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Automating HR

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

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Automating HR

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  1. Automating HR The fastest way to a responsive organisation

  2. System Model Development Operational Systems - 70’s "Strategic Systems” - 90’s Personal Productivity - 80’s The Intra/Extranet – 2000’s

  3. Cross - Enterprise Communication Connect to outside stakeholders Electronic Community Development -Operate alliances Value Chain Innovation Control the chain Extended Enterprise - Internet & Extranet Enterprise- wide Communication Encourage across functions Enterprise Knowledge Management Leverage intellectual capital Enterprise Process Innovation Re-engineer business process Integrated Enterprise - Intranet Work Group Communication Improve efficiency of Inf. exchange Work Group Collaboration Enable collective decision making Work Group Process Innovation Improve control of flows Automated Work Group - Department Organisational Complexity Information Flows Knowledge Flows Work Flows Work Complexity

  4. 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

  5. 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

  6. 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

  7. 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

  8. 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

  9. Management and processes Towers Perrin Internetworked Organisation Survey, February 2000

  10. Work Design and Staffing Towers Perrin Internetworked Organisation Survey, February 2000

  11. 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 change • Dave Ulrich, Professor Business School, University of Michigan • “ A New Mandate for Human Resources”Harvard Business Review

  12. 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

  13. 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

  14. 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 Andersen Managing the New Economy

  15. 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

  16. 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

  17. 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

  18. Information Needs • Immediate access to real-time information • Remove geographic, and time boundaries • Common access leads to common understanding

  19. 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!!

  20. Functionality of HR\Systems HUMAN RESOURCE SYSTEMS HEADCOUNT CONTROL JOB EVALUATION POLICIES AND PROCEDURES BENEFITS REFERENCE LIBRARY DISCUSSION DATABASES -PENSIONS -CARS MANAGEMENT REPORTING TRAINING - COURSE DETAILS - COURSE BOOKINGS - MIS TRAINING APPRAISAL EMPLOYEE DEVELOPMENT TOOLS WORD PROCESSING SPREADSHEET GRAPHICS TIME MANAGEMENT COMMUNICATIONS ELECTRONIC MAIL PUBLIC NOTICES COMPANY NOTICES OPINION SURVEY EMPLOYEE INFORMATION -JOB POSTING -EMPLOYEE STOCK PURCHASE -SHARE PRICE -PRESS RELEASES -BUSINESS UPDATES -MANAGEMENT MESSAGES -PENSIONS QUERIES DISCUSSION DATABASES BENEFITS SELECTION Connected by LAN & WAN ADMINISTRATION SWITCHBOARD ROOM BOOKING SYSTEM CAR REGISTRATION FLEET MANAGEMENT SYSTEM DEPT. DIARIES CALENDARING AND SCHEDULING WHO’S WHO PEOPLE PERSONNEL RECORDS OPERATIONAL HUMAN RESOURCES DATABASE ADDRESS / LOCATION HR ADDRESSES OF CONTACTS OFFICES

  21. Integration Menu Update Data Request info Apply Obtain form Electronic Forms Intranet PC Or Kiosk Oracle Human Resources mySAP Human Resources™ PWA

  22. Harsh Reality!! Wishful Thinking! 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

  23. 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;

  24. 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

  25. So how can we use the Technology effectively? Cross -Enterprise Communication E-Mail E- Publishing Electronic Data Exchange Electronic Community Development E-markets Alliances Interactive learning Value Chain Innovation Customer integration Channel/supply chain integration e-business Enterprise- wide Communication E-Mail Reference systems Calendaring/scheduling Enterprise Knowledge Management Knowledge based decision Competency development Community of practice Enterprise Process Innovation Process redesign Work Group Communication E-Mail Reference Systems Calendaring/scheduling Work Group Collaboration Team-working Discussion groups Document Management Work Group Process Innovation Workgroup Automation

  26. 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

  27. Real-time updates Frees facilities Frees the disadvantaged Single Point data entry Transfers data ownership to originator Increases HR effectiveness by:

  28. Sharingenables virtual teams Data originator Data Owner Data Collector Data User Data Keeper

  29. Communicating One to One Many to One One to Many Many to Many

  30. Disseminating Information Policy Documents Employee and Manager Handbooks Directories and address books Company News Press Releases Public Notices Instruction Manuals

  31. The Manager’s HR Desktop

  32. Employee Desktops

  33. Tracking Information Applicant tracking Bookings Databases - Training Courses, Conference Rooms, Equipment Help Desk systems Car/Employee registration systems Competitive Information

  34. 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!

  35. 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

  36. Recruitment Automated Requisitions Profiler Optimized Screening and Self-Selection Define Criteria MARTI(Mgr Recruitment Toolkit) Amazing People Lead Generation CompetitivePositioning Evaluations

  37. Sharing Information / Managing Knowledge Discussions and Policy formation Team working Sharing Expertise Brainstorming Asking for help Solicit ideas and feedback Have you done ? Do you have?

  38. Training The 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

  39. Extending Reach • Using Partner Relationships – e.g. • Pension Scheme • Links to Financial Adviser • Access to Individual Pensions Accounts

  40. Access to Pension Providers Website to see individual account

  41. Managing Workflow HR Forms routing e.g: Employee changes - Pay, Personal details, etc Action enquiries Manage problems Order Approvals Opinion Surveys

  42. 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

  43. Any Questions?

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