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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 Presentation
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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
Org
anis
atio
nal C
ompl
exity
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
010203040506070
Bus
ines
sP
lann
ing/
Str
ateg
yD
evel
opm
ent
Bus
ines
sP
erfo
rman
ceM
anag
emen
t
Org
anis
atio
n/C
hang
eM
anag
emen
t
Kno
wle
dge
Man
agem
ent
Perc
enta
ge
Last 2 YearsNext 2 Years
Towers Perrin Internetworked Organisation Survey, February 2000
Work Design and Staffing
Work Design and Staffing
010203040506070
Mor
e C
ross
-Fu
nctio
nal
Tea
mw
ork
Gre
ater
Em
pow
erm
ent
Mor
e Fl
exib
leT
erm
s
Mor
eO
utso
urci
ng o
fN
on-C
ore
Activ
ities
Perc
enta
ge
Last 2 YearsNext 2 Years
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?