HRM3703
EXAM PACK
,HRM3703 - HUMAN RESOURCE INFORMATION SYSTEMS AND TECHNOLOGY
MAY/JUNE 2022
EXAM ANSWERS
QUESTION 1
1.1 Request for Proposal (RFP)
(a) Briefly describe what an RFP is. (2)
A Request for Proposal (RFP) is a formal document issued by an organisation to
potential vendors requesting detailed proposals for a product or service that will meet
the organisation's specific requirements. In this case, Hardware Mecca would use an
RFP to explain its HRIS requirements and allow different HRIS vendors to propose
suitable solutions.
(b) Five items that Hardware Mecca should have included in the RFP. (5)
1. Company background and organisational profile
The RFP should describe Hardware Mecca's business, size and operations. For
example, the company has operated for more than 23 years, employs
approximately 490 people and distributes hardware-related products nationally.
2. Current HR and information systems environment
Hardware Mecca should explain its existing systems, processes and technology
infrastructure. This would help vendors understand what the new HRIS must
integrate with and what existing technology can be retained.
3. Functional requirements
The organisation should identify the HR functions that the system must support,
such as employee records, recruitment, performance management, benefits
administration, payroll-related information and reporting.
4. Technical requirements
The RFP should specify technical requirements such as database capabilities,
, security, accessibility, compatibility with existing systems, networking
requirements and the ability to support approximately 490 employees.
5. Implementation and vendor-support requirements
Hardware Mecca should explain its expectations regarding implementation,
training, data conversion, technical support, maintenance and future system
upgrades. This is particularly important because the organisation intended to
expand and add modules as its needs changed.
(c) Three criteria Hardware Mecca should have used when selecting the HRIS
vendor. (6)
1. Functionality and suitability
The selected HRIS should provide the functions required by Hardware Mecca. It should
support employee information management, performance management, reporting and
other HR activities and should be flexible enough to accommodate future expansion.
2. Cost and value for money
The organisation should consider the total cost of acquiring and operating the system.
This includes licensing, implementation, training, maintenance, upgrades and technical
support. A cheaper system would not necessarily be the best choice if it cannot meet
the company's requirements.
3. Vendor reliability and support
Hardware Mecca should assess the vendor's reputation, experience, technical expertise
and ability to provide ongoing support. Since the HRIS would become an important
source of organisational information, the vendor should be capable of resolving
problems and supporting future system development.
1.2 HRIS customers/users
(a) What type of HRIS user is Gloria? (1)
, Gloria is an HRIS administrator/system administrator. Her responsibility is to ensure
that HR employees have appropriate access, information and tools to perform their
work.
(b) What type of HRIS user is Velley? (2)
Velley is an HRIS end user/transaction processor.
Her role involves entering and maintaining basic employee information in the HRIS. She
performs routine data-entry and administrative activities and therefore needs
appropriate access to the relevant employee-record functions.
(c) Explain Antoine's role as an HRIS power user. (2)
An HRIS power user is an employee who has advanced knowledge of the HRIS and
uses its more sophisticated capabilities, such as reporting, data analysis and system
functions.
Antoine can support managers by extracting relevant reports, analysing employee
information, identifying trends and helping managers interpret HR data when making
decisions about employees and workforce planning.
1.3 Employee concerns about personal information
(a) How would you address the employee's concerns? (4)
I would explain to the employee that providing personal information does not mean that
every employee at Hardware Mecca will automatically have access to it. Access to HR
information should be restricted according to an employee's role and responsibilities.
In South Africa, the Protection of Personal Information Act (POPIA) provides
important principles for the responsible processing of personal information. Hardware
Mecca should collect information for legitimate and specified purposes, process only
EXAM PACK
,HRM3703 - HUMAN RESOURCE INFORMATION SYSTEMS AND TECHNOLOGY
MAY/JUNE 2022
EXAM ANSWERS
QUESTION 1
1.1 Request for Proposal (RFP)
(a) Briefly describe what an RFP is. (2)
A Request for Proposal (RFP) is a formal document issued by an organisation to
potential vendors requesting detailed proposals for a product or service that will meet
the organisation's specific requirements. In this case, Hardware Mecca would use an
RFP to explain its HRIS requirements and allow different HRIS vendors to propose
suitable solutions.
(b) Five items that Hardware Mecca should have included in the RFP. (5)
1. Company background and organisational profile
The RFP should describe Hardware Mecca's business, size and operations. For
example, the company has operated for more than 23 years, employs
approximately 490 people and distributes hardware-related products nationally.
2. Current HR and information systems environment
Hardware Mecca should explain its existing systems, processes and technology
infrastructure. This would help vendors understand what the new HRIS must
integrate with and what existing technology can be retained.
3. Functional requirements
The organisation should identify the HR functions that the system must support,
such as employee records, recruitment, performance management, benefits
administration, payroll-related information and reporting.
4. Technical requirements
The RFP should specify technical requirements such as database capabilities,
, security, accessibility, compatibility with existing systems, networking
requirements and the ability to support approximately 490 employees.
5. Implementation and vendor-support requirements
Hardware Mecca should explain its expectations regarding implementation,
training, data conversion, technical support, maintenance and future system
upgrades. This is particularly important because the organisation intended to
expand and add modules as its needs changed.
(c) Three criteria Hardware Mecca should have used when selecting the HRIS
vendor. (6)
1. Functionality and suitability
The selected HRIS should provide the functions required by Hardware Mecca. It should
support employee information management, performance management, reporting and
other HR activities and should be flexible enough to accommodate future expansion.
2. Cost and value for money
The organisation should consider the total cost of acquiring and operating the system.
This includes licensing, implementation, training, maintenance, upgrades and technical
support. A cheaper system would not necessarily be the best choice if it cannot meet
the company's requirements.
3. Vendor reliability and support
Hardware Mecca should assess the vendor's reputation, experience, technical expertise
and ability to provide ongoing support. Since the HRIS would become an important
source of organisational information, the vendor should be capable of resolving
problems and supporting future system development.
1.2 HRIS customers/users
(a) What type of HRIS user is Gloria? (1)
, Gloria is an HRIS administrator/system administrator. Her responsibility is to ensure
that HR employees have appropriate access, information and tools to perform their
work.
(b) What type of HRIS user is Velley? (2)
Velley is an HRIS end user/transaction processor.
Her role involves entering and maintaining basic employee information in the HRIS. She
performs routine data-entry and administrative activities and therefore needs
appropriate access to the relevant employee-record functions.
(c) Explain Antoine's role as an HRIS power user. (2)
An HRIS power user is an employee who has advanced knowledge of the HRIS and
uses its more sophisticated capabilities, such as reporting, data analysis and system
functions.
Antoine can support managers by extracting relevant reports, analysing employee
information, identifying trends and helping managers interpret HR data when making
decisions about employees and workforce planning.
1.3 Employee concerns about personal information
(a) How would you address the employee's concerns? (4)
I would explain to the employee that providing personal information does not mean that
every employee at Hardware Mecca will automatically have access to it. Access to HR
information should be restricted according to an employee's role and responsibilities.
In South Africa, the Protection of Personal Information Act (POPIA) provides
important principles for the responsible processing of personal information. Hardware
Mecca should collect information for legitimate and specified purposes, process only
