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The purpose of this paper is to identify other clubs who have faced similar human resources issues in regards to data technology. Through benchmarking different clubs we can learn how other clubs have handled inescapable human resources issues connected to data technology, data systems, new technology, and data security. An thorough determination has been completed using study on Ibm Europe, Ameriprise Financial, Terasen Pipelines, Shaw’s Supermarkets, Cs Stars Llc, Ibm, Worksource Inc., and Toshiba America medical Systems, Inc. This paper also includes eight synopses of clubs facing similar issue to those in the reading.
New Technology
With the changing world and constant new technology that is available, managers need to be aware of the technology that will growth effectiveness in their company. Human resource data systems (Hris) have increasingly transformed since it was first introduced at normal galvanic in the 1950s. Hris has gone from a basic process to change by hand data retention systems into computerized systems, to the Hris systems that are used today. Human resource professionals began to see the possibility of new applications for the computer. The idea was to merge many of the different human resource functions. The effect was the third generation of the computerized Hris, a feature-rich, broad-based, self-contained Hris. The third generation took systems far beyond being mere data repositories and created tools with which human resource professionals could do much more (Byars, 2004).
Many clubs have seen a need to transform the way Human resource operations are performed in order to keep up with new technology and expanding numbers of employees. Terasen Pipelines moved its headquarters from Vancouver to Calgary to be closer to the oil and realized a major growth in employees. In the past recording retention was done on paper and with spreadsheets. Mangers at Terasen realized that there was a need to change to a more computerized ideas and looked into different Hris vendors. By development the move to a Hris system, Terasen is able to keep more literal, records as well as best get ready for future growth. an additional one enterprise that saw the benefits of retention up with new technology is Worksource Inc. To meet the challenge of handling 100 new employees, Worksource Inc. Acquired Web-based technology programs from Ghg Corp. Like electronic pay stub, electronic timesheet software, time-off system, and human resource data ideas (“Tips,” 2006). By adapting these new programs, Worksource was able to sacrifice waste and cost.
The Internet is an increasingly beloved way to recruit applicants, study technologies and accomplish other principal functions in business. Delivering human resource services online (eHr) supports more efficient collection, storage, distribution, and transfer of data (Friesen, 2003). An intranet is a type of network used by clubs to share data to citizen within the organization. An intranet connects citizen to citizen and citizen to data and knowledge within the organization; it serves as an “information hub” for the whole organization. Most organizations set up intranets primarily for employees, but they can enlarge to enterprise partners and even customers with suitable security clearance (Byars & Rue, 2004).
Applications of Hris
The efficiency of Hris, the systems are able to produce more efficient and faster outcomes than can be done on paper. Some of the many applications of Hris are: Clerical applications, applicant crusade expenditures, risk management, training management, training experiences, financial planning, turnover analysis, succession planning, flexible-benefits administration, yielding with government regulations, attendance reporting and analysis, human resource planning, crisis reporting and stoppage and strategic planning. With the many different applications of Hris, it is difficult to understand how the programs advantage clubs without seeing at clubs that have already benefited from such programs.
One such enterprise is Ibm. Ibm has a paperless online enrollment plan for all of its employees. Not only has the online enrollment saved the enterprise 1.2 million per year on printing and mailing costs, the employees enjoy working with the online plan. "Since we began contribution online enrollment, we've learned that employees want web access," Donnelly [Senior Communications Specialist] says, so they can log on at home rather than Through the enterprise intranet. So the enterprise has been working to put in place a web-based enrollment ideas that employees and retirees can entrance from in any place (Huering, 2003). By utilizing the flexible-benefits application Hris has to offer, Ibm was able to cut costs and give employees the free time to discover their benefits on their own time and pace.
Another enterprise that has taken advantage of Hris applications is Shaw’s Supermarkets. In order for Shaw’s to best conduct its workforce, the enterprise decided it was time to centralize the Hr operations. After seeing at different options, Shaw’s decided to implement an worker Self service (Ess) system. The use of self-service applications creates a inescapable situation for Hr. Ess gives Hr more time to focus on strategic issues, such as workforce management, succession planning, and compensation management, while at the same time improving service to employees and managers, and ensuring that their data is accurate. With this solution, employees have online entrance to forms, training material, benefits data and other payroll connected data (Koven, 2002). By giving employees entrance to their personal data and the quality to modernize or change their data as needed, Hr was given more time to focus on other issues. insight the different applications Hris has to offer will give clubs the chance to growth worker efficiency and sacrifice costs.
Measuring the Effectiveness of Hris
The evaluation should settle whether or not the Hris has performed up to its expectations and if the Hris is being used to its full advantage (Byars & Rue, 2004). One of the most principal challenges faced by social personnel executives today is measuring the carrying out of their human resources data ideas (Hris) In order to illustrate the value-added contribution of the Hris to accomplishing the organization's mission (Hagood & Friedman, 2002). Implementing an Hris agenda may seem a principal stem for a company, but unless it will be an efficient tool for Hr operations, it will not help growth efficiency and may hinder it instead.
One enterprise that implemented a Hris ideas is Toshiba America medical Systems, Inc. (Tams). Tams put all worker benefits data online and created an open enrollment option when Tams changed healthcare providers. Almost immediately upon rolling out the UltiPro portal [new Hris technology] to employees, Tams began seeing improvements, with an estimated 70% growth in open enrollment efficiency (Wojcik, 2004). By determining the efficiency of the new program, Tams was able to perceive the benefits of the new Hris system.
Security of Hris
The privacy of worker data has become a major issue in modern years. With identity theft becoming a tasteless problem, employees are becoming more sensitive about who sees their personal information, and the security it is kept in. By development sure worker data that is kept in the Hris is relevant to the enterprise and development sure there is limited entrance (password protection) to such information, clubs can make its employees more fetch with the security of their information. whether electronic or paper, worker files deserve to be treated with great care. Establishing security and end-user privileges calls for a equilibrium of incorporating, Hr policy, ideas knowledge and day-to-day operations (O’Connell, 1994).
One enterprise that faced a major security issue was Cs Stars, Llc. Cs Stars lost track of one of its computers that contained personal data that included names, addresses and social security numbers of workers compensation benefits. The bigger qoute was that Cs Stars failed to fill in the affected consumers and employees about the missing computer. Though the computer was retrieved and no data seemed to have been harmed, many employees lost their sense of security with the company. New York's data security Breach and declaration Law, efficient in December 2005, requires businesses that mouth computerized data which includes inexpressive data to fill in the owner of the data of any breach of the security of the ideas immediately following discovery, if the inexpressive data was, or is reasonably believed to have been, acquired by a man without valid authorization (Cadrain, 2007).
Another enterprise that experienced a breach in security is Ameriprise Financial. In late 2005, a computer that contained personal data on clients and employees was stolen. Because many of the employees at Ameriprise take their computers between work and home, the enterprise carefully there was a need to put more security into those computers. Ameriprise made sure all employees had the new security suite installed on their computers. By responding swiftly to the need for more security, Ameriprise made sure all data is being kept secure. development sure employees data is kept as fetch as possible there will be more trust in the enterprise and the Hr employees working with that information.
Conclusion
Ibm, Terasen Pipeline, Cs Stars Lcc, and Toshiba America medical Systems, Inc. Are good examples of clubs facing issues similar to human resources data technology and human resources data systems. All of these clubs know the importance of new technology, human resources data systems, and data security. The remainder of this paper provides synopses of more clubs facing human resources issues, how the enterprise responded to the issues, and the outcomes of the company’s responses.
Companies Benchmarked
Ibm Europe
The Situation:
Ibm is a global society contribution research, software, hardware, It consulting, enterprise and supervision consulting, ring and financing. It employs colse to 340,000 people, speaking 165 languages across 75 countries, and serving clients in 174 countries. In January 2007, Ibm established a separate “new media” function within its corporate communication department. Ibm main goal is to educate, support, and promote programs that apply social media. Ibm Europe decided to improve internal communication by blogging guidelines. The recognition was that blogging was already happening among Ibmers, just in an unregulated way. In a similar way, institutionalizing a function to deal specifically with new media is not a corporate move, or establishing from scratch. It’s a response to the issues already emerging in the company. Now that those technologies are here, citizen are using them, they’re growing and there here to stay-we’re just going to put some buildings colse to them so that we can try to optimize their use.” The users settle what technologies they want to use and how they want to use them. That main idea is that Ibm understands that they must remember to respect the fact that social media are social. Ibm had the need to connect its 340,000 global employees more effectively.
The Response:
Ibm’s intent colse to social media has now been officially formalized. From January 22 2007, the enterprise established a separate “new media” function within its corporate communication department. “Its remit: To act as scholar consultants inside and covering Ibm on issues relating to blogs, wikis, Rss and other social media applications. The main idea is to educate, preserve and promote programs that apply these tools. Ibm has a history of being a t the forefront of technology based corporate communication. From the multimedia brainstorming “WorldJam” that made news headlines back in 2001 in which 50,000 employees worldwide joined a real time, online idea-sharing session about the company’s direction. Imb has all the time prepared itself to use breakthrough technologies to form a two-way dialogue with its employees. The need for social media was principal and could no longer wait.
The Outcome:
In the last few years Ibm has been recognized as being the vanguard of social-media use: Ibm was on of the first Fortune 500 clubs to get behind collaborative wikis, published internal blogging guidelines as far back as 2003, and is now enchanting fast beyond Rss and podcasts into videocasting and “virtual world” technologies like Second Life. The intranet crusade facility extends to all areas of the site, along with new media aspects. When an worker logs onto their portal an executes a key word search, the results they get back not only come from the main intranet pages, but consist of results from Ibm forums, wikis, blogs and podcast/videocasts tags. Imb has an insight that employees are no longer staying in a enterprise their whole lives. It’s just not like that any more. In Belgium for example over 50 percent of 2,300 employees have been there fewer than five years. The enterprise has come to the windup that with an increasingly young and movable workforce, the likelihood is that an worker citizen full of a younger generation, for whom these tools are part and parcel of life, is not that far away. In years to come Ibm will have to deal with worker base for which blogging is just the natural way to interact over a web platform. Ibm has created centralized platforms for most tools that fall under its remit, which includes wikis. For Philippe Borremans, new media lead Europe for Ibm, has the possible enterprise applications of a wiki cover two broad benefits: Collaborating and knowledge sharing. Ibm has scored some noted successes on both fronts in the near 5000 wiki pages now up and running in the organization. The enterprise has been a huge pick-up in interest in podcasting over the last 18 months writing can seem such a technical skill, whereas citizen feel they can talk more freely than they can write. One of the most consistently beloved Ibm podcasts, with over 20,000 downloads a week.
Ameriprise Financial
The Situation:
The division of Justice discover estimates that 3.6 million U.S. Households were victims of identity theft in 2004. Trafficking in personal date goes beyond U.S. Borders: the New York Times reports that stolen financial data is often distributed among participants of online trading boards, and the buyers are often settled in Russia, Ukraine, and the Middle East. One intuit clients are implicated about data security is the thorough publicity generated by breaches at financial services firm. In late December 2205, an Ameriprise Financial employee’s laptop that contained unencrypted data on Almost 230,000 customers and advisors was stolen from a car. Other financial services firm, along with Citigroup and Bank of America, also riposte large-scale customer data losses in 2005. President of Ncs, Rita Dew, a yielding consulting firm in Delray Beach, Florida, says that the Securities and transfer Commission requires investment advisors to have policies and procedures that address the administrative, technical, and corporal safeguards connected to client records and information.
The Response:
Ameriprise Financial had to fight back and had to implement “layers of protection.” It is prominent for employees who their traditional enterprise computer, and employees regularly converyance the computer between home, office, and meeting sites. The vulnerability of this arrangement and the need for a security software agenda is much needed.
The Outcome:
Employees who are transporting lab tops should setup the Steganos security Suite on their computer. This software allows employees to create an encrypted virtual drive on the laptop that serves as data storehouse safe. Employees stores all client connected data and tax establishment software database on the encrypted drive, which employees has set up with one gigabyte of storehouse space. The best thing is that when an worker turns off the computer the data is stored “safe”, the software automatically encrypts the virtual drive’s data. The software also generates encrypted backup files, which employees store on Cds in a fireproof safe. This should keep the data fetch if any employee’s laptop is stolen or if the drive is removed from the laptop. Other financial advisors are relying on encryption both in and out of the office. Other programs that are being used to safe client’s data are Raid Level 1 ideas to store data on the drives that are encrypted with WinMagic’s SecureDocs software. Encryption ensures that anyone who steals the computer will be nothing else but unable to read the data, even by connecting it to an additional one computer as a “slave drive. This has given many financial advisors the many peace of mind.
Terasen Pipelines
The Situation:
Terasen Pipelines is a subsidiary of Terasen Inc. settled in Vancouver, Canada and is settled in some provinces and U.S. States. In 2001 the enterprise changed its headquarters to Calgary to be closer to the oil. With the big move, the enterprise went Through a growth spurt. With the enterprise in many different locations and the growing numbers of employees, the Hr division saw a need to find a new ideas to keep more literal, records.
The Response:
In the past Terasen had kept records on paper and with spreadsheets and with the growth of the company, this ideas does not work as well as in the past. In order to compensate for future growth, Terasen began to look into Hris clubs to help with the Hr operations. After researching different companies, Hewitt’s application service supplier model with eCyborg was found to be the right fit.
The Outcome:
Although there was mystery adapting to a new way of recordkeeping, Terasen was able to find a ideas that will help preserve the current and future growth of the company. Fortunately, some of the Hr staff had caress working with an Hris and were able to help their colleagues fantasize new processes, as aided by a system. One theme often voiced throughout this process was: "You guys don't know how hard we're working when we can make it so much easier with a ideas that could do a lot of this for us. You don't all the time have to run to the cabinet for the worker file just to get basic information. It can all be at your fingertips." (Vu, 2005). In order to help Terasen ease the Hr burden of implementing a new Hr system, the supervision of Terasen was convinced to look for a vendor to help implement and mouth a Hris system. This ideas has helped Terasen best get ready for current and future growth.
Shaw’s Supermarkets
The Situation:
Shaw’s Supermarkets is the second largest supermarket chain in New England. With a workforce of 30,000 settled at 180 stores throughout six states, Shaw's Hr staff is responsible for managing employees' personal data. Their worker mix includes Almost 70 percent part-time employees, consisting of students, senior citizens, second-job part-timers, and occupation part-timers. One third of the workforce is made up of union associates, and Shaw's staff oversees the company's involvement with three unions and six separate contracts (Koven, 2002). In order to help conduct the workforce, the Hr staff became interested in centralizing its Hr operations.
The Response:
In order to centralize Hr operations Shaw’s decided to implement an Ess (employee self-service) solution. The use of self-service applications creates a inescapable situation for Hr. Ess gives Hr more time to focus on strategic issues, such as workforce management, succession planning, and compensation management, while at the same time improving service to employees and managers, and ensuring that their data is accurate. With this solution, employees have online entrance to forms, training material, benefits data and other payroll connected information.
The Outcome:
Shaw’s has had inescapable feedback since implementing the Ess solution. "The reaction from our employees has been highly positive," Penney, Vp of compensation and Benefits, says. "We even had a principal growth in our medical coverage costs, and it was Almost a non-issue because the online enrollment featured the plan choices, the worker cost, and the enterprise subsidy. An worker self-service application makes it very easy for them to understand their contributions and coverage options. I received some e-mails from employees saying this was a great change and how easy Ess was, which the case is not often when employees are selecting their advantage options." (Koven, 2002). By giving the employees more entrance to their data they are able to see the advantage choices ready to them. Employees are also able to modernize their data online, which helps sacrifice the paperwork of the past. Shaw’s has also seen correction in productivity because employees are updating data at home, not during work hours.
Cs Stars, Llc
The Situation:
New York Attorney normal Andrew Cuomo has announced that New York State has reached its first community with a enterprise expensed with failing to fill in consumers and others that their personal data had gone missing. Cuomo’s office, which enforces the state’s 2005 data security Breach and declaration Law, expensed Cs Stars Llc, a Chicago-based claims supervision company, with failing to give observation that it had lost track of a computer containing data on 540,000 New Yorkers’ workers’ comp claims.
The Response:
The owner of the lost data, which had been in the custody of Cs Stars, was the New York special Funds Conservation Committee, an society that assists in providing workers’ comp benefits under the state’s workers' comp law. On May 9, 2006, a Cs Stars worker noticed that a computer was missing that held personal information, along with the names, addresses, and social security numbers of recipients of workers’ compensation benefits. But Cs Stars waited until June 29, 2006, to fill in special Funds and the Fbi of the security breach. Because the Fbi declared that observation to consumers might impede its investigation, Cs Stars waited until July 8, 2006, to send notices to the 540,000 New Yorkers affected by the breach. On July 25, 2006, the Fbi carefully an employee, of a cleaning contractor, had stolen the computer, and the missing computer was settled and recovered. In addition, the Fbi found that the data on the missing computer had not been improperly accessed.
The Outcome:
New York's data security Breach and declaration Law, efficient in December 2005, requires businesses that mouth computerized data which includes inexpressive data to fill in the owner of the data of any breach of the security of the ideas immediately following discovery, if the inexpressive data was, or is reasonably believed to have been, acquired by a man without valid authorization. The law affects not only businesses in their dealings with their customers, but employers in their role as custodians of employees’ personal data. (Cadrain)
Without admitting to any violation of law, Cs Stars agreed to comply with the law and ensure that proper notifications will be made in the event of any future breach. The enterprise also agreed to implement more thorough practices relating to the security of inexpressive information. Cs Stars will pay the Attorney General’s office ,000 for costs connected to this investigation. (Cadrain)
Ibm
The Situation:
Ibm's paperless online enrollment system, introduced in 1999, has proved to be a winner for both the company's 135,000 active U.S. Employees and the company, according to Cathleen Donnelly, senior communications scholar at enterprise headquarters in Armonk, N.Y. The enterprise saves .2 million per year on printing and mailing costs alone, Donnelly says, and the employees’ can take advantage of a collection of technologies to learn about issues, study agenda data and entrance decision preserve tools from their desktop computers. (Heuring, 2002)
The Response:
One of those tools, a personal medical cost estimator, enables employees to intuit possible out-of-pocket condition care expenses under each of the plan options ready to them, Donnelly says. Employees log in personally and are greeted by name and with prominent data concerning their benefits enrollment, such as the deadlines and when changes take effect. They automatically get entrance to condition plans that are ready to them, and the calculator lets them compare estimated advantage amounts for each plan.
"Employees can select the condition care services they expect to use in a single year, evaluation expected frequency of use, and intuit possible costs under each plan option," Donnelly says. "The feedback that we've received from employees tells us that this tool has nothing else but helped them to make a comparison between plans based on how they consume medical services." The calculator shows both Ibm's costs and the employee's. (Heuring, 2002)
The Outcome:
"Since we began contribution online enrollment, we've learned that employees want web access," Donnelly says, so they can log on at home rather than Through the enterprise intranet. So the enterprise has been working to put in place a web-based enrollment ideas that employees and retirees can entrance from anywhere.
Employees can get summary data on the plans, drill down into very specific details and effect links to the condition care providers for research. Donnelly says the ideas has received high marks for convenience because employees can "get in and out quickly."
Worksource Inc.
The Situation:
To meet the challenge of handling 100 new employees, Worksource Inc. Acquired Web-based technology programs from Ghg Corp. Like electronic paystub, electronic timesheet software, time-off system, and human resource data ideas (“Tips,” 2006). These tools enabled Ceo Judith Hahn to handling payroll procedures efficiently and effectively.
The Response:
Worksource has eight workforce centers, with Almost 108 employees, settled throughout a six-county region. Previously, payroll, benefits, and human resources for those employees were processed and managed by a pro employer Organization. The enterprise also has 52 executive staff in its headquarters office. When the compact with the Peo fulfilled, on June 30, 2006, those 108 employees were immediately moved to the payroll of Worksource, which meant Hahn’s workload more than doubled efficient July 2006 (“Tips,” 2006).
Hahn, in an interview with Pmr, said she relied on Lean to help get a handle on what needed to change for her to conduct the increased workload. Two years earlier, Hahn’s Ceo had introduced her to Lean, a Japanese supervision concept of eliminating wasteful steps and petition when completing processes. “I began to read as much as possible about Lean and joined an Hr Lean focus group” (“Tips,” 2006).
The Outcome:
Mastering the concepts of Lean led Hahn to form and apply her own acronym of “Reason” to her department’s payroll and Hr processes. retell the process: map payroll tasks from start to finish. Eliminate waste: settle how to faultless a payroll task most efficiently without unnecessary steps. Analyze alternatives: study and evaluate the applicability of new technology. Sell innovations to management: document the return on investment of each innovation. Open the lines of communication: retell openly—and often—with all stakeholders, along with employees and top management. Never allow negativity: make change easy and fun. Give employees fullness of encouragement and time to learn (“Tips,” 2006). Judith Hahn was able to implement the right human resource functions using data systems.
Toshiba America medical Systems Inc.
The Situation:
Lynda Morvik, director of benefits and human resources data systems at Tustin, California-based Toshiba America medical Systems Inc. (Tams), concept it would make sense to add a benefits communication component to it. By having all the advantage data online, the Tams worker handbook would also be a living document, enabling Morvik to make changes when necessary. Such was the case halfway Through the project, when Tams changed condition care plans from Aetna Inc. To United condition Group Inc (Wojcik, 2004).
The Response:
Tams, an independent group enterprise of Toshiba Corporation and a global prominent supplier of diagnostic medical imaging systems and thorough medical solutions, such as Ct, X-ray, ultrasound, nuclear medicine, Mri, and data systems, had been using a payroll service bureau and an in-house clarification for Hr that didn't consist of easy-to-use consolidated reporting or an worker portal. After evaluating UltiPro alongside some enterprise resource vendors, Tams premium extreme Software's contribution and went live in September 2002 after an on-time and on-budget implementation. Almost immediately upon rolling out the UltiPro portal to employees, Tams began seeing improvements, with an estimated 70% growth in open enrollment efficiency (Wojcik, 2004).
The Outcome:
In an exertion to improve the usage of the Web beyond the benefits enrollment process, Tams has posted a library of documents and forms on its Hr portal, along with the benefits handbook, which garnered a 2004 Apex Award for publication excellence. That same year, enterprise insurance magazine also gave Tams the Electronic advantage communication (Ebc) award for excellent achievement in communicating worker benefits programs over the Web. To continue elevating its use of extreme Software's Hrms/payroll solution, Tams modified the UltiPro portal to meet the imaging company's unique needs (Wojcik, 2004). It was completely integrated with some possession applications created to address compensation and carrying out supervision issues so that Tams employees have a central location for thorough workforce and payroll data from a Web browser that they can entrance with a single sign-on (Wojcik, 2004).
References
Byars, Lloyd L. & Rue, Leslie W. (2004). Human resource Management, 7e. The McGraw-Hill Companies.
Cadrain, Diane (2007). New York: enterprise Settles Data Breach Charges. Retrieved June 3, 2007 from [http://www.shrm.org/law/states/Cms_021505.asp#P-8_0]
Clarifying Ibm’s Strategic mission for social media (2007). Strategic communication
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Friesen, G. Bruce (2003). Is your client ready for eHr? Consulting to Management, 14(3), 27. Retrieved June 3, 2007 from ProQuest Database.
Hagood, Wesley O. & Friedman, Lee ( 2002). Using the balanced scorecard to quantum the carrying out of your Hr data system. social Personnel Management, 31(4), 543-58. Retrieved June 3, 2007 from ProQuest Database.
Heuring, Linda (2003). Ibm: Laying Outing Enrollment Options. Retrieved June 2, 2007 from [http://www.shrm.org/hrmagazine/articles/0803/0803heuring_paperless.asp]
Koven, Jeff (2002). Streamlining advantage process with worker self-service applications: A case study. compensation & Benefits Management, 18(3), 18-23. Retrieved June 2, 2007 from ProQuest Database.
O’Connell, Sandra (1994). security for Hr records – human resources. Hr Magazine. Retrieved June 3, 2007 from [http://findarticles.com/p/articles/mi_m349] 5/is_n9_v39/ai_16309018
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Tips on Using Technology to Streamline Payroll Processes – and Cut Costs (2006). Payroll Managers Report, 6(10), 1-9. Retrieved June 2, 2007 from Ebscohost Database.
Vu, Uyen (2005). Contracting out Hris easy call at Terasen Pipelines. Canadian Hr Reporter, 18(4), 5-9. Retrieved June 2, 2007 from ProQuest Database.
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