FEASIBILITY REPORT FOR CHAVINDU’S EMPLOYEE MANEGMENT

SYSTEM

BACKGROUND

Currently, Chavindu's organization manages staff work using antiquated software or manual techniques,
which frequently results in errors and inefficiencies. The corporation intends to develop a new Employee
Management System (EMS) in order to address these issues. The HR functions will be automated and
streamlined by this new system, which will facilitate the management of personnel data, legal
compliance, and increased productivity. The objective is to facilitate the expansion of the business and
streamline HR procedures.

PROBLEM DEFINITION

Chavindu’s current employee management methods are slow and cause mistakes. Attendance tracking,
leave requests, and payroll are all handled manually, which is inefficient and error-prone. The new
Employee Management System (EMS) will automate these tasks, improve communication, and make
reporting faster and more accurate..

PROBLEM SOLUTION

The Employee Management System (EMS) will solve Chavindu’s HR issues by automating attendance
tracking, leave management, and payroll processing. This new system will replace manual methods with
a digital platform that ensures accurate records, speeds up leave approvals, and automates payroll tasks.
It will also include a self-service portal for employees and provide tools for efficient report generation,
leading to better communication and more effective HR operations.
FEASIBILITY CRITERIA

Operational Feasibility - To guarantee that HR personnel and employees can quickly become
accustomed to it, the Employee Management System (EMS) needs to be simple to use and intuitive.
Payroll administration, attendance monitoring, onboarding, and recruitment are just a few of the HR
procedures that the system ought to automate and streamline. The technology will raise overall
operational effectiveness and staff satisfaction by increasing the precision and effectiveness of these
jobs..

Technical Feasibility – Robust and extensively-used technologies such as C# for backend

development, the.NET framework, and SQL Server for database management will be employed in the
construction of the EMS. These technologies guarantee that the system can be developed and
maintained effectively since they are dependable, scalable, and well-supported. A flawless user
experience, data security, and integration with current systems are requirements for the technical
infrastructure.

Economic Feasibility - The advantages of the EMS should outweigh the costs associated with its
development and implementation. This entails lower administrative expenses, fewer mistakes, increased
output, and enhanced adherence to labor regulations. A thorough cost-benefit analysis should show a
positive return on investment in a reasonable amount of time, usually two to three years.

Category Cost/Value (USD)

Initial Costs
Software Development $50,000
Hardware Procurement $20,000
Training Programs $10,000
Data Migration $5,000
Initial Setup $5,000
Total Initial Costs $90,000
Ongoing Costs (per year) $10,000
Total Ongoing Costs (3 years) $30,000
Total Costs (3 years) $120,000

Annual Benefits
Reduced Administrative Costs $40,000
Improved Productivity $30,000
Fewer Errors $20,000
Better Compliance $10,000
Total Annual Benefits $100,000
Total Benefits (3 years) $300,000
Net Gain (3 years) $180,000
Return on Investment (ROI) 150%

Schedule Feasibility – A precise and feasible schedule for the project should be
established, with distinct stages for requirements collection, system design,
development, testing, deployment, and training. To make sure the project continues on
schedule, each phase should have clear deadlines and milestones. Given the extent of
the work, the overall project duration—typically nine to twelve months—should be
manageable.

Phase Activities Duratio Sta End

n rt
 Dat
Date
e
Aug
ust
Requirements Collect requirements, August
1 month 1,
Gathering stakeholder meetings 31, 2024
202
4
Sept
emb Septemb
Design architecture,
System Design 1 month er 1, er 30,
create design docs
202 2024
4
Octo
Develop modules, ber
4 January
Development setup database, design 1,
months 31, 2025
UI/UX 202
4
Febr
Perform unit and uary
2 March 31,
Testing integration testing, 1,
months 2025
UAT 202
5
April
Deploy system,
Deployment and 1, April 30,
conduct training 1 month
Training 202 2025
sessions
5
May
Provide ongoing
Post-deployment 1,
support, bug fixes, Ongoing Ongoing
Support 202
updates
5
Milestone Expected Date
Completion of
Requirements August 31, 2024
Analysis
Completion of
September 30, 2024
System Design
Development of Core
January 31, 2025
Modules
 Successful User
Acceptance Testing March 31, 2025
(UAT)
Full System
April 30, 2025
Deployment

Legal Feasibility - All applicable labor laws, data privacy laws, and industry standards
must be followed by the EMS. This include managing employee information
appropriately, protecting the privacy and security of data, and keeping accurate records
in order to comply with regulations. Making sure that software licenses and intellectual
property rights are appropriately managed is another aspect of legal viability.

Chavindu's company can guarantee that the Employee Management System is feasible,
attainable, and advantageous for the organization by fulfilling these feasibility criteria.

ALTERNATIVE TECHNICAL SOLUTIONS WITH COST/BENEFIT ANALYSIS

A number of options stand out when weighing the costs and benefits of various technical solutions for
Chavindu's Employee Management System (EMS). Using a cloud-based solution, which reduces upfront
hardware costs by utilizing outside infrastructure providers like AWS or Azure, is one workable strategy.
This method offers scalability, remote accessibility, and possible maintenance overhead savings despite
the recurring subscription costs.

Using open-source HR management software, such as Sentrifugo or OrangeHRM, is an additional option

that lowers upfront software licensing costs but might involve support and customization costs. In
comparison to proprietary software solutions, this option offers potential cost savings, community
support, and adaptability.
As an alternative, data management between organizational departments can be streamlined by
integrating an HR module into already-existing ERP systems, like SAP's HR module. This method
centralizes data, strengthens data integrity, and may increase operational efficiency through
synchronized processes—all at the expense of integration and customization costs.

Every option has unique benefits and drawbacks, so a comprehensive cost/benefit analysis that takes
Chavindu's unique operational needs and financial constraints into account is necessary. Through a
thorough evaluation of these variables, Chavindu's organization can identify the best technical solution
that supports its strategic objectives and improves overall personnel management effectiveness.

RECOMMENDATIONS
• Based on the evaluation of alternative technical solutions and their cost/benefit analyses, the
following recommendations are suggested for Chavindu's Employee Management System (EMS):

• Cloud-Based Solution: Consider adopting a cloud-based EMS for scalability, remote accessibility,
and potential cost savings in hardware and maintenance.
• Open-Source Software: Explore using open-source HR management software like OrangeHRM or
Sentrifugo for flexibility and cost savings on software licensing.
• Integrated HR Module: Prioritize integrating an HR module into existing ERP systems to
centralize data management and streamline organizational processes.

• Implementation Steps:

• Detailed Requirements Analysis: Define specific functional and technical requirements based on
organizational needs.
• Cost/Benefit Analysis: Evaluate total cost of ownership, including initial investment and ongoing
maintenance versus expected benefits.
• Pilot Testing: Conduct a pilot test to assess functionality, scalability, and user acceptance before
full deployment.
• Training and Change Management: Provide comprehensive training and implement change
management strategies to ensure smooth adoption.
• Continuous Evaluation: Monitor performance post-deployment, gather feedback, and make
adjustments to optimize system effectiveness.
•