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The Human Resource Information System (HRIS) is a software or online solution for the data entry, data tracking, and data information needs of the Human Resources, payroll, management, and accounting functions within a business. Normally packaged as a data base, hundreds of companies sell some form of HRIS and every HRIS has different capabilities. Pick your HRIS carefully based on the capabilities you need in your company. Typically, the better The Human Resource Information Systems (HRIS) provide overall:
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Management of all employee information. Reporting and analysis of employee information. Company-related documents such as employee handbooks, emergency evacuation procedures, and safety guidelines. • Benefits administration including enrollment, status changes, and personal information updating. • Complete integration with payroll and other company financial software and accounting systems. • Applicant tracking and resume management. The HRIS that most effectively serves companies tracks:
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attendance and PTO use, pay raises and history, pay grades and positions held, performance development plans, training received, disciplinary action received, personal employee information, and occasionally, management and key employee succession plans, high potential employee identification, and applicant tracking, interviewing, and selection.
An effective HRIS provides information on just about anything the company needs to track and analyze about employees, former employees, and applicants. Your company will need to select a Human Resources Information System and customize it to meet your needs. With an appropriate HRIS, Human Resources staff enables employees to do their own benefits updates and address changes, thus freeing HR staff for more strategic functions. Additionally, data necessary for employee management, knowledge development, career growth and development, and equal treatment is facilitated. Finally, managers can access the information they need to legally, ethically, and effectively support the success of their reporting employees.
How to Select Human Resources Information Technology
Questions to Ask to Determine HR Information Technology Needs
Human Resources information technology is essential for companies to manage their benefits plans and their employee information. Benefits management technology is no longer a “nice to have,” but a necessity to help HR manage both a sea of information and the money spent on benefits plans, as HR faces limited resources and constantly changing data. But how do HR and other executives know they are selecting the best HR information technology to manage all of the details, and that the solution they select will stand the test of time? Following are the key questions to ask and answer in the process of selecting Human Resources information technology.
What is the degree of flexibility and scalability that the HR information technology software provides? HR professionals should determine if the software can import data from multiple Excel spreadsheets, databases, and paper documents and the level with which it can interface with all kinds of systems and data. The software should be able to take in and filter information from multiple sources. Ideally, this process should also be automated. Many online enrollment solutions require that data be manually manipulated before it can go to a carrier to update their systems. Automation of the update format, transmission schedule and delivery method can help to eliminate billing and eligibility issues.
Will the software be able to accommodate HR’s company and benefits carriers’ rules? A truly capable enrollment engine will evaluate each enrollment activity and apply any necessary combination of rules, messages, prompts, and options specifically designed to meet the exact eligibility requirements desired. The software should accommodate any eligibility rules that the company and carriers have.
Will the HR information technology be able to grow and scale with the organization? HR should assess the technology’s ability to grow as the company brings on new employees, offices, benefits changes, and rules. HR should ask about the thresholds for each of these elements.
Is the HR information technology software able to integrate with other systems? Payroll and other functions often share much of the same information as benefits management. HR can obtain greater efficiencies when data and other employee information entered into one system can be shared with another system.
• Who is responsible for implementing. potentially reducing HR information technology value and ROI. simplifying these actions throughout the process with wizards. backup servers. HR can then determine specific tasks that may be so cumbersome as to realistically impede completion. Companies should be able to transport their data to any Application Service Provider (ASP). and added protective layers. Employee self-service provides huge potential to save time and money. which can be overwhelming for already busy HR administrators. • Who will own the data? The answer to this question should be the Human Resources organization. the provider should offer daily backups. in consultation with other managers. HR. • Will employees be able to enroll in benefits plans and make changes in real-time to their personal data and plan choices? Employee access should be a given. through an ASP or SaaS model. • What types of maintenance and upkeep are required? When software is installed on a company’s on-site workstations or servers. Updates to HR information technology are often made automatically with software available online through an Application Service Provider (ASP) or Software as a Service (SaaS) model. If the data resides on a carrier’s proprietary server. the solution? What level of training is involved? Some solutions require the client to be very involved with the initial implementation. is there a charge? Costs of training should also be assessed including time away and travel expenses for off-site travel. HR needs to become aware of all hard and soft costs involved in the HR information technology adoption. . regular updates to that technology are often required and may be cumbersome to plan for and manage. general access to computers. The system should clearly present the plans available and enable employees to make selections at their convenience. should have exclusive authority to decide who will be allowed access to the HR information technology and to what degree. • What security measures are built into the HR information technology? If the software is available online. yet involve significant technological expertise. the company may sometimes be charged additional fees should it switch carriers. HR should have a clear understanding of the level of training and technical expertise that will be required and the amount of time expected. or building. A good selfservice system will guide employees smoothly through entering information about themselves and their dependents. considering the widespread. 70% of the population has Internet access at home. Questioning solution providers on this topic can provide insight into subtle areas that might initially appear simple. • If training is involved. Additional systems and procedures should be in place to safeguard information from being lost or accessed by unauthorized personnel.
this integrated system is designed to help provide information used in HR decision making such as administration. Whether it concerns the hiring and firing of employees or whether it concerns employee motivation. but also in streamlining the business process. payroll. Also called Human Resource Management Systems (HRMS Advantages of a human resource information system In today's corporate world human resources has come to play a very critical role in a business. the Human Resources department of any organization now enjoys a very central role in not only formulating company policies. but also aid in complex negotiations that fall under the human resource umbrella. labor productivity.Employees should also be able to add dependents and change information as necessary. including payroll. and benefit management into a less capital-intensive system than the mainframes used to manage activities in the past. The basic advantage of a Human Resource Information System (HRIS) . training. 24 hours a day. The goal of HRIS is to merge the different parts of human resources. One of the latest human resource technologies is the introduction of a Human Resources Information System (HRIS). and performance analysis. To make a human resource department more effective and efficient new technologies are now being introduced on a regular basis so make things much simpler and more modernized. seven days a week. recruiting. Human Resource Information Systems (HRIS) Definition A system which seeks to merge the activities associated with human resource management (HRM) and information technology (IT) into one common database through the use of enterprise resource planning (ERP) software. Human Resource Information System (HRIS) merges human resource management with information technology to not only simplify the decision making process.
time and labor management. With updated information this system makes the job of the human resource department very easy and simple as everything is available on a 24x7 basis. without any hitch. calculating various deductions and taxes on salaries. It also gathers information such as employee attendance. but they are ensured a smooth running.is to not only computerize employee records and databases but to maintain an up to date account of the decisions that have been made or that need to be made as part of a human resource management plan. The advantage of a Human Resource Information System (HRIS) in payroll is that it automates the entire payroll process by gathering and updating employee payroll data on a regular basis. A Human Resources Information System (HRIS) thus permits a user to see online a chronological history of an employee from his /her position data. employee benefits and HR management. The four principal areas of HR that are affected by the Human Resource Information System (HRIS) include. the human resource department is able to keep better track of which benefits are being availed by which employee and how each employee is profiting from the benefits provided. Employee benefits are very crucial because they help to motivate an employee to work harder. payroll. and if there are any improvements that can be made to make an employee feel more secure. and benefits information. In time and labor management a Human Resource Information System (HRIS) is advantageous because it lets human resource personnel apply new technologies to effectively gather and appraise employee time and work information. payroll records. A Human Resource Information System (HRIS) also has advantages in HR . to personal details. By using a Human Resource Information System (HRIS) in employee benefits. It lets an employee's information be easily tracked so that it can be assessed on a more scientific level whether an employee is performing to their full potential or not. These four basic HR functionalities are not only made less problematic. generating automatic periodic paychecks and handling employee tax reports. and all the information is just a click away.
retrieve. A human resource information system (HRIS) is a system used to acquire. SCDL). The HRIS system is usually a part of the organization's larger management information system (MIS) which would include accounting. manipulate. manipulate. and marketing functions. analyze.management because it curtails time and cost consuming activities leading to a more efficient HR department. This system reduces the long HR paper trail that is often found in most HR divisions of companies and leads to more productive and conducive department on the whole. to name just a few. Human Resources Information Systems (HRIS) is an integration of HRM and Information Systems (IS). store. production. SCMLD. HRIS or Human resource Information system helps HR managers perform HR functions in a more effective and systematic way using technology. Dileep Kumar M. and distribute pertinent information about an organization's human resources (Tannenbaum. store. and utilization of labor resource in order to achieve both individual and organizational objectives. It is the system used to acquire. development. IIIT. An extensive study by Towers Perrin study revealed the following benefits of Application of HRIS HRIS can be applied in the following areas of HRM • • • • • • • • • • • • • HR planning Succession planning Work force planning Work force dynamics analysis Staffing Applicant recruitment and tracking Employee data base development Performance management Learning and development Compensation and benefits Pay roll Job evaluation Salary survey . selection. and distribute pertinent information regarding an organization's human resources. SBS Pune Human Resources Management (HRM) is the attraction. Human resource and line managers require good human resource information to facilitate decision-making. retention. 1990). Human Resources Information Systems (HRIS) For Better HR Operations By Prof. analyze. retrieve. Ex-Professor Symbiosis (SCMHRD.
HR Automation (eNotification and eScheduler). Human Resource MicroSystems: sophisticated data collection and reporting. emergency information. and Enhanced employee communications (Overman. Identify individuals for promotion. Separation information. career development. Improved planning and program development. Mass update and change tools etc. skills shortages. employment history. HR Intelligence. Enterprise Resume Processing. qualifications. Competency Management. EEO. Greater information accuracy. flexible spending accounts. Barriers to the success of an HRIS: o o o o o o o o o Lack of management commitment Satisfaction with the status quo No or poorly done needs analysis Failure to include key people Failure to keep project team intact Politics / hidden agendas Failure to involve / consult significant groups Lack of communication Bad timing (time of year and duration HRIS software: Abra Suite: for human resources and payroll management ABS (Atlas Business Solutions): General Information. CORT: HRMS: applicant tracking. Discover talent deep. 1992). o o o o Faster information process. Notes customer information. Skills tracking. Evaluators.HRMS: Oracle iRecruitment. Payroll. A few of them can be detailed as. unexpected vacancy. Assess management skills and talents. Reports-to information. align succession plans etc. Job history tracking.• • • • • Salary planning International compensation Benefits management Develop innovative Org. Applicant/Requisition Tracking. Training Administration. Documents and photos. and Performance Pro (performance management) ORACLE. Wage information. Attendance tracking and calendars. Position Control/Succession Planning. Reminders. Organization Charts. compensation. Oracle Learning Management. employee profiles. Status tracking. Generate a wide range of reports. HRSOFT: Identify and track senior managers. Reviews and tracking. HRIS-Pro Net (employee/managerial self-service). Oracle Self-Service Human Resources. replacement tables and succession analysis reports. Structure Develop IT HRIS Benefits: HRIS has showed many benefits to the HR operations. resumes. Oracle Time and Labor PEOPLESOFT: Enterprise eRecruit. Cost center tracking. Wages information. time off. Enterprise .
Special Events. Warehouse SAP HR: Human Capital Management (HCM) for Business. Leave Tracking Module Critical Analysis Although almost all HR managers understand the importance of HRIS. SPECTRUM HR: iVantage® and HRVantage®. • • • • • Large amount of data and information to be processed.very useful for Benefit Applications. They are also coming up with very specific software modules. Project based work environment. Employee Summary Screen for Basic. Learning organization The primary reason for delay in HRIS implementation in organizations is because of the fear psychosis created by "technology" and "IT" in the minds of senior management. which would cater to any of their HR needs. the general perception is that the organization can do without its implantation. Increase of knowledge workers & associated information. Employee empowerment. Major HRIS providers are concentrating on the small and middle range organizations as well as large organizations for their products. All-in-One: Rapid HR. Disciplinary Actions. Workforce Planning. . to someone else or to everyone using HRA . internal Messaging System for leaving reminders to yourself. They may not be very tech savvy and fear being left out. Services Procurement. But trends are changing for the better as more and more organizations realize the importance of IT and technology. This is because of a number of reasons. But HRIS would be very critical for organizations in the near future. SAP and Peoplesoft provide HR modules within their business intelligence software. Hence only large companies have started using HRIS to complement its HR activities. iVantage is a Web-based HRIS product designed for organizations with up to 10.000 employees. VANTAGE: HRA: 'Point-and-Click' report writing. skills & training module. Hence HRIS would soon be an integral part of HR activities in all organization. Leave (Absenteeism) and Salary/Position History.
Terasen Pipelines moved its headquarters from Vancouver to Calgary to be closer to the oil and realized a major growth in employees. IBM. The Internet is an increasingly popular way to recruit applicants. HRIS has gone from a basic process to convert manual information keeping systems into computerized systems. broad-based. and Toshiba America Medical Systems. like electronic pay stub.” 2006). Inc. Through benchmarking different companies we can learn how other companies have handled certain human resources issues related to information technology. distribution. An intranet is a type of network used by companies to share information to people within the . Ameriprise Financial. electronic timesheet software. information systems. and human resource information system (“Tips. The third generation took systems far beyond being mere data repositories and created tools with which human resource professionals could do much more (Byars. to the HRIS systems that are used today. An overall analysis has been completed using research on IBM Europe.. Another company that saw the benefits of keeping up with new technology is WORKSource Inc.www. Mangers at Terasen realized that there was a need to change to a more computerized system and looked into different HRIS vendors. Delivering human resource services online (eHR) supports more efficient collection. Terasen is able to keep more accurate records as well as better prepare for future growth. WORKSource Inc. Human resource information systems (HRIS) have increasingly transformed since it was first introduced at General Electric in the 1950s. By adapting these new programs. and exchange of data (Friesen.com Human Resource Information Systems The purpose of this paper is to identify other companies who have faced similar human resources issues in regards to information technology. 2003). time-off system. In the past recording keeping was done on paper and with spreadsheets. and data security. Many companies have seen a need to transform the way Human Resource operations are performed in order to keep up with new technology and increasing numbers of employees. Shaw’s Supermarkets.DentzzDental. new technology. managers need to be aware of the technology that will increase effectiveness in their company. New Technology With the changing world and constant new technology that is available. The idea was to integrate many of the different human resource functions. self-contained HRIS. WORKSource Inc. research technologies and perform other essential functions in business. Terasen Pipelines. CS Stars LLC. The result was the third generation of the computerized HRIS. 2004). WORKSource was able to reduce waste and cost. This paper also includes eight synopses of companies facing similar issue to those in the reading. To meet the challenge of handling 100 new employees. acquired Web-based technology programs from GHG Corp. By making the move to a HRIS system. Human resource professionals began to see the possibility of new applications for the computer. a feature-rich. storage.
it serves as an “information hub” for the entire organization. After looking at different options. compliance with government regulations. By utilizing the flexiblebenefits application HRIS has to offer. "Since we began offering online enrollment. With the many different applications of HRIS. so they can log on at home rather than through the company intranet. employees have online access to forms. Applications of HRIS The efficiency of HRIS. The use of self-service applications creates a positive situation for HR. turnover analysis.organization. it is difficult to understand how the programs benefit companies without looking at companies that have already benefited from such programs. such as workforce management. An intranet connects people to people and people to information and knowledge within the organization. 2004). 2004). With this solution. One of the most significant challenges faced by public personnel executives today is measuring the performance of their human resources information system (HRIS) In order to justify the value-added contribution of the HRIS to accomplishing the organization's mission (Hagood & Friedman. benefits information and other payroll related information (Koven. risk management. . applicant search expenditures. the systems are able to produce more effective and faster outcomes than can be done on paper. Shaw’s decided to implement an Employee Self Service (ESS) system. but they can extend to business partners and even customers with appropriate security clearance (Byars & Rue." Donnelly [Senior Communications Specialist] says. IBM has a paperless online enrollment plan for all of its employees. HR was given more time to focus on other issues. training material. attendance reporting and analysis. Another company that has taken advantage of HRIS applications is Shaw’s Supermarkets. Measuring the Effectiveness of HRIS The evaluation should determine whether or not the HRIS has performed up to its expectations and if the HRIS is being used to its full advantage (Byars & Rue. and ensuring that their data is accurate. training experiences. So the company has been working to put in place a web-based enrollment system that employees and retirees can access from anywhere (Huering. human resource planning. IBM was able to cut costs and give employees the freedom to discover their benefits on their own time and pace.2 million per year on printing and mailing costs. accident reporting and prevention and strategic planning. By giving employees access to their personal information and the ability to update or change their information as needed. Most organizations set up intranets primarily for employees. we've learned that employees want web access. the employees enjoy working with the online plan. One such company is IBM. training management. ESS gives HR more time to focus on strategic issues. the company decided it was time to centralize the HR operations. Some of the many applications of HRIS are: Clerical applications. Understanding the different applications HRIS has to offer will give companies the chance to increase employee efficiency and reduce costs. and compensation management. 2002). In order for Shaw’s to better manage its workforce. succession planning. succession planning. 2003). Not only has the online enrollment saved the company 1. flexible-benefits administration. financial planning. while at the same time improving service to employees and managers.
HR policy. system knowledge and day-to-day operations (O’Connell. but unless it will be an effective tool for HR operations. effective in December 2005. it will not help increase efficiency and may hinder it instead. Another company that experienced a breach in security is Ameriprise Financial. a computer that contained personal information on clients and employees was stolen. TAMS put all employee benefits information online and created an open enrollment option when TAMS changed healthcare providers. Ameriprise made sure all information is being kept secure. TAMS began seeing improvements. By determining the efficiency of the new program. with an estimated 70% increase in open enrollment efficiency (Wojcik. (TAMS). Because many of the employees at Ameriprise take their computers between work and home. By responding quickly to the need for more security. TAMS was able to realize the benefits of the new HRIS system. requires businesses that maintain computerized data which includes private information to notify the owner of the information of any breach of the security of the system immediately following discovery. Whether electronic or paper. or is reasonably believed to have been. 1994).2002). Conclusion . companies can make its employees more secure with the safety of their information. Implementing an HRIS program may seem a necessary stem for a company. New York's Information Security Breach and Notification Law. LLC. In late 2005. Establishing security and end-user privileges calls for a balance of incorporating. The bigger problem was that CS Stars failed to notify the affected consumers and employees about the missing computer. Ameriprise made sure all employees had the new security suite installed on their computers. if the private information was. 2004). Though the computer was retrieved and no information seemed to have been harmed. By making sure employee information that is kept in the HRIS is relevant to the company and making sure there is limited access (password protection) to such information. addresses and social security numbers of workers compensation benefits. employees are becoming more sensitive about who sees their personal information. One company that faced a major security issue was CS Stars. CS Stars lost track of one of its computers that contained personal information that included names. Security of HRIS The privacy of employee information has become a major issue in recent years. the company determined there was a need to put more security into those computers. acquired by a person without valid authorization (Cadrain. Making sure employees information is kept as secure as possible there will be more trust in the company and the HR employees working with that information. many employees lost their sense of security with the company. 2007). and the security it is kept in. Almost immediately upon rolling out the UltiPro portal [new HRIS technology] to employees. Inc. With identity theft becoming a common problem. One company that implemented a HRIS system is Toshiba America Medical Systems. employee files deserve to be treated with great care.
human resources information systems. That main idea is that IBM understands that they must remember to respect the fact that social media are social. online idea-sharing session about the company’s direction. the company established a separate “new media” function within its corporate communication department. and the outcomes of the company’s responses.000 global employees more effectively. IBM had the need to connect its 340. hardware.IBM. The main idea is to educate. RSS and other social media applications. “Its remit: To act as expert consultants inside and outside IBM on issues relating to blogs. Companies Benchmarked IBM Europe The Situation: IBM is a global organization offering research. institutionalizing a function to deal specifically with new media is not a corporate move. The remainder of this paper provides synopses of more companies facing human resources issues. The need for social media was necessary and could no longer wait. The recognition was that blogging was already happening among IBMers. IMB has always prepared itself to use breakthrough technologies to establish a two-way dialogue with its employees. support and promote programs that utilize these tools. and data security. business and management consulting. All of these companies know the importance of new technology. how the company responded to the issues. The Response: IBM’s intent around social media has now been officially formalized. speaking 165 languages across 75 countries.000 employees worldwide joined a real time. IBM has a history of being a t the forefront of technology based corporate communication. and Toshiba America Medical Systems. IBM Europe decided to expand internal communication by blogging guidelines.000 people. published internal blogging guidelines as far back as 2003. wikis. CS Stars LCC. In January 2007. In a similar way. IBM established a separate “new media” function within its corporate communication department. It’s a response to the issues already emerging in the company. From January 22 2007. they’re growing and there here to staywe’re just going to put some structure around them so that we can try to optimize their use. and promote programs that utilize social media. From the multimedia brainstorming “WorldJam” that made news headlines back in 2001 in which 50. are good examples of companies facing issues similar to human resources information technology and human resources information systems. people are using them. IT consulting. support. It employs around 340. Terasen Pipeline. Inc. or establishing from scratch. software. 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 companies to get behind collaborative wikis. ring and financing. just in an unregulated way. and serving clients in 174 countries. Now that those technologies are here. IBM main goal is to educate.” The users decide what technologies they want to use and how they want to use them. and is now moving fast beyond RSS and podcasts into .
but include results from IBM forums. new media lead Europe for IBM. The Outcome: . whereas people feel they can talk more freely than they can write. blogs and podcast/videocasts tags. IMB has an understanding that employees are no longer staying in a company their entire lives. Ameriprise Financial The Situation: The Department of Justice survey estimates that 3. borders: the New York Times reports that stolen financial information is often distributed among participants of online trading boards. including Citigroup and Bank of America. One reason clients are concerned about data security is the widespread publicity generated by breaches at financial services firm. In late December 2205.6 million U. a compliance consulting firm in Delray Beach. an Ameriprise Financial employee’s laptop that contained unencrypted data on approximately 230. In years to come IBM will have to deal with employee base for which blogging is just the natural way to interact over a web platform. One of the most consistently popular IBM podcasts. and the buyers are frequently located in Russia. The Response: Ameriprise Financial had to fight back and had to implement “layers of protection.000 downloads a week. is not that far away. The company has been a huge pick-up in interest in podcasting over the last 18 months writing can seem such a technical skill. The intranet search facility extends to all areas of the site. President of NCS. IBM has scored some notable successes on both fronts in the near 5000 wiki pages now up and running in the organization. Florida. office. the results they get back not only come from the main intranet pages. For Philippe Borremans. IBM has created centralized platforms for most tools that fall under its remit.S. The company has come to the conclusion that with an increasingly young and mobile workforce. has the potential business applications of a wiki cover two broad benefits: Collaborating and knowledge sharing. which includes wikis. households were victims of identity theft in 2004.S.000 customers and advisors was stolen from a car. Trafficking in personal date goes beyond U. When an employee logs onto their portal an executes a key word search. and physical safeguards related to client records and information. Other financial services firm. wikis.” It is important for employees who their primary business computer. and meeting sites. and the Middle East. It’s just not like that any more. In Belgium for example over 50 percent of 2. the likelihood is that an employee population full of a younger generation. Rita Dew. and employees regularly transport the computer between home. also acknowledge large-scale customer data losses in 2005. with over 20. Ukraine. including new media aspects. for whom these tools are part and parcel of life.300 employees have been there fewer than five years.videocasting and “virtual world” technologies like Second Life. technical. says that the Securities and Exchange Commission requires investment advisors to have policies and procedures that address the administrative. The vulnerability of this arrangement and the need for a safety software program is much needed.
S. The Response: In the past Terasen had kept records on paper and with spreadsheets and with the growth of the company. states. With the big move. This software allows employees to create an encrypted virtual drive on the laptop that serves as data storage safe. some of the HR staff had experience working with an HRIS and were able to help their colleagues imagine new processes. The Outcome: Although there was difficulty adapting to a new way of recordkeeping. Encryption ensures that anyone who steals the computer will be absolutely unable to read the data. the HR department saw a need to find a new system to keep more accurate records. the management of Terasen was convinced to look for a vendor to help implement and maintain a HRIS system. this system does not work as well as in the past. This has given many financial advisors the greatest peace of mind. It can all be at your fingertips. Terasen Pipelines The Situation: Terasen Pipelines is a subsidiary of Terasen Inc. Hewitt’s application service provider model with eCyborg was found to be the right fit. The best thing is that when an employee turns off the computer the information is stored “safe”. Other financial advisors are relying on encryption both in and out of the office. located in Vancouver. This system has helped Terasen better prepare for current and future growth. Fortunately. In 2001 the company changed its headquarters to Calgary to be closer to the oil. which employees has set up with one gigabyte of storage space. Canada and is located in several provinces and U. Employees stores all client related data and tax preparation software database on the encrypted drive. After researching different companies. even by connecting it to another computer as a “slave drive. In order to compensate for future growth. 2005).Employees who are transporting lab tops should install the Steganos Security Suite on their computer. Other programs that are being used to protect client’s information are RAID Level 1 system to store data on the drives that are encrypted with WinMagic’s SecureDocs software. The software also generates encrypted backup files. 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 system that could do a lot of this for us. Shaw’s Supermarkets . as aided by a system. You don't always have to run to the cabinet for the employee file just to get basic information. Terasen was able to find a system that will help support the current and future growth of the company. the company went through a growth spurt. This should keep the data secure if any employee’s laptop is stolen or if the drive is removed from the laptop." (Vu. In order to help Terasen ease the HR burden of implementing a new HR system. the software automatically encrypts the virtual drive’s data. which employees store on CDs in a fireproof safe. Terasen began to look into HRIS companies to help with the HR operations. With the company in many different locations and the growing numbers of employees.
" (Koven. The Response: . the employee cost. CS Stars. I received several e-mails from employees saying this was a great change and how easy ESS was. charged CS STARS LLC.000 located at 180 stores throughout six states. consisting of students. 2002). With this solution. 2002). the HR staff became interested in centralizing its HR operations. and ensuring that their data is accurate. Shaw's HR staff is responsible for managing employees' personal data. employees have online access to forms. VP of Compensation and Benefits. and compensation management. In order to help manage the workforce. "We even had a significant increase in our medical coverage costs. The Outcome: Shaw’s has had positive feedback since implementing the ESS solution." Penney. By giving the employees more access to their information they are able to see the benefit choices available to them. such as workforce management. with failing to give notice that it had lost track of a computer containing data on 540. One third of the workforce is made up of union associates. Employees are also able to update their information online. Their employee mix includes approximately 70 percent parttime employees. The use of self-service applications creates a positive situation for HR. LLC The Situation: New York Attorney General Andrew Cuomo has announced that New York State has reached its first settlement with a company charged with failing to notify consumers and others that their personal data had gone missing. and it was almost a non-issue because the online enrollment featured the plan choices. not during work hours. training material. Shaw’s has also seen improvement in productivity because employees are updating information at home.000 New Yorkers’ workers’ comp claims. and career parttimers. succession planning. The Response: In order to centralize HR operations Shaw’s decided to implement an ESS (employee selfservice) solution. ESS gives HR more time to focus on strategic issues. while at the same time improving service to employees and managers. second-job part-timers.The Situation: Shaw’s Supermarkets is the second largest supermarket chain in New England. a Chicago-based claims management company. senior citizens. and Shaw's staff oversees the company's involvement with three unions and six separate contracts (Koven. benefits information and other payroll related information. Cuomo’s office. which helps reduce the paperwork of the past. which the case is not often when employees are selecting their benefit options. says. An employee self-service application makes it very easy for them to understand their contributions and coverage options. "The reaction from our employees has been extremely positive. and the company subsidy. which enforces the state’s 2005 Information Security Breach and Notification Law. With a workforce of 30.
a personal medical cost estimator. Employees log in personally and are greeted by name and with important information regarding their benefits enrollment. and Social Security numbers of recipients of workers’ compensation benefits. requires businesses that maintain computerized data which includes private information to notify the owner of the information of any breach of the security of the system immediately following discovery.The owner of the lost data. Donnelly says. On July 25. if the private information was. 2006. research program information and access decision support tools from their desktop computers. according to Cathleen Donnelly. In addition. acquired by a person without valid authorization. (Cadrain) Without admitting to any violation of law. The law affects not only businesses in their dealings with their customers. a CS STARS employee noticed that a computer was missing that held personal information. was the New York Special Funds Conservation Committee. but employers in their role as custodians of employees’ personal data. effective in December 2005. They .Y. the FBI determined an employee. Because the FBI declared that notice to consumers might impede its investigation. (Cadrain) IBM The Situation: IBM's paperless online enrollment system. had stolen the computer. the FBI found that the data on the missing computer had not been improperly accessed. CS STARS waited until July 8. 2006. including the names. N.000 for costs related to this investigation. On May 9. CS STARS will pay the Attorney General’s office $60. 2006. an organization that assists in providing workers’ comp benefits under the state’s workers' comp law. The Outcome: New York's Information Security Breach and Notification Law. or is reasonably believed to have been. 2006. Donnelly says. CS STARS agreed to comply with the law and ensure that proper notifications will be made in the event of any future breach. senior communications specialist at company headquarters in Armonk.000 New Yorkers affected by the breach. to send notices to the 540. and the missing computer was located and recovered.S. and the employees’ can take advantage of a variety of technologies to learn about issues. The company saves $1. addresses. enables employees to calculate potential out-of-pocket health care expenses under each of the plan options available to them. to notify Special Funds and the FBI of the security breach. 2002) The Response: One of those tools. which had been in the custody of CS STARS. such as the deadlines and when changes take effect. introduced in 1999. (Heuring. The company also agreed to implement more extensive practices relating to the security of private information.000 active U.2 million per year on printing and mailing costs alone. But CS Stars waited until June 29. of a cleaning contractor. employees and the company. has proved to be a winner for both the company's 135.
time-off system. and the calculator lets them compare estimated benefit amounts for each plan. electronic timesheet software. (Heuring.” 2006).” 2006). in an interview with PMR. These tools enabled CEO Judith Hahn to handling payroll procedures efficiently and effectively. So the company has been working to put in place a web-based enrollment system that employees and retirees can access from anywhere. The Situation: To meet the challenge of handling 100 new employees. a Japanese management concept of eliminating wasteful steps and motion when completing processes. which meant Hahn’s workload more than doubled effective July 2006 (“Tips. with approximately 108 employees. Donnelly says the system has received high marks for convenience because employees can "get in and out quickly. WORKSource Inc. and human resource information system (“Tips. The company also has 52 administrative staff in its headquarters office." Donnelly says. "Employees can select the health care services they expect to use in a particular year. 2006." The calculator shows both IBM's costs and the employee's. “I began to read as much as possible about LEAN and joined an HR LEAN focus group” (“Tips. benefits. said she relied on LEAN to help get a handle on what needed to change for her to manage the increased workload. Two years earlier. and human resources for those employees were processed and managed by a Professional Employer Organization. Previously. those 108 employees were immediately moved to the payroll of WORKSource. "The feedback that we've received from employees tells us that this tool has really helped them to make a comparison between plans based on how they consume medical services. Hahn’s CEO had introduced her to LEAN. so they can log on at home rather than through the company intranet. 2002) The Outcome: "Since we began offering online enrollment. acquired Web-based technology programs from GHG Corp. Hahn. drill down into very specific details and follow links to the health care providers for research. Employees can get summary information on the plans. The Response: WORKSource has eight workforce centers. like electronic paystub. When the contract with the PEO terminated on June 30. payroll.” 2006). estimate expected frequency of use." WORKSource Inc. and calculate potential costs under each plan option. The Outcome: .automatically get access to health plans that are available to them. located throughout a six-county region. we've learned that employees want web access." Donnelly says.
including the benefits handbook. the TAMS employee handbook would also be a living document. The Response: TAMS. to United Health Group Inc (Wojcik. Never allow negativity: make change simple and fun. By having all the benefit information online. TAMS has posted a library of documents and forms on its HR portal. had been using a payroll service bureau and an in-house solution for HR that didn't include easy-to-use consolidated reporting or an employee portal. 2004). 2004). 2004). TAMS modified the UltiPro portal to meet the imaging company's unique needs (Wojcik. an independent group company of Toshiba Corporation and a global leading provider of diagnostic medical imaging systems and comprehensive medical solutions.” 2006). TAMS selected Ultimate Software's offering and went live in September 2002 after an on-time and on-budget implementation. California-based Toshiba America Medical Systems Inc. ultrasound. director of benefits and human resources information systems at Tustin. Review the process: map payroll tasks from start to finish. thought it would make sense to add a benefits communication component to it.Mastering the concepts of LEAN led Hahn to develop and apply her own acronym of “REASON” to her department’s payroll and HR processes. Open the lines of communication: communicate openly—and often—with all stakeholders. Give employees plenty of encouragement and time to learn (“Tips. nuclear medicine. That same year. Business Insurance magazine also gave TAMS the Electronic Benefit Communication (EBC) award for outstanding achievement in communicating employee benefits programs over the Web. X-ray. Analyze alternatives: research and evaluate the applicability of new technology. Such was the case halfway through the project. Almost immediately upon rolling out the UltiPro portal to employees. when TAMS changed health care plans from Aetna Inc. (TAMS). and information systems. Eliminate waste: determine how to complete a payroll task most efficiently without unnecessary steps. with an estimated 70% increase in open enrollment efficiency (Wojcik. The Outcome: In an effort to expand the usage of the Web beyond the benefits enrollment process. After evaluating UltiPro alongside several enterprise resource vendors. MRI. Judith Hahn was able to implement the right human resource functions using information systems. It was completely integrated with several proprietary applications created to address compensation and performance management issues so that TAMS employees have a central location for . enabling Morvik to make changes when necessary. such as CT. which garnered a 2004 Apex Award for publication excellence. TAMS began seeing improvements. Sell innovations to management: document the return on investment of each innovation. Toshiba America Medical Systems Inc. including employees and top management. To continue elevating its use of Ultimate Software's HRMS/payroll solution. The Situation: Lynda Morvik.
comprehensive workforce and payroll information from a Web browser that they can access with a single sign-on (Wojcik. . 2004).
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