Insurance Vogue Hr Solutions December2009 Final
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Insurance Vogue Hr Solutions December2009 Final
- 1. OnBase Solutions for HR Sarah Coakley & Colleen Alber
- 5. On average, 50% of a HR department’s time is spent processing employee information and answering questions. Forrester Research
- 7. HUMAN RESOURCES Different Systems Unique Challenges Common Goals Recruit & Select Policy & Procedure Administration Employee Change Request Performance Reviews New Hire Onboard Employee Separation
- 10. Designed to Integrate with and Complement Existing HRIS and Payroll solutions… (Not replace them.)
- 11. These systems just house the data . The problem is that…
- 12. … it’s about documents … Application for Employment Resume Cover Letter References Assessment Scores Interview Results Offer Letter Employment Contract Non-Disclosure I-9 W-4 Emergency Contact Form Employee Reviews Appropriation of Likeness E-mail Communications And more…
- 13. The average employee file has over 50 different documents . Hyland Software, HR Dept
- 14. Linking Documents to Data HRIS The Whole Picture data HRIS
- 15. Application Enabler HRIS Retrieve Documents Index Documents Generate Bar Codes Launch Workflow Create E-Forms Run Custom Queries Launch Folder Interface
- 16. Application Enabler - Folders
- 18. New Hire Onboarding Recruit & Select New Hire Onboard Performance Reviews Employee Change Request Employee Separation Policy & Procedure Administration New Hire Onboard
- 20. So, what are we doing to do about it?
- 21. Onboarding (New Employee Setup) INITIATE SETUP PROCESS COMPLETE HR Generalist Internal Departments Employee Manager Request Supplies Create Employee Profile Accepts Offer Complete Checklist IT Hardware/Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Arrives Final Review
- 22. Onboarding (New Employee Setup) INITIATE SETUP PROCESS COMPLETE HR Generalist Internal Departments Employee Manager Request Supplies Create Employee Profile Accepts Offer Complete Checklist IT Hardware/Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Arrives Final Review
- 23. Onboarding (New Employee Setup) INITIATE SETUP PROCESS COMPLETE HR Generalist Internal Departments Manual Data Entry Manual Folder Creation Manual Document Population Disparate Systems Employee Manager Request Supplies Accepts Offer Complete Checklist IT Hardware/Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Arrives Final Review Create Employee Profile
- 24. Onboarding (New Employee Setup) INITIATE SETUP PROCESS COMPLETE HR Generalist Internal Departments HR Generalist receives communication from the candidate that they have accepted the offer. Employee file/record automatically created. Workflow E-Forms Folders Employee Manager Request Supplies Accepts Offer Complete Checklist IT Hardware/Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Arrives Final Review Create Employee Profile
- 25. Onboarding (New Employee Setup) INITIATE SETUP PROCESS COMPLETE HR Generalist Internal Departments E-mail communications Rarely happens Unorganized Employee Manager Create Employee Profile Accepts Offer Complete Checklist IT Hardware/Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Arrives Final Review Request Supplies
- 26. Onboarding (New Employee Setup) INITIATE SETUP PROCESS COMPLETE HR Generalist Internal Departments Manager requests training, supplies, hardware and access for the employee via a consistent request form. Workflow E-Forms Employee Manager Create Employee Profile Accepts Offer Complete Checklist IT Hardware/Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Arrives Final Review Request Supplies
- 28. Onboarding (New Employee Setup) INITIATE SETUP PROCESS COMPLETE HR Generalist Internal Departments Manual audit process Very time consuming Employee Manager Create Employee Profile Request Supplies Accepts Offer IT Hardware/Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Arrives Final Review Complete Checklist
- 29. Onboarding (New Employee Setup) INITIATE SETUP PROCESS COMPLETE HR Generalist Internal Departments HR Generalist completes the new hire checklist via electronic form and/or folder template. Employee file/record continues to be automatically created and dynamically populated. Exception Reports audits files for all new hires. Folders Exception Reports Workflow Employee Manager Create Employee Profile Request Supplies Accepts Offer IT Hardware/Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Arrives Final Review Complete Checklist
- 31. Onboarding (New Employee Setup) INITIATE SETUP PROCESS COMPLETE HR Generalist Internal Departments E-mail communications Poor visibility Employee Manager Create Employee Profile Request Supplies Accepts Offer Complete Checklist IT Hardware/Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Arrives Final Review
- 32. Onboarding (New Employee Setup) INITIATE SETUP PROCESS COMPLETE HR Generalist Internal Departments Generalist double checks forms from other departments, ensuring the organization is prepared for the new employee. Exceptions are noted and communicated via e-mail notification. Workflow E-Forms Employee Manager Create Employee Profile Request Supplies Accepts Offer Complete Checklist IT Hardware/Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Arrives Final Review
- 33. Onboarding (New Employee Setup) INITIATE SETUP PROCESS COMPLETE HR Generalist Internal Departments Manual audit process Reporting challenge Employee Manager Create Employee Profile Request Supplies Accepts Offer Complete Checklist IT Hardware/Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Final Review Arrives
- 34. Onboarding (New Employee Setup) INITIATE SETUP PROCESS COMPLETE HR Generalist Internal Departments Employee arrives to the office, reporting for their first day of work. Signing and delivering any remaining documents. Imaging Exception Reports Employee Manager Create Employee Profile Request Supplies Accepts Offer Complete Checklist IT Hardware/Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Final Review Arrives
- 35. Onboarding (New Employee Setup) INITIATE SETUP PROCESS COMPLETE HR Generalist Internal Departments E-Forms Exception Reports Folders Document Imaging Workflow Employee Manager Request Supplies Create Employee Profile Accepts Offer Complete Checklist IT Hardware/Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Arrives Final Review
- 36. New Hire Form
- 39. Policy and Procedure Administration Recruit & Select New Hire Onboard Performance Reviews Employee Change Request Employee Separation Policy & Procedure Administration Policy & Procedure Administration
- 41. So, what are we doing to do about it?
- 42. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT HR VP Management Employees HR Generalist Review Read/ Acknowledge Verify/Track Enterprise Reporting Create/ Revise Distribute Approve
- 43. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT HR VP Management Employees HR Generalist Review Read/ Acknowledge Verify/Track Enterprise Reporting Create/ Revise Distribute Approve
- 44. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT Changes not tracked No revision history HR VP Management Employees HR Generalist Review Read/ Acknowledge Verify/Track Enterprise Reporting Distribute Approve Create/ Revise
- 45. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT The HR Generalist creates (and/or revises) the policy, procedure or handbook with complete history. Workflow EDMS HR VP Management Employees HR Generalist Review Read/ Acknowledge Verify/Track Enterprise Reporting Distribute Approve Create/ Revise
- 46. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT Changes not tracked No revision history No formal record of approval HR VP Management Employees HR Generalist Review Read/ Acknowledge Verify/Track Enterprise Reporting Create/ Revise Distribute Approve
- 47. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT The HR Manager or VP approves the policy for distribution to the employee workforce. They may request changes, which routes the policy back to the HR Generalist for revision. Workflow EDMS HR VP Management Employees HR Generalist Review Read/ Acknowledge Verify/Track Enterprise Reporting Create/ Revise Distribute Approve
- 48. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT Poor communication of changes Lack management buy-in HR VP Management Employees HR Generalist Read/ Acknowledge Verify/Track Enterprise Reporting Create/ Revise Distribute Approve Review
- 49. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT The Management Team receives the policy for review (and maybe approval), prior to distribution to their employees. Workflow DKT HR VP Management Employees HR Generalist Read/ Acknowledge Verify/Track Enterprise Reporting Create/ Revise Distribute Approve Review
- 50. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT Inconsistent distribution Paper, e-mail, fax Untimely updates HR VP Management Employees HR Generalist Review Read/ Acknowledge Verify/Track Create/ Revise Approve Enterprise Reporting Distribute
- 51. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT The HR Generalist , HR Manager or VP distribute the new policy or procedure to those required to read it with a single click. Workflow DKT HR VP Management Employees HR Generalist Review Read/ Acknowledge Verify/Track Create/ Revise Approve Enterprise Reporting Distribute
- 52. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT Lost policy documents Ink signature collection Unorganized updates HR VP Management Employees HR Generalist Review Verify/Track Enterprise Reporting Create/ Revise Distribute Approve Read/ Acknowledge
- 53. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT Employees immediately receive the policy for acknowledgement. All assigned policies are presented in a single interface for reference and review. DKT Web Server Enterprise DKT Web Parts for Sharepoint HR VP Management Employees HR Generalist Review Verify/Track Enterprise Reporting Create/ Revise Distribute Approve Read/ Acknowledge
- 54. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT E-mail & phone communications Spreadsheets and checklists New employees HR VP Management Employees HR Generalist Review Read/ Acknowledge Enterprise Reporting Create/ Revise Distribute Approve Verify/Track
- 55. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT Department managers can review the required reading status on all policies assigned to their employees, with tools to manage delinquencies. DKT HR VP Management Employees HR Generalist Review Read/ Acknowledge Enterprise Reporting Create/ Revise Distribute Approve Verify/Track
- 56. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT Manual data collection process Spreadsheet tracking Delayed reporting HR VP Management Employees HR Generalist Review Read/ Acknowledge Verify/Track Create/ Revise Distribute Approve Enterprise Reporting
- 57. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT The HR Manager or VP can view ALL policies assigned to ALL employees, generating reports that identify delinquencies and prove required reading compliance. Report Services HR VP Management Employees HR Generalist Review Read/ Acknowledge Verify/Track Create/ Revise Distribute Approve Enterprise Reporting
- 58. Policy & Procedure Administration CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT DKT Report Services EDMS Web Server Workflow Web Parts for SharePoint HR VP Management Employees HR Generalist Review Read/ Acknowledge Verify/Track Enterprise Reporting Create/ Revise Distribute Approve
- 60. Reduce the Cost of Compliance with Document Knowledge Transfer “ DKT makes it easier to track and audit compliance with required reading.” Tamera Vaughan Gallatin Steel Company
- 62. time to make a difference.
Editor's Notes
- It is the responsibility of human resource managers in a corporate context to conduct these activities in an effective, legal, fair, and consistent manner.
- From OTTC session description: Hiring the best people Decreasing employee turnover and improving satisfaction Improving employee competencies Reducing costs and doing more with less Supporting compliance initiatives
- Administration consumes the HR Department. Eliminate paper files and non-integrated software tools. Free the HR staff to focus on strategic objectives.
- Talent Management = WANT TOs…..revenue generating Staff Cost & Data Administration = HAVE TOs…..cost center
- What do these HRIS systems do? Link financial and human resource modules through one database Typically encompass: payroll, time and attendance, benefits administration, and employee management Other functions include: recruiting, training, and performance SAP HR ERP Human Capital Management Oracle E-Business Suite Human Resources Management System PeopleSoft Enterprise Human Resources Lawson Human Resources Oracle JD Edwards EnterpriseOne Human Capital Management K3 SYSPRO HR: payroll, personnel, time and attendance, employee portal, etc. Microsoft Dynamics GP for HR management, integrates with ADP NetSuite Human Resource Management Sage MAS 90 and 200 Human Resources and Payroll (Sage Abra HRMS) ADP (automatic data processing): payroll, HR, 401K, Expense, Time, Tax and Compliance
- Human Resource Management System (HRMS, EHRMS), Human Resource Information System (HRIS) ERPs linkage of financial and human resource modules through one database. HR systems typically encompass: Payroll Work Time Benefits Administration HR management Information system Recruiting Training Performance Record
- 401K Beneficiary Designee Employment Agreements COBRA Letters Benefit Enrollment Change Forms Noncompete and NDA Agreements Application Summary Offer Letter Checklist Sales Compensation Plan PTO Requests UTO Requests Work Hour Exceptions Employee Incidents Separation Reports
- And actually, it could be more…. ALLINA CASE STUDY: “ What was clear was that we had so much paper. Just personnel and benefits documents amount to an estimated 3.5 million pieces. The files and file space were growing, and square-foot costs are very high in a hospital. Allina’s mission to put patients first was not supported by adding more filing cabinets.” 3.5 million / 22,000 employees= 159 documents in each file
- Challenges: Provision employee equipment, software, etc. Get multiple departments coordinated Communicate start, training dates Gather supplies, coordinate training Create profile, phone, network, security accounts Completing the employee file/record Distribute required reading materials*
- Not all hiring managers are the same….traveling hiring manager.
- Challenges:
- Gallatin Steel Case Study The next phase of Gallatin's OnBase implementation in Quality Administration involves the use of the OnBase Document Knowledge Transfer (DKT) module to facilitate procedure sign-offs. Currently, the Human Resources Department sends any procedural change (such as a safety notice) to the appropriate shift manager(s) in writing. The shift manager is responsible for getting employees to read the document and sign a confirmation that it was read and understood. DKT will make it easier to track and audit compliance with required reading by electronically pushing mandatory documents directly to the employee and asking him or her to verify that they were read. Administrators can instantly validate compliance by document or by employee and determine if action needs to be taken. That information can be electronically available to auditors who can identify the date and time at which the document was marked as read.