Horatio is an EMPLOYEE ENGAGEMENT tool

• Minimise the administration and costs needed to communicate and manage employment activities

• Manage position requirements to meet your policy and procedure standards

• Automate key dates reminders such as probation end and licence expiry dates

• Automatically create paper trails on employment activity

• Maintain records that may be needed in the event of employee claims

• Link with existing human resources information system (HRIS) and procedures

• Create custom reports from the system

Employers have four main key responsibility areas

ENHANCEMENTLearning & Development

EMPLOYMENTHR/ER

ENFORCEMENTCompliance/IR

ENABLEMENTPerformance Management

Facilitates EMPLOYMENT relationships

TRACKS AND MANAGES EMPLOYMENT PROCEDURES

Verbal agreement to review salary after probationary period completed. Jane is getting married in August and time off for her honeymoon has been approved.

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• Recruitment• Probation

• Contracts• Leave

HELPS TO MANAGE THE ON-BOARDING PROCESS

Notify key stakeholders that a new employee has been appointed and advise them of their role in the on-boarding process, for example:

Let the Manager and security know when and where the new person is arriving

Designate the person to complete the new employee start up administration

Ensure all employer-provided issues are organised ready for the new employee

MAKES MANAGING EMPLOYEE REQUIREMENTS EASY

Create task requests as needed to reflect needs on the job.

Notices are automatically converted to email sent directly to the receiver’s email address including external providers

Alarms will advise if the task is overdue and the notice will escalate to the next management level

Hi John. One of our sales people, Jane Jones, has been promoted to Sales Manager. Can we order her business cards to be done on the standard template? Mobile is 0400 123 456 and email janej@ourcompany.com.au. Thank you.

CAN BE ADAPTED TO ALL HANDLE EMPLOYEE FORMS

Employer forms can be converted to eForms to allow quick online completion. Any forms can be created such as:

• Change of personal details• OHS incident report• Employee nomination forms• Individual flexibility arrangement application

No, some, or all, workflow processes can be automated. Paper trails are automatically recorded. Example:

LEAVE APPLICATION FORM

Employee Name Department

Type of Leave Requested Annual Leave Personal LeaveParental Leave Long Service Leave

Employee’s Manager reviews request with employee

Approved?

Yes

No

HR

Payroll

Employee notified

Manager reviews request with employee

Employee completes form

Form goes to payroll to check entitlement

Entitlement exists?

No

YesEmployee’s Manager approves leave

Some leave types may need additional approval

Manager receives alert before leave is due to help with planning

Helps with ENFORCEMENT of compliance requirements

TEMPLATES POSITION PROFILES

Ensure requirements of each position are set up to meet compliance standards

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Drivers Licence FullCertificate in Food Hygiene Level II

MANAGES POSITION REQUIREMENTS

POSITION PROFILE

Certification requirement

Horatio sends an alert

Due to expire

Employee Employee’s manager

Updated within time limit?

Yes No

Reminder

Escalates

Record updated

New alert set

Employee

Employee’s manager

HR

Manager’s manager

e.g. Responsible Serving of Alcohol certificate

e.g. bar attendant

MANAGES TOOLBOX RECORDS

New chemical storage procedure 15/11/2011Customer Service session 30/10/2011Fire evacuation 18/09/2011 18/09/2012Read and signed the safe lifting manual 14/09/2011Anti-discrimination session 2/08/2011 2/08/2012Company induction 30/05/2011

Refresher reminders are sent to all those on the notification list

Alarms will advise if the task is overdue and the notice will escalate to the next management level

MEETS AUSTRALIAN EMPLOYMENT LAW STANDARDS

ENABLEMENT module supports performance management activities

CREATES 360° JOB DESCRIPTIONS

People who work together:

Meet to discuss three key questions:

What does the employee need from my role?

What does my role need from the employee?

What are our mutual dependencies (results we both are responsible for)?

CAPTURES POSITION RESPONSIBILITIES

Create Responsibility Profiles that can be assessed for feedback.

KEY RESPONSIBILITY AREA

Requirement

Description

Due Date

Include in Performance Review Date of review

If applicable

Target

Input required

GATHER PEFORMANCE FEEDBACK READY FOR DISCUSSION

Reminder that Review is due is sent to Manager

Horatio sends feedback requests prior to discussion

Employee

Manager

Others as requested

Target results are entered in Horatio

(if applicable)

Feedback collated and

sent to Reviewer

Review takes place

New targets can be added to Employee’s

Responsibility Profile

Review date set?

Yes No

Reminder

Escalates

Reviewer

HR

Reviewer’s manager

HR notified

Manager’s Manager notified

Next Review is set

Manages ENHANCEMENT programs

TRAINING NEEDS ARE REGISTERED

ADD TO TRAINING REGISTER

Activate a Training Register functionality to enable a register to be created of training needs for an employee.

TRAINING REQUIREMENT

Training type

Description

Due Date If applicable

Reason/ Outcome Required

Horatio will collect requests for training on the Training Register which can then be set up with workflows to have training requests approved and organised.

POST-TRAINING PERFORMANCE CAN BE REVIEWED

TRAINING PROGRAM

Learning Outcomes logged in Horatio

Horatio creates discussion alerts

Trainer may enter feedback

Employee and Manager discuss improvements desired from the training

Employee attends training

Employee and Manager evaluate improvements resulting from training

New or reviewed objectives are set

Achievements recorded can be included for performance appraisals

Feedback sent to Manager

Creates EMPLOYEE ENGAGEMENT

When Employees are Engaged…

o Customer loyalty increases by 56% above the averageo Employee retention is 44% above the averageo Safety record improves by 50%o Productivity increases by 50%o Overall profitability increases by 33%Gallup Organization

…when compared to key business ratios showed a 52% gap in one year performance improvement in operating income between companies with highly engaged employees versus companies with low engagement scoresTowers Perrin_ISR

…(the) total return to shareholders over a 5 year period:o Companies with strong engagement + 64%o Companies with weak engagement + 21%Watson Wyatt

…(they) generate 43% more revenue than disengaged onesHay Group

…(they) perform 20% better and are 87% less likely to leave the organizationLloyd Morgan

…a 5% increase in employee satisfaction drives a 1.3% increase in customer satisfaction, which results in 0.5% increase in revenue growth.Sears Department Stores

…they perform better than others, are more likely to recommend their organisation to others, take less sick leave, and are less likely to quit.CIPD, UK

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Knowledge processes (unlike production processes) cannot be standardised

and results are achieved through collaboration

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Management in engaged workplaces is non-linear

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Systems that enforce position hierarchies are not engagement tools

BUILDING ENGAGEMENT

Horatio is the name given to the series of principles for successful employee engagement, captured in a software-based program, that connects parties in the ‘performance relationship’, i.e. the employee and those the employee relies on in order to perform.

Horatio works by linking these parties to each other, to specified profile data, to system processes and to alerts (example over the page). Horatio is built on the FileVision® platform, powerful information relationship software that is used by industries that need precise management of information, such as insurance, health care and finance.

Horatio is fully customisable to meet the organisation’s needs.ja

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Simple, secure log in

Click the desktop icon or use an employee kiosk

Enter your unique log in details

Administrators can set up any information to be tracked, recorded or communicated at any time

Administrator can set up as many users as needed for communication

Users can connect their profile to their email accounts. Once user has been set up they can receive notification relating to training or other employee activity.

Examples:

Advise on-the-job Trainer that training is required for an Employee

Advise fleet manager a car needs to be allocated to an Employee

Advise Employee that a meeting has been organised

Alerts ensure that follow ups occur on time or are escalated for action

Set alerts for any follow ups, such as:

• Probation period about to end• Certificates need to be renewed• Performance appraisal due• Training completed to be assessed• Policy requirement to be met, e.g. OHS refresher• Actions agreed have been completed

Assign alerts to one, two or more people or groups

Temporarily divert alerts when someone is on leave

Escalation notices advise when due dates are missed

• Allow HR to focus on adding value instead of administration

• Reward the managers who consistently meet people management timelines

• Put the focus on people not on administration

• Involve employees in their performance expectations for greater commitment

• Facilitate communication across, not just up and down, the organisation

• Overcome divisional silos and cost of poor or inadequate communication

• Reinforce organisation’s vision, mission and values by systemising desired behaviours and activities

www.metamanagement.net.au

For more information, please contact:Isabel Wu(03) 9016 3827Meta Management Solutions