Transcript Automating HR The fastest way to a responsive organisation

Automating HR
The fastest way to a responsive
organisation
System Model Development
Operational Systems - 70’s
"Strategic Systems” - 90’s
Transactions
C
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P
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Control
D
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Records
K
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Data processing
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Personal Productivity - 80’s
Typing and calculating
Files
Documents
Personal tasks
B
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P
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The Intra/Extranet – 2000’s
Organisational Complexity
Cross Enterprise
Communication
Extended
Enterprise
- Internet & Connect to outside
Extranet
stakeholders
Electronic
Community
Development
- Operate alliances
Value Chain
Innovation
Control the chain
Integrated
Enterprise
- Intranet
Enterprise- wide
Communication
Encourage across
functions
Enterprise
Knowledge
Management
Leverage
intellectual capital
Enterprise
Process
Innovation
Re-engineer
business process
Automated
Work Group
Work Group Communication
- Department Improve efficiency
of Inf. exchange
Work Group
Collaboration
Enable collective
decision making
Work Group
Process
Innovation
Improve control
of flows
Information
Knowledge
Flows
Flows
Work Complexity
Work Flows
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
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
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Embracing non-stop change
Rapid and continuous learning
Ceaseless innovation
Detect and respond to trends
Identify new ways to do business
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
What is the business response?
• Develop e-business strategy
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Customer and market focussed
Increase Brand Equity
Deepen Customer relationships
Reduce operational costs
Increase market share
Towers Perrin Internetworked Organisation Survey, February 2000
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
Management and processes
70
60
50
40
30
20
10
0
Knowledge
Management
Organisation/
Change
Management
Business
Performance
Management
Last 2 Years
Next 2 Years
Business
Planning/Strat
egy
Development
Percentage
Management / Processes
Towers Perrin Internetworked Organisation Survey, February 2000
Work Design and Staffing
70
60
50
40
30
20
10
0
More
Outsourcing of
Non-Core
Activities
More Flexible
Terms
Greater
Empowerment
Last 2 Years
Next 2 Years
More CrossFunctional
Teamwork
Percentage
Work Design and Staffing
Towers Perrin Internetworked Organisation Survey, February 2000
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
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
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
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
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
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
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
Information Needs
• Immediate access to real-time information
• Remove geographic, and time boundaries
• Common access leads to common
understanding
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!!
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
WORD PROCESSING
SPREADSHEET
GRAPHICS
TIME MANAGEMENT
COMMUNICATIONS
Connected by
LAN & WAN
ADMINISTRATION
SWITCHBOARD
ROOM BOOKING SYSTEM
CAR REGISTRATION
FLEET MANAGEMENT SYSTEM
DEPT. DIARIES
CALENDARING AND
SCHEDULING
WHO’S WHO
TOOLS
PEOPLE
PERSONNEL RECORDS
OPERATIONAL HUMAN
RESOURCES DATABASE
ADDRESS / LOCATION
HR ADDRESSES OF
CONTACTS
OFFICES
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
Integration
Menu
Update Data
Request info
Apply
Obtain form
Electronic
Forms
Intranet PC
Or Kiosk
Oracle Human
Resources
PWA
mySAP Human
Resources™
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
Harsh
Reality!!
Wishful
Thinking!
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;
Selecting a new HR system
• Implementation, to include:
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Development of implementation plan
Data cleansing
Technology installation
System installation and testing
Data upload
System Commissioning
System Documentation
System Security
So how can we use the Technology effectively?
Cross -Enterprise
Communication
Electronic Community
Development
E-Mail
E- Publishing
Electronic Data Exchange
E-markets
Alliances
Interactive learning
Enterprise- wide
Enterprise Knowledge
Communication
Management
E-Mail
Knowledge based decision
Reference systems
Competency development
Calendaring/scheduling
Community of practice
Work Group
Communication
E-Mail
Reference Systems
Calendaring/scheduling
Work Group
Collaboration
Team-working
Discussion groups
Document Management
Value Chain Innovation
Customer integration
Channel/supply chain
integration
e-business
Enterprise Process
Innovation
Process redesign
Work Group
Process Innovation
Workgroup Automation
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
Increases HR effectiveness by:
• Real-time updates
• Frees facilities
• Frees the
disadvantaged
• Single Point data
entry
• Transfers data
ownership to
originator
Data originator
Sharing
enables
virtual
teams
Data Owner
Data Collector
Data User
Data Keeper
Communicating
One to One
Many to One
One to Many
Many to Many
Disseminating Information
Policy Documents
Employee and Manager
Handbooks
Directories and address books
Company News
Press Releases
Public Notices
Instruction Manuals
The Manager’s HR Desktop
Employee Desktops
Tracking Information
Applicant tracking
Bookings Databases - Training Courses,
Conference Rooms, Equipment
Help Desk systems
Car/Employee registration systems
Competitive Information
Cisco Employee Directory
The Challenge
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Phone books outdated on publication
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Building moves
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Organisation changing
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Job titles & roles changing
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How to keep directory up-to-date and information rich
The Solution
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Cisco Employee Directory
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Updates from HRIS
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Saved $180,000 pa on directory production alone
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Productivity improvement - priceless!
Recruitment
To maintain leadership in the competitive IT
industry requires focused hiring processes.
• Recruiting managers raise requisition and spec
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Jobs displayed on Cisco jobs site
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Candidates, internal & external, search the site
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Complete Profilor or electronically submit CV - filtered to
database
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Recruitment managers can search database of 20,000+ resumes
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CVs meeting current specs are auto-routed to the hiring team
worldwide
Recruitment
Automated Requisitions
Profiler
Define
Criteria
Amazing People
Lead
Generation
Optimized
Screening and
Self-Selection
MARTI
(Mgr Recruitment Toolkit)
Competitive
Positioning
Evaluations
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?
Training
The Challenge
• A Learning organisation
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Daily changes to training schedules and information
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High administration
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Limited management visibility
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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
Extending Reach
• Using Partner Relationships – e.g.
– Pension Scheme
• Links to Financial Adviser
• Access to Individual Pensions Accounts
Access to Pension Providers Website to see individual account
Managing Workflow
HR Forms routing e.g:
Employee changes - Pay,
Personal details, etc
Action enquiries
Manage problems
Order Approvals
Opinion Surveys
• 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
Any Questions?