automating hr
DESCRIPTION
Automating HR. The fastest way to a responsive organisation. System Model Development. Operational Systems - 70’s. "Strategic Systems” - 90’s. Personal Productivity - 80’s. The Intra/Extranet – 2000’s. Cross - Enterprise Communication Connect to outside stakeholders. Electronic - PowerPoint PPT PresentationTRANSCRIPT
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Automating HR
The fastest way to a responsive organisation
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System Model DevelopmentOperational Systems - 70’s
TransactionsControlRecordsData processing
Personal Productivity - 80’sTyping and calculatingFilesDocumentsPersonal tasks
"Strategic Systems” - 90’sCommunicationsPeopleDocumentsKnowledge sharing & exchangeBusiness Processes
The Intra/Extranet – 2000’s
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Cross -Enterprise
CommunicationConnect to outside
stakeholders
Electronic Community Development
- Operate alliances
Value ChainInnovation
Control the chain
EnterpriseProcess
InnovationRe-engineer
business process
EnterpriseKnowledge
ManagementLeverage
intellectual capital
Enterprise- wideCommunication
Encourage acrossfunctions
Work GroupProcess
InnovationImprove control
of flows
Work GroupCollaboration
Enable collectivedecision making
Work GroupCommunication
Improve efficiency of Inf. exchange
InformationFlows
KnowledgeFlows
Work Flows
Work Complexity
ExtendedEnterprise- Internet &Extranet
Integrated Enterprise- Intranet
Automated Work Group- Department
Org
anis
atio
nal C
ompl
exity
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The challenges to business
• Globalisation– Moving people, products and information on a global scale– Creating profitability through growth– Developing Market Focus and customer awareness using
employee creativity
• Technology– Don’t want to be a “not.com”– Use it to make sense and add value– Leverage information for business results
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The challenges to business
• Intellectual Capital– Knowledge is a direct competitive advantage– People are the keepers so attraction, development motivation and
retention are critical
• Change– Embracing non-stop change– Rapid and continuous learning– Ceaseless innovation– Detect and respond to trends– Identify new ways to do business
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Companies are changing
• Towers Perrin Internetworked Organisation Survey– Looked at the way companies are changing– Found
• All types of Company are changing, not just the preserve of dot.coms
• No status quo• Well executed organisational and people changes
will win
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What is the business response?
• Develop e-business strategy– Customer and market focussed– Increase Brand Equity– Deepen Customer relationships– Reduce operational costs– Increase market share
Towers Perrin Internetworked Organisation Survey, February 2000
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What are the issues?
• Change and the speed of change– These are and will be large scale and far
reaching– Affect Management and decision making
• It is about more than technology– People and Skill Resourcing– People Development and Training– How work is organised and managed
Towers Perrin Internetworked Organisation Survey, February 2000
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Management and processes
Management / Processes
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Man
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Perc
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Last 2 YearsNext 2 Years
Towers Perrin Internetworked Organisation Survey, February 2000
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Work Design and Staffing
Work Design and Staffing
010203040506070
Mor
e C
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-Fu
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Tea
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Activ
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Last 2 YearsNext 2 Years
Towers Perrin Internetworked Organisation Survey, February 2000
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So to survive……
• HR needs to be business orientated and proactive in– Letting the line manage
• By sharing and giving access to information– Becoming the experts in the “way we do things
round here”• Automating processes• Developing integrated systems and processes
– Agents for changeDave Ulrich, Professor Business School, University of Michigan
“ A New Mandate for Human Resources”Harvard Business Review
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So, what’s HR Automation all about?
• Streamline Administration and processes• Meet Management and employee
information needs – build self-sufficiency• Provide tools and information directly• Improve service capability of HR• Build internal capacity to use the system• Enable new ways of working
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But it’s just for big companies, isn’t it?
• Technology is now affordable and user friendly• Groupware – Intranets and the Internet have
transformed their uses• Costs savings help all sizes of Company
– H-P estimate 90% savings over paper– Oracle saved $1billion over 9 months– Smaller companies report similar relative savings
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Successful processes
• “The more we transform and automate business processes, the more we need to measure and manage to maintain quality and improve performance”
Andre de Waal – Arthur AndersenAndre de Waal – Arthur AndersenManaging the New EconomyManaging the New Economy
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Streamline Administration and Processes - objectives
• Develop common processes using common data
• Reduce cycle times• Respond faster• Increase quality, accuracy and reduce
duplication• Control, monitor and track input and routing
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Process Design Features
• Allow data users to help themselves• Introduce failsafe controls on people
processes• Extend reach• Manage Knowledge• Create and build virtual teams• Enable remote and mobile working
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Efficiency gains
• Managing Performance – Transforming Business processes changes
people from doers to implementers– Implementers monitor, understand and improve
processes– This requires measurement and management to
maintain quality and improve performance
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Information Needs
• Immediate access to real-time information• Remove geographic, and time boundaries• Common access leads to common
understanding
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Developing an HR system
• Produce detailed specification – set of standard tests for functionality and
meeting data handling requirements – Service Level Agreement, internal and external
support– calling for tenders.
• Remember 80% of the work is getting data to the system, only 20% getting data out!!
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HUMAN RESOURCESYSTEMS
HEADCOUNT CONTROLJOB EVALUATION
POLICIES AND PROCEDURESBENEFITS
REFERENCE LIBRARYDISCUSSION DATABASES
-PENSIONS-CARS
MANAGEMENT REPORTING
ADMINISTRATIONSWITCHBOARD
ROOM BOOKING SYSTEMCAR REGISTRATION
FLEET MANAGEMENT SYSTEMDEPT. DIARIES
CALENDARING AND SCHEDULINGWHO’S WHO
PEOPLEPERSONNEL RECORDSOPERATIONAL HUMANRESOURCES DATABASEADDRESS / LOCATION
HR ADDRESSES OFCONTACTS
OFFICES
TRAINING- COURSE DETAILS
- COURSE BOOKINGS- MIS TRAINING
APPRAISALEMPLOYEE
DEVELOPMENT
TOOLSWORD PROCESSING
SPREADSHEETGRAPHICS
TIME MANAGEMENT
COMMUNICATIONSELECTRONIC MAIL
PUBLIC NOTICESCOMPANY NOTICES
OPINION SURVEYEMPLOYEE INFORMATION
-JOB POSTING -EMPLOYEE STOCK
PURCHASE -SHARE PRICE
-PRESS RELEASES -BUSINESS UPDATES
-MANAGEMENT MESSAGES -PENSIONS QUERIES
DISCUSSION DATABASESBENEFITS SELECTION
Connected byLAN & WAN
Functionality of HR\Systems
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Integration
MenuUpdate DataRequest info
ApplyObtain form
Intranet PCOr Kiosk
ElectronicForms
PWA
Oracle Human Resources mySAP Human
Resources™
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Selecting a new HR system
• Selection of a group of Project Owners representing core interest groups, to ensure that the system developed meets all reasonable needs;
• Research potentially suitable products and define the preliminary specification;
• Set the Budget
WishfulThinking!
Harsh Reality!!
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Selecting a new HR system
• Competitive tendering by Vendors, demonstrating how their offerings can meet the specification and selection of shortlist
• Validation of shortlist products;• Selection of final choice;
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Selecting a new HR system
• Implementation, to include:– Development of implementation plan– Data cleansing– Technology installation– System installation and testing– Data upload– System Commissioning– System Documentation– System Security
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So how can we use the Technology effectively?
Cross -EnterpriseCommunication
E-MailE- Publishing
Electronic Data Exchange
Electronic Community Development
E-marketsAlliances
Interactive learning
Value Chain Innovation Customer integrationChannel/supply chain
integratione-business
Enterprise Process Innovation
Process redesign
Enterprise KnowledgeManagement
Knowledge based decisionCompetency development
Community of practice
Enterprise- wideCommunication
E-MailReference systems
Calendaring/scheduling
Work GroupProcess Innovation
Workgroup Automation
Work GroupCollaborationTeam-working
Discussion groupsDocument Management
Work GroupCommunication
E-MailReference Systems
Calendaring/scheduling
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What is the advantage ?
• Increases HR Effectiveness by– Allowing Data users to help themselves,
reducing demand on HR– Introduces fail-safe controls on HR processes– Extends Reach outside the organisation– Enables Management of Knowledge– Creates and builds virtual teams– Enables remote and mobile working
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Increases HR effectiveness by:• Real-time updates• Frees facilities• Frees the
disadvantaged• Single Point data
entry• Transfers data
ownership to originator
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Data originator
Data User
Data Owner
Data Collector
Data Keeper
Sharingenables virtual teams
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Communicating
Hello, everyone!
Hello, everyone!
One to OneMany to OneOne to Many
Many to Many
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Disseminating Information
Policy DocumentsEmployee and Manager HandbooksDirectories and address booksCompany NewsPress ReleasesPublic NoticesInstruction Manuals
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The Manager’s HR Desktop
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Employee Desktops
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Tracking Information
Applicant trackingBookings Databases - Training Courses, Conference Rooms, EquipmentHelp Desk systemsCar/Employee registration systemsCompetitive Information
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Cisco Employee Directory
The Challenge• Phone books outdated on publication
• Building moves
• Organisation changing
• Job titles & roles changing
• How to keep directory up-to-date and information rich
The Solution• Cisco Employee Directory
• Updates from HRIS
• Saved $180,000 pa on directory production alone
• Productivity improvement - priceless!
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Recruitment
To maintain leadership in the competitive IT industry requires focused hiring processes.
• Recruiting managers raise requisition and spec
• Jobs displayed on Cisco jobs site
• Candidates, internal & external, search the site
• Complete Profilor or electronically submit CV - filtered to database
• Recruitment managers can search database of 20,000+ resumes
• CVs meeting current specs are auto-routed to the hiring team worldwide
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Recruitment
CompetitivePositioning
Evaluations
DefineCriteria
OptimizedScreening and Self-Selection
Lead Generation
Automated Requisitions
Amazing People
Profiler
MARTI(Mgr Recruitment Toolkit)
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Sharing Information / Managing Knowledge
Discussions and Policy formationTeam workingSharing ExpertiseBrainstormingAsking for helpSolicit ideas and feedbackHave you done ? Do you have?
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TrainingThe Challenge
• A Learning organisation
• Daily changes to training schedules and information
• High administration
• Limited management visibility
• Poor training records
The Solution
• All training courses on the web
• Roadmaps of professional and management development
• Automated manager notification
• Feeds HRIS records
• Automates charging
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Extending Reach
• Using Partner Relationships – e.g.– Pension Scheme
• Links to Financial Adviser• Access to Individual Pensions Accounts
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Access to Pension Providers Website to see individual account
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Managing WorkflowHR Forms routing e.g:Employee changes - Pay, Personal details, etcAction enquiriesManage problemsOrder ApprovalsOpinion Surveys
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• On the Road we have learned……• Initially, go for quick wins , no matter how unsophisticated, with
the user majority, but consider the culture• Then go for big business problems, but choose the right ones• Aggressively manage – content and database proliferation• All or nothing with workflow• Aggressively involve your users - it spreads ownership
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Any Questions?