Stage 2: Process
Analysis
Before you begin work on this assignment, be sure you have
read the Case Study and reviewed the feedback received on your Stage 1
assignment.
Overview
As the business analyst in the CIO’s department of
Chesapeake IT Consulting (CIC), your next task in working towards an IT
solution to improve the hiring process at CIC 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 incorporate 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 by conducting an analysis of the
current hiring process and presenting 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 CIC’s requirements for a system.
Using the case study, assignment instructions, Course
Content readings, and external resources, develop your Section II: Process Analysis. The case study tells you that the executives
and employees at CIC 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), making
changes based on feedback you received and add Section II. Apply specific information from the case
study to address each area.
II. Process
Analysis
A.
Hiring Process:
Part 1 – To understand what the new hiring system needs to
do for CIC, you will first analyze the current hiring process (often referred
to as the “as-is process”). The
stakeholder interviews in the CIC 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. First, insert an introductory opening sentence
for this section that addresses both Part 1 and Part 2 below. 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.
(Provide an introductory sentence and copy the table and insert
information within.)
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 each step, identify the result of using
the system, as shown in the two examples.
While it is important the system will speed up each step of the process,
think about how CIC 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.
CIC Hiring Process
As-Is Process
(Part 1)
Responsible CIC Position
(Part 1)
To-Be Process – How the System Will Support the New Process
(Part 2)
Business Benefits of Improved Process
(Part 2)
1. Recruiter
receives application from job hunter via Postal Service Mail.
EXAMPLE PROVIDED – Retain as #1
Recruiter
Receive application via on-line submission through CIC
Employment Website and store in applicant database.
More efficient submission process decreases time needed to
receive and begin processing applications. This will present a positive image
to potential employees and help CIC compete for top IT talent.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11
12. Ted prepares offer letter based on information from
recruiter and puts in the mail to the chosen candidate.
EXAMPLE PROVIDED – Retain as #12.
Administrative Assistant
Prepares job offer letter by selecting information needed
for specific candidate; system completes the template with stored information,
and Ted reviews and emails to candidate.
More efficient offer process presents positive image to
applicants and decreases time needed to prepare offer letter, and enable CIC 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. A technology solution can address many of
these issues. For each of the areas
listed in the table below, provide examples of issues from the case study and
how a technology solution could be used to improve these areas. 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. (Provide an introductory sentence and copy the table and insert
information within.)
Area
Current Issues
(from the Case Study)
Improvements
(due to use of technology)
Collaboration:
EXAMPLE PROVIDED:
The Hiring Manager states that he isn’t as responsive to HR
as he could be as recruiting is only one of the many areas he is responsible
for. Therefore, he depends on Recruiters
to stay on top of the recruiting process.
An efficient system with all information in one place,
easily accessible 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 CIC
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
CIC business analyst and your audience is CIC and your boss, the CIO. Don’t discuss CIC 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.
· 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 # and date of this submission.
· Use at least
two resources with APA formatted citation and reference for this Stage 2
assignment. Use at least one external
reference and one from the course content. Course content should be from the
class reading content, not the assignment instructions or case study itself.
· Add the
references required for this assignment to the Reference Page. Additional research in 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.
· Running
headers are not required for this report.
· Compare your
work to the Grading Rubric below to be sure you have met content and quality
criteria.
· Submit your
paper as a Word document, or a document that can be read in Word. Keep tables in Word format – do not paste in
graphics.
· Your
submission should include your last name first in the filename: Lastname_firstname_Stage_2
GRADING RUBRIC:
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 Analysis
Analysis describes the hiring process in terms of CIC
requirements.
18-20 Points
10 steps in logical sequence and individual appropriately
identified; clearly derived from the Case Study, and demonstrates sophisticated
analysis.
16-17 Points
10 steps in sequence with logical individual identified;
derived from the Case Study, and demonstrates effective analysis.
14-15 Points
10 steps are mostly in sequence and logical; individual
identified; related to the Case Study.
12-13 Points
Fewer than 10 steps and/or individuals not identified and/or
is not related to the Case Study, and/or contains significant incorrect
information.
0-11 Points
Not included, is extremely incomplete, or is not related to
the Case Study.
20
To-Be Process Analysis
Analysis describes how the system will support the new
hiring process
18-20 Points
To-Be Process step clearly relates to corresponding As-Is
Process step and fully explains how the system will support it; demonstrates
sophisticated analysis.
16-17 Points
To-Be Process step relates to corresponding As-Is Process
step and explains how the system will support it; demonstrates effective
analysis.
14-15 Points
To-Be Process step provided for each As-Is Process step and
an explanation is provided for each.
12-13 Points
Fewer than 10 To-Be Process steps and/or explanations are
provided; and/or contains significant incorrect information.
0-11 Points
Not included, is extremely incomplete, or is not related to
the Case Study.
20
Business Benefits of Improved Process
Explains how each step in the process can contribute to the
overall business strategy
18-20 Points
Improvements for all 10 process steps are fully explained;
demonstrates sophisticated analysis.
16-17 Points
Improvements for all 10 process steps are explained;
demonstrates effective analysis.
14-15 Points
Improvements for all 10 process steps are included.
12-13 Points
Improvements for fewer than 10 process steps are provided;
and/or contains significant incorrect information.
0-11 Points
Not included, is extremely incomplete, or is not related to
the Case Study.
20
Expected Improvements
Issues from case study and improvements due to technology in
areas of Communication, Structure, and Relationships
18-20 Points
Issues and improvements for all 3 areas are fully explained;
demonstrates sophisticated analysis.
16-17 Points
Issues and improvements for all 3 areas are explained;
demonstrates effective analysis.
14-15 Points
Issues and improvements for all 3 areas are provided.
12-13 Points
Issues and improvements for fewer than 3 areas are provided;
and/or contains significant incorrect information.
0-11 Points
Not included, is extremely incomplete, or is not related to
the Case Study.
20
Research
Two or more sources–one source from within the IFSM 300
course content and one external (other than the course materials)
9-10 Points
Required 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 Points
At least two sources are incorporated and are relevant and
somewhat support the analysis. References are appropriately incorporated and
cited using APA style.
7.5 Points
Only one resource is used and properly incorporated and/or
reference(s) lack correct APA style.
6.5 Points
A 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 Points
No course content or external research incorporated; or
reference listed is not cited within the text.
10
Format
Uses outline format provided; includes Title Page and
Reference Page
9-10 Points
Well 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 Points
Effective organization; has few errors in sentence
structure, grammar, and spelling; double-spaced, written in third person and
presented in a professional format.
7.5 Points
Some organization; may have some errors in sentence
structure, grammar and spelling. Report is double spaced and written in third
person.
6.5 Points
Not well organized, and/or contains several grammar and/or
spelling errors; and/or is not double-spaced and written in third person.
0-5 Points
Extremely poorly written, has many grammar and/or spelling
errors, or does not convey the information.
10
TOTAL Points Possible
100
