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Case Study:
Larson Property Management
(Chapter-5)
SUBMITTED BY:
SHUBHAM VERMA
SURANJAN SINHA
PRITI RAJ
SHIVANI KUMARI
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Company Overview

Larson Property Management Company is one of the largest property management companies
in California, with more than 1,000 employees.

Company provides complete management services for commercial office and retail buildings
and apartment complexes; construction, repair, and maintenance of commercial properties;
and financial management and billing services for commercial real estate clients.
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Case Problem:
Need to develop a new HRIS

The company Larson Property

experienced Legacy HRIS, Management
significant implemented decided to replace
expansion over the approx. 10 yrs. ago, its legacy HRIS. One The primary
past five years had limited storage application module objective of the ATS
which resulted in the capability for in the new HRIS that will be to provide a
need to hire a large applicant and the company paperless hiring
number of employee records wanted was a process.
employees on an and had reached its sophisticated
ongoing basis to storage capacity. applicant-tracking
staff its operations. system (ATS).
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Target task:

Design a three month operational plan for the ATS.

 In your plan, make certain you differentiate between the logical and physical design of the ATS.
Which one should be done first? Which one is more important?

 Describe the importance of the data view versus the process view for the design of the ATS?

 Who are the important stakeholders to be considered in the design of the ATS?

 Based on your personal knowledge of recruiting by companies, develop a DFD with at least two
levels
 In your plan, make certain you differentiate between the logical and 5
physical design of the ATS. Which one should be done first? Which one is
more important?

 The design of the HRIS can occur in two phases: logical and physical design.

 The logical design of a system focuses on the translation of business requirements into
improved business processes, irrespective of any technological implementation.

 The focus and goal of physical design is determining the most effective means of translating
these business processes into a physical system that includes hardware and software.

 Both the designs are important, but logical designing should be done first, as adequate logical
design enables effective physical design.

Logical Design for Larson
Business Requirement
Acquisition of new employees
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HR Business Processes
involved:
•Identifying jobs requiring new
employees and approving those jobs;
•Analysing the requirements of those
jobs;
•Posting those positions and recruiting
applicants from the labour market;
•Tracking applicants through the
recruiting process
•Selecting from the recruiting pool,
through the use of selection tools such
as interviews, applicants that best fit
the job requirements; and
•Bringing new hires on board and
placing them in their jobs.

Data view versus the process view
>>The data perspective focuses on
an analysis of what data the
organization captures and uses,
and on the definitions and
relationships of the data, while
ignoring how or where the data
are used by the organization.
>>In case of Larson, Data view
consists of data about the
applicants and their knowledge,
skills, and abilities (e.g., name,
address, degrees received, work
experience).
>>The data perspective focuses on
the most efficient and effective
way to capture the data to ensure
accuracy.
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>>The process perspective,
conversely, focuses on the business
processes and activities in which the
organization engages and on how
data flow through the HRIS.
>>In case of Larson, recruiting
while processes may module from this perspective
change in the future, data consider business activities, such as
generally represent the
receiving applications, sorting and
most permanent and
scanning resumes to determine the
stable part of a system.
interview pool, scheduling interviews,
reporting candidate information for
legal purposes, and so on, but not
the data definitions and
relationships.
Important stakeholders to be considered in the design of 8
the ATS

HR staff specialists (e.g., the

recruiting manager)

HRIS specialists

Internal information technology

(IT) staff

Software vendors

External consultants
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Data Flow Diagram (DFD) of ATS

 A DFD is a graphical representation of the key business activities and processes in the HR
system, the boundaries of this system, the data that flow through the system, and any external
individuals or departments that interact with the system.

CONTEXT-LEVEL
Management
DIAGRAM
Hiring/placement
Decision Reports
Application Confirmation
ATS Application
Application Decision Reports

Application Hiring Decisions

Applicants HR Department
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Level 0 DFD for

Application
Tracking System
 WHAT IS AN RFP?
• A request for proposal, or RFP, is a statement of requirements for an HRIS. Required
features and what they will be used for are clearly outlined in a RFP. A general idea
of how vendor solutions will be evaluated for selection is also included, so that
vendors understand exactly what to offer and how they can help you.
• A RFP can help you to communicate most effectively with vendors so that they know
what you are looking for and can present their products in the appropriate light.
Since your selection process is outlined in a RFP, vendors can even double check your
criteria against the features of their system. A RFP can help to save time, as vendors
will focus on presenting the features that you do need and won’t waste excessive time
going over the features that you don’t need.
Section What to include

Briefly state why you’re looking to make this purchase at this time, how an HRMS must
Introduction support your strategic business goals (this information should be part of the initial HRMS
project proposal), and the scope and timing of the HRMS project.

A vendor can offer you a more relevant package or pitch if they understand your business.
Without drowning them in unnecessary detail, provide information on your organization's:
•Vision and purpose
•Core markets
•Key clients
Business •Staff numbers
context •Office and customer locations
•Relevant expansion projects
•HR compliance issues
•Sector trends
•Previous or legacy experience with HRMS systems
•Key stakeholder groups for this project
 Each requirement in this section should indicate the priority, timing, justification/reason,
any integration or configurability requirements and any additional expectations. At a
minimum, consider what functionality people need under each of the following HR
automation headings and issues:
•Records management
•Workforce directory
•Time and attendance
•Learning management
Process
•Recruitment
requirements
•Workload management & scheduling
•Onboarding
•Analytics
•Talent management
•Payroll
•Employee self-service
•Manager self-service
•Social collaboration
 These are the features that are not directly related to a particular HR process, more the
Technical detail of how to access those processes. There are two fundamental issues to address:
requirements Deployment – cloud or on-premise? Mobile access? (including consideration of
downloadable apps, and how the system will impact your BYOD policy).
Having laid out your wants and wishes, you need to be crystal-clear about you want
vendors to respond to your HRMS RFP. Not least because the more specific you are, the
more uniform in format, layout and detail the responses will be. Therefore making them
easier to compare and evaluate. Include the following headings in this section:
•Timing and schedule: clear deadlines for clarification questions and responses that
vendors must follow in order to have their product considered.
•Personnel: full details of the people that the vendor would deploy as part of your
Vendor HRMS project. You need to know details of their experience, skills, specialist expertise
instructions and availability.
•Cost: a full breakdown of the full cost, including license fees, monthly payments,
support and service options, any customisation/integration costs, maintenance and any
consultancy fees.
•Viability: some proof of the vendor’s financial stability (in other words, will they be
around for as long as you intend to use their system).
•References: contact details for existing satisfied customers whose requirements are
comparable with your own.
HRMS RFP response format

• Having provided all this information in as clear a manner as possible,

you need to give strict guidance on the format of vendors’ responses.
• First, this helps them provide you with the information you need.
• Second, a consistent format helps you compare and contrast the
responses from multiple vendors, making it easier to compare very
different systems.
1. Statement of Problem and Project OUTLINE OF RFP
Objectives
3. Administrative Information
a. description of current situation
a. respondent qualifications
b. description of problem
b. clarification and information
c. supporting documentation
requests
- reports
c. scheduled meeting information with
- examples
potential respondents
- diagrams
d. proposal selection criteria
d. Objectives
e. other administrative information
2. Technical Requirements
4. Cost Requirements
a. interfaces to current systems
a. pricing delineation
b. database requirements
- services
c. communications and network
- products
structure
- procurement
d. government standards
b. cost justification
e. reliability of system
c. phase pricing
f. timing constraints
d. type of development contract
g. programming language
available
h. host computer
 7. Proposal Format
5. Referenced Documents a. technical proposal
a. standards b. management proposal
b. existing system c. pricing proposal
documentation d. statement of work
c. product literature e. supplemental information
- financial report of respondent’s
6. Required Deliverables organization
a. documentation - respondent’s technical
b. software credentials
c. training - résumés of key personnel
d. hardware and - three references
equipment - site visits
e. warranty for system
f. development and test 8. Submission and Decision Schedules
tools a. final date for proposal submission
b. expected date of selection
c. schedule for completion of work
PRODUCT DEPLOYMENT:

Do you offer your products as Licensed, Hosted, SaaS or all three?

If you offer a Hosted and/or a SaaS model, what is your target market?

If you offer a Hosted and/or a SaaS model, why should we select it?

If you offer a Hosted and/or a SaaS solution, what is the data center and network
infrastructure?

If you host the application, what types of technical resources are required?

Provide a brief description of the security measures you provide in your hosting and/or SaaS
environment.

If data centers are physically secured, explain the method/technology used.

Does your hosting solution include a guaranteed level of system performance, such as sub-
second response time?

Describe your customer support process for application hosting or SaaS customers.

If Hosted and/or SaaS, what control would we have with making application modifications –
screens, tables and fields?
PRODUCT OVERVIEW:

Provide a brief overview of your product offerings.

How do you differentiate yourself from your competition?

Who are your product partners?

How do you stay current with changes in human resources?

What enhancements are planned for your product over the next three
years?

Please specify the name and version of the HRIS/payroll system considered
in this RFP.
PRODUCT FUNCTIONALITY
Please use the following matrix as a key for responding to the functionality
tables in the RFP.

Response Code Description

Feature is delivered as standard functionality in the proposed
Y - Existing version of the software and can be demonstrated by the vendor.
Feature is not currently included but will be available in a future
F - Future release. Please indicate time frame (e.g., 12 months).
Not included. Tools are provided for customization at no
C - Customer Customization additional cost.
Not included. Vendor provides customization at an additional
V - Vendor Customization cost.
Feature is provided by a third party partnering arrangement.
T - Third Party Indicate any preferred partner agreements.

N - Not Available Requirement can not be met.

ENTERPRISE STRUCTURE:

• How does your HRIS/payroll system support multiple companies?

• How does the system handle acquisitions and mergers? Specifically, what is required
to add a new company to the system?

• Are you a global provider? If yes, please provide your definition of global. Is this
provided through a 3rd party.

• Describe employee transfers between and/or within companies.

• Describe how a cost center [job number / activity number] is added and deleted in
your system.
 Requirements Code Comments
1 Supports multiple companies in one database
2 Supports individual tax filings by EIN
Provides capability to view all employees simultaneously regardless of EIN
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association or separately by company or division
4 Reports on all EINs without having to consolidate data
5 Reports on actual from check history
6 Provides for client defined organizational levels
7 Provides Web portal communication to all people in the organization
8 Provides Web portal communication to a specific company
Provides for the posting of company specifics, such as policies and forms, in
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the Web portal
10 Provides employee searches by:
11 Employee Number
12 Last Name & First Name
13 Organizational Level
14 Company
15 Location
16 Status
17 Job
18 Pay Group
19 Department Manager
20 Supports multiple languages
HIRING:
Describe your employer configurable new hire workflow.

Comme
Requirement Code
nts
HR and manager new hire/rehire checklist ability, by position, with
1. check-off ability as tasks are completed (for example, offer letter
has been sent and received).
Provides ability to automatically notify other areas of organization
2.
of new hire (security, payroll, etc.)
Provides ability to automatically notify new hire of activities they
3. need to complete and remind them if they don’t do them in a timely
manner.

4. Manager is prompted to assign correct property to the employee.

Ability to enter new hire before start date (effective dating) and
5.
new person will not appear on org charts until effective start date.
TERMINATION:

• Describe your employer configurable termination workflow and how it supports

termination of employees and independent contractor assignments.
• How is your system used to notify appropriate areas of the organization (security,
IT,
• payroll) that an employee or independent contractor has been terminated?

Requirement Code Comments

1. Enables manager self-service request for termination workflow.
Tracks terminations by reason (e.g. discharged, better opportunity,
2.
etc.), date, rehire eligibility.
Can the termination workflow be different based on the
3.
termination reason, or other termination criteria?
4. Maintains exit interview information.
Can automatically cancel specified employee benefits upon
5.
termination.