all 3 areas are fully and correctly explained; demonstrates sophisticated analysis.||16-17 PointsIssues and improvements for all 3 areas are explained; demonstrates effective analysis.||14-15 PointsIssues and improvements for all 3 areas are provided.||12-13 PointsIssues and improvements for fewer than 3 areas are provided; and/or contains significant incorrect information.||20|
|ResearchTwo or more sources–one source from within the IFSM 300 course content and one external (other than the course materials)||9-10 PointsRequired resources are incorporated and used effectively. Sources used are relevant and timely and contribute strongly to the analysis. References are appropriately incorporated and cited using APA style.||8.5 PointsAt least two sources are incorporated and are relevant and somewhat support the analysis. References are appropriately incorporated and cited using APA style.||7.5 PointsOnly one resource is used and properly incorporated and/or reference(s) lack correct APA style.||6.5 PointsA source may be used, but is not properly incorporated or used, and/or is not effective or appropriate; and/or does not follow APA style for references and citations.||0-5 PointsNo course content or external research incorporated; or reference listed is not cited within the text.||10|
|FormatUses outline format provided; includes Title Page and Reference Page||9-10 PointsWell organized and easy to read. Very few or no errors in sentence structure, grammar, and spelling; double-spaced, written in third person and presented in a professional format.||8.5 PointsEffective organization; has few errors in sentence structure, grammar, and spelling; double-spaced, written in third person and presented in a professional format.||7.5 PointsSome organization; may have some errors in sentence structure, grammar and spelling. Report is double spaced and written in third person.||6.5 PointsNot well organized, and/or contains several grammar and/or spelling errors; and/or is not double-spaced and written in third person.||0-5 PointsExtremely poorly written, has many grammar and/or spelling errors, or does not convey the information.||10|
|TOTAL Points Possible||100|