Applicant management information system for Company X consulting firm

Business Deliverables

Project Objectives and Justification

Company X is a consulting firm whose business and services involve hiring and deployment of IT professionals to clients. Basically, company X assists clients to find applicants who may fit their employment needs.

The current operational procedures of Company X involve traditional methods of data access and storage, in that most of the essential information they need are basically paper-based. Because we are already in the age of information, automated by technological developments, this paper finds it essential that Company X should improve its operational methods and processes.

The objective of this paper is to provide a proposal for automation of Company X's information access and storage. The application is to be called as Applicant MIS/DSS. By studying Company X's current operational flow, specifically in phases that involve access and storage of information, this paper aims to provide the company with a solution that, aside from being automated, will be Internet accessible. This Internet-based application will have the capability of allowing clients to view the comprehensive resumes of Company X's IT applicants.

The speed in today's technological progress makes it imperative for businesses and industries to deliver competent service. E-commerce is among the solutions that allow a company to satisfy this need. For Company X, since its business is in the line of delivering services in information technology, it is important that they present and demonstrate a technological level that can gain client trust. Implementing an e-commerce system will benefit Company X's operational processes by facilitating and organizing their information management, controlling and securing applicants' information, supporting the company's decision-making process, and becoming accessible to clients.

Description of the Need for the Application

The current operational procedures of Company X involve traditional methods of data access and storage. For instance, applicants' records are stored as paper-based information. Hence, access of such records is also done manually. Although the company maintains computers as among their office tools, the machine's function is not maximized. Company X only uses computers for basic presentations, such keying of an applicant's information into a Microsoft Word document and printing it for presentation to clients.

One disadvantage in Company X's method of storing paper-based information is that immediate access to vital records is not satisfied. Paper-based storage of information always requires manual searching, an aged and time-consuming method that is not ideal in today's industries.

Another disadvantage in paper-based method is that it prevents Company X from having effective and efficient results to decision-making process. For instance, during a process of selecting applicants who can be qualified for a job position a client requires, due to manual search that Company X carries out on applicants' information, it is possible that they would miss to consider a number of qualified applicants.

The third drawback that this study has found in the current operational flow of Company X is that information is not readily and easily accessible to anyone within the company, and to the Clients as well, who may need it. This problem is, however, rational to the present inefficient information-storage method of Company X.

Because of the manual process in most of the information-related phases in Company X's operational structure, its performance in delivering services to clients is affected. Thus, similarly affecting the company's growth in terms of competency and number of clients.

Search Record

This function is for searching a specific record. For instance, Company X may want to view a particular applicant's record without the need to browse through other records.

Record Filtering

This function is for viewing filtered, grouped, or categorized records of IT applicants. For instance, Company X may want to view records of applicants with 5 years of work experience using UNIX operating system; or, records of applicants with a combination of particular skills.

Decision Support

This function is capable of sorting filtered records based on the sort conditions a manager specifies. For instance, after filtering records of applicants with 5 or more years of work experience using UNIX and 2 or more years of experience in C++, a manager can sort the filtered records based on seniority as an IT professional. This function is useful for decision-making wherein a manager can select and decide which applicants can be considered for an available job position.

Create Report

This function is for creation of report of the current record selection (i.e. searched record, filtered records, etc.), or queries.

Technical Requirements

Managers often need to make decisions about how to acquire the technology used in information systems. Hardware needs to be purchased; software has to be developed or bought; networks must be acquired; and data management systems need to be selected. (Information Systems and Management Decision Making).

The following are the least suitable hardware, software, and network requirements for the proposed application.

Intel Pentium III or higher

1024 MB RAM

1 GB Free Disk Storage

Standard or Enterprise Version of SSA B2B Integration Platform

Microsoft Windows 2000 Server

Web Server IIS

ODBC Compliant Database (Microsoft SQL Server, Oracle, etc.)

Network Card

Integration Deliverables

Implementation Plan

The operational processes of Company X are presently manual in type. In view of this, it is important to anticipate that future users of the proposed application may need time to adjust to new technology. Before the implementation process starts, an implementation plan must be prepared to facilitate Company X's familiarization with the new application. The following are suggested phases of implementation process.

Timing

Ideally, implementing an application must not obstruct the activities and operation of a company. It is important that implementation timing be observed, in that the application must be implemented during times when Company X is not busy. In this way, the company's operation will not be affected should a system problem occur. It is best recommended that installation Applicant MIS/DSS be carried out on non-working days.

User training and impact

Before the implementation of Applicant MIS/DSS, training the user on every details of how to use the application must be carried out first. Otherwise, instead of serving as a solution, Applicant MIS/DSS may cause problems to Company X. Along with user training, orienting the application's users of the purpose and advantages of the application is essential.

Business/Organizational/Procedural training and impact

This phase is perhaps the implementation stage that can run all throughout the implementation process. In this phase, the purpose and function of Applicant MIS/DSS in business, organizational, and procedural aspects of the company is familiarized.

Integration Risk Analysis and Appropriate Strategies to Maximize Successful Integration

As with the implementation plan, this section proposes the study and analysis of possible risks to Applicant MIS/DSS, and preparation of strategies against possible risks, before carrying out the integration of the new application in Company X. The risk analysis should include the following aspects that may affect the success and failure of Applicant MIS/DSS.

Hardware technology that will be utilized in the new application

Software technology that will be utilized in the new application

Personnel and training

Technical support

Application maintenance

Having an objective of maximizing the function and use of Applicant MIS/DSS upon integration into Company X, this paper proposes a design of problem-preventive strategies and problem-solving techniques against possible problems in the proposed application. The design will cover actions to factors used as basis of risk analysis (hardware technology, software technology, etc.), which are the following.

Security and control of information and database

User control

Operation Plan

The completion and implementation of an application do not conclude the delivery of responsibilities and services to the system. In fact, a new system or application is just beginning its life after implementation. Hence, it is necessary that the operation of Applicant MIS/DSS should be guided by procedures and contingency plans. This paper proposes that the operation plan should cover the following.

Business/IT Roles and Responsibilities

Applicant MIS/DSS should receive continuous IT monitoring and maintenance throughout its lifetime. Especially during instances when problems exist, the roles of IT to the application should never cease. The business role, on the other hand, is to constantly evaluate the function and performance of Applicant MIS/DSS. This is in relation to new business requirements or changes in technology.

Issues Escalation

Applicant MIS/DSS is more than a solution software. Considering its effect on users and IT applicants, especially in decision-making, is part of the operation that must be planned. Following are some ethical decision making rules, extracted from Ethical Issues for Information Systems, proposed by this project.

1. The Golden Rule -- based from the rule "Do unto others as you would have them do unto you." Simply, do not do anything that would harm others.

2. Utilitarianism -- from the principle "the greatest good for the greatest number."

Simply, do what is best for most.

3. Casegorical imperative -- based from the universal law. Simply, do what should

Be adopted as a rule for everyone.

Disaster Recovery

There is a saying that all there is no software, system, or application, which is 100% error-free. In anticipation to any failure of the Applicant MIS/DSS during its operation, it is suggested that Company X should have a contract, such as service agreement during system failure, with the developer of the application.

Contingency Planning

Generally, part of a software's lifetime are two kinds of risks: security risk, and functional risk. Security risks include computer crimes such as theft of money, theft of data, theft and destruction of hardware, illegal copying of software, and destruction of data and software (Information Systems and Management Decision-Making). Functional risks, on the other hand, include systems and data failure. In anticipation to these problems, it is proposed that the contingency plan should include the following.

1. Perform data back-up periodically.

2. Utilization of firewall to secure the application and its data

3. Use of further security to data such as encryption and decryption

4. Copyright the software

Use of virus protection software