Automating HR

The fastest way to a responsive organisation

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

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

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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

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

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– 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

Management / Processes

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Towers Perrin Internetworked Organisation Survey, February 2000

Work Design and Staffing

Work Design and Staffing

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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 changeDave 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 AndersenAndre de Waal – Arthur AndersenManaging the New EconomyManaging 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 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

Integration

MenuUpdate DataRequest info

ApplyObtain form

Intranet PCOr Kiosk

ElectronicForms

PWA

Oracle Human Resources 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

WishfulThinking!

Harsh Reality!!

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:– 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 -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

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

Data User

Data Owner

Data Collector

Data Keeper

Sharingenables virtual teams

Communicating

Hello, everyone!

Hello, everyone!

One to OneMany to OneOne to Many

Many to Many

Disseminating Information

Policy DocumentsEmployee and Manager HandbooksDirectories and address booksCompany NewsPress ReleasesPublic NoticesInstruction Manuals

The Manager’s HR Desktop

Employee Desktops

Tracking Information

Applicant trackingBookings Databases - Training Courses, Conference Rooms, EquipmentHelp Desk systemsCar/Employee registration systemsCompetitive Information

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!

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

Recruitment

CompetitivePositioning

Evaluations

DefineCriteria

OptimizedScreening and Self-Selection

Lead Generation

Automated Requisitions

Amazing People

Profiler

MARTI(Mgr Recruitment Toolkit)

Sharing Information / Managing Knowledge

Discussions and Policy formationTeam workingSharing ExpertiseBrainstormingAsking for helpSolicit ideas and feedbackHave you done ? Do you have?

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

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 WorkflowHR Forms routing e.g:Employee changes - Pay, Personal details, etcAction enquiriesManage problemsOrder ApprovalsOpinion 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?