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The purpose of this paper is to identify other clubs who have faced similar human resources issues in regards to information technology. Straight through benchmarking dissimilar clubs we can learn how other clubs have handled positive human resources issues linked to information technology, information systems, new technology, and data security. An extensive prognosis has been completed using study on Ibm Europe, Ameriprise Financial, Terasen Pipelines, Shaw’s Supermarkets, Cs Stars Llc, Ibm, Worksource Inc., and Toshiba America curative 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 information systems (Hris) have increasingly transformed since it was first introduced at normal electric in the 1950s. Hris has gone from a basic process to turn by hand information 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 combine many of the dissimilar human resource functions. The result 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 addition 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 turn to a more computerized ideas and looked into dissimilar Hris vendors. By manufacture the move to a Hris system, Terasen is able to keep more strict records as well as good get ready for future growth. another firm 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 information ideas (“Tips,” 2006). By adapting these new programs, Worksource was able to sacrifice waste and cost.
The Internet is an increasingly favorite way to recruit applicants, study technologies and perform other valuable functions in business. Delivering human resource services online (eHr) supports more effective collection, storage, distribution, and replacement of data (Friesen, 2003). An intranet is a type of network used by clubs to share information to citizen within the organization. An intranet connects citizen to citizen and citizen to information 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 firm 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 effective 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, emergency reporting and stoppage and strategic planning. With the many dissimilar applications of Hris, it is difficult to understand how the programs benefit clubs without seeing at clubs that have already benefited from such programs.
One such firm is Ibm. Ibm has a paperless online enrollment plan for all of its employees. Not only has the online enrollment saved the firm 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 Straight through the firm intranet. So the firm 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 freedom to inspect their benefits on their own time and pace.
Another firm that has taken benefit of Hris applications is Shaw’s Supermarkets. In order for Shaw’s to good carry on its workforce, the firm decided it was time to centralize the Hr operations. After seeing at dissimilar options, Shaw’s decided to implement an employee Self service (Ess) system. The use of self-service applications creates a positive situation for Hr. Ess gives Hr more time to focus on strategic issues, such as workforce management, succession planning, and payment management, while at the same time enhancing service to employees and managers, and ensuring that their data is accurate. With this solution, employees have online entrance to forms, training material, benefits information and other payroll linked information (Koven, 2002). By giving employees entrance to their personal information and the quality to modernize or turn their information as needed, Hr was given more time to focus on other issues. insight the dissimilar applications Hris has to offer will give clubs the opportunity to growth employee efficiency and sacrifice costs.
Measuring the Effectiveness of Hris
The assessment should conclude either or not the Hris has performed up to its expectations and if the Hris is being used to its full benefit (Byars & Rue, 2004). One of the most valuable challenges faced by collective personnel executives today is measuring the execution of their human resources information ideas (Hris) In order to by comparison the value-added contribution of the Hris to accomplishing the organization's mission (Hagood & Friedman, 2002). Implementing an Hris program may seem a valuable stem for a company, but unless it will be an effective tool for Hr operations, it will not help growth efficiency and may hinder it instead.
One firm that implemented a Hris ideas is Toshiba America curative Systems, Inc. (Tams). Tams put all employee benefits information online and created an open enrollment choice when Tams changed healthcare providers. Approximately 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 comprehend the benefits of the new Hris system.
Security of Hris
The privacy of employee information has come to be a major issue in recent years. With identity theft becoming a base problem, employees are becoming more sensitive about who sees their personal information, and the security it is kept in. By manufacture sure employee information that is kept in the Hris is relevant to the firm and manufacture sure there is diminutive entrance (password protection) to such information, clubs can make its employees more accumulate with the security of their information. either electronic or paper, employee files deserve to be treated with great care. Establishing security and end-user privileges calls for a balance of incorporating, Hr policy, ideas knowledge and day-to-day operations (O’Connell, 1994).
One firm that faced a major security issue was Cs Stars, Llc. Cs Stars lost track of one of its computers that contained personal information that included names, addresses and collective security numbers of workers payment benefits. The bigger question was that Cs Stars failed to wise up the affected consumers and employees about the missing computer. Though the computer was retrieved and no information seemed to have been harmed, many employees lost their sense of security with the company. New York's information security Breach and proclamation Law, effective in December 2005, requires businesses that avow computerized data which includes secret information to wise up the owner of the information of any breach of the security of the ideas immediately following discovery, if the secret information was, or is reasonably believed to have been, acquired by a man without valid authorization (Cadrain, 2007).
Another firm that experienced a breach in security is Ameriprise Financial. In late 2005, a computer that contained personal information on clients and employees was stolen. Because many of the employees at Ameriprise take their computers between work and home, the firm determined 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 information is being kept secure. manufacture sure employees information is kept as accumulate as inherent there will be more trust in the firm and the Hr employees working with that information.
Conclusion
Ibm, Terasen Pipeline, Cs Stars Lcc, and Toshiba America curative Systems, Inc. Are good examples of clubs facing issues similar to human resources information technology and human resources information systems. All of these clubs know the importance of new technology, human resources information systems, and data security. The remainder of this paper provides synopses of more clubs facing human resources issues, how the firm 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, firm and management consulting, ring and financing. It employs around 340,000 people, speaking 165 languages over 75 countries, and serving clients in 174 countries. In January 2007, Ibm established a cut off “new media” function within its corporate transportation department. Ibm main goal is to educate, support, and promote programs that apply collective media. Ibm Europe decided to progress internal transportation 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 around them so that we can try to optimize their use.” The users conclude 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 collective media are social. Ibm had the need to join together its 340,000 global employees more effectively.
The Response:
Ibm’s intent around collective media has now been officially formalized. From January 22 2007, the firm established a cut off “new media” function within its corporate transportation department. “Its remit: To act as master consultants inside and outside Ibm on issues relating to blogs, wikis, Rss and other collective media applications. The main idea is to educate, retain 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 originate a two-way dialogue with its employees. The need for collective media was valuable 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 appealing fast beyond Rss and podcasts into videocasting and “virtual world” technologies like Second Life. The intranet crusade premise extends to all areas of the site, along with new media aspects. When an employee logs onto their portal an executes a key word search, the results they get back not only come from the main intranet pages, but contain results from Ibm forums, wikis, blogs and podcast/videocasts tags. Imb has an insight that employees are no longer staying in a firm 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 firm has come to the closing that with an increasingly young and mobile workforce, the likelihood is that an employee 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 employee 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 inherent firm applications of a wiki cover two broad benefits: Collaborating and knowledge sharing. Ibm has scored some celebrated successes on both fronts in the near 5000 wiki pages now up and running in the organization. The firm 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 favorite Ibm podcasts, with over 20,000 downloads a week.
Ameriprise Financial
The Situation:
The agency of Justice inspect 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 information is often distributed among participants of online trading boards, and the buyers are often placed in Russia, Ukraine, and the Middle East. One theorize clients are concerned about data security is the extensive publicity generated by breaches at financial services firm. In late December 2205, an Ameriprise Financial employee’s laptop that contained unencrypted data on Approximately 230,000 customers and advisors was stolen from a car. Other financial services firm, along with Citigroup and Bank of America, also answer 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 replacement Commission requires speculation advisors to have policies and procedures that address the administrative, technical, and corporal safeguards linked 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 former firm computer, and employees ordinarily transport the computer between home, office, and meeting sites. The vulnerability of this arrangement and the need for a security software program 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 generate an encrypted virtual drive on the laptop that serves as data warehouse safe. Employees shop all client linked data and tax preparing software database on the encrypted drive, which employees has set up with one gigabyte of warehouse space. The best thing is that when an employee turns off the computer the information 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 accumulate 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 protect client’s information are Raid Level 1 ideas to store data on the drives that are encrypted with WinMagic’s SecureDocs software. Encryption ensures that whatever who steals the computer will be unquestionably unable to read the data, even by connecting it to another computer as a “slave drive. This has given many financial advisors the most peace of mind.
Terasen Pipelines
The Situation:
Terasen Pipelines is a subsidiary of Terasen Inc. placed in Vancouver, Canada and is placed in several provinces and U.S. States. In 2001 the firm changed its headquarters to Calgary to be closer to the oil. With the big move, the firm went Straight through a growth spurt. With the firm in many dissimilar locations and the growing numbers of employees, the Hr agency saw a need to find a new ideas to keep more strict 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 dissimilar companies, Hewitt’s application service provider model with eCyborg was found to be the right fit.
The Outcome:
Although there was difficulty adapting to a new way of recordkeeping, Terasen was able to find a ideas that will help retain the current and future growth of the company. Fortunately, some of the Hr staff had feel 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 employee 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 management of Terasen was convinced to look for a vendor to help implement and avow a Hris system. This ideas has helped Terasen good 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 placed at 180 shop throughout six states, Shaw's Hr staff is responsible for managing employees' personal data. Their employee mix includes Approximately 70 percent part-time employees, consisting of students, senior citizens, second-job part-timers, and work 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 cut off contracts (Koven, 2002). In order to help carry on the workforce, the Hr staff became concerned 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 positive situation for Hr. Ess gives Hr more time to focus on strategic issues, such as workforce management, succession planning, and payment management, while at the same time enhancing service to employees and managers, and ensuring that their data is accurate. With this solution, employees have online entrance to forms, training material, benefits information and other payroll linked information.
The Outcome:
Shaw’s has had positive feedback since implementing the Ess solution. "The reaction from our employees has been extremely positive," Penney, Vp of payment and Benefits, says. "We even had a valuable growth in our curative coverage costs, and it was Approximately a non-issue because the online enrollment featured the plan choices, the employee cost, and the firm subsidy. An employee self-service application makes it very easy for them to understand their contributions and coverage options. I received several e-mails from employees saying this was a great turn and how easy Ess was, which the case is not often when employees are choosing their benefit options." (Koven, 2002). By giving the employees more entrance to their information they are able to see the benefit choices available to them. Employees are also able to modernize their information online, which helps sacrifice the paperwork of the past. Shaw’s has also seen improvement in productivity because employees are updating information at home, not while work hours.
Cs Stars, Llc
The Situation:
New York Attorney normal Andrew Cuomo has announced that New York State has reached its first village with a firm expensed with failing to wise up consumers and others that their personal data had gone missing. Cuomo’s office, which enforces the state’s 2005 information security Breach and proclamation Law, expensed Cs Stars Llc, a Chicago-based claims management company, with failing to give consideration 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 employee noticed that a computer was missing that held personal information, along with the names, addresses, and collective security numbers of recipients of workers’ payment benefits. But Cs Stars waited until June 29, 2006, to wise up special Funds and the Fbi of the security breach. Because the Fbi declared that consideration 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 determined an employee, of a cleaning contractor, had stolen the computer, and the missing computer was placed and recovered. In addition, the Fbi found that the data on the missing computer had not been improperly accessed.
The Outcome:
New York's information security Breach and proclamation Law, effective in December 2005, requires businesses that avow computerized data which includes secret information to wise up the owner of the information of any breach of the security of the ideas immediately following discovery, if the secret information 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 permissible notifications will be made in the event of any future breach. The firm also agreed to implement more extensive practices relating to the security of secret information. Cs Stars will pay the Attorney General’s office ,000 for costs linked 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 master at firm headquarters in Armonk, N.Y. The firm saves .2 million per year on printing and mailing costs alone, Donnelly says, and the employees’ can take benefit of a range of technologies to learn about issues, study program information and entrance decision retain tools from their desktop computers. (Heuring, 2002)
The Response:
One of those tools, a personal curative cost estimator, enables employees to theorize inherent out-of-pocket condition care expenses under each of the plan options available to them, Donnelly says. Employees log in personally and are greeted by name and with prominent information with regard to their benefits enrollment, such as the deadlines and when changes take effect. They automatically get entrance to condition plans that are available to them, and the calculator lets them correlate estimated benefit amounts for each plan.
"Employees can settle on the condition care services they expect to use in a particular year, assessment thinkable, frequency of use, and theorize inherent costs under each plan option," Donnelly says. "The feedback that we've received from employees tells us that this tool has unquestionably helped them to make a comparison between plans based on how they consume curative 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 Straight through the firm intranet. So the firm has been working to put in place a web-based enrollment ideas that employees and retirees can entrance from anywhere.
Employees can get overview information on the plans, drill down into very specific details and result 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 information ideas (“Tips,” 2006). These tools enabled Ceo Judith Hahn to handling payroll procedures efficiently and effectively.
The Response:
Worksource has eight workforce centers, with Approximately 108 employees, placed throughout a six-county region. Previously, payroll, benefits, and human resources for those employees were processed and managed by a professional manager Organization. The firm also has 52 menagerial staff in its headquarters office. When the ageement with the Peo terminated on June 30, 2006, those 108 employees were immediately moved to the payroll of Worksource, which meant Hahn’s workload more than doubled effective July 2006 (“Tips,” 2006).
Hahn, in an interview with Pmr, said she relied on Lean to help get a cope on what needed to turn for her to carry on the increased workload. Two years earlier, Hahn’s Ceo had introduced her to Lean, a Japanese management opinion of eliminating wasteful steps and request for retrial when completing processes. “I began to read as much as inherent about Lean and joined an Hr Lean focus group” (“Tips,” 2006).
The Outcome:
Mastering the concepts of Lean led Hahn to originate and apply her own acronym of “Reason” to her department’s payroll and Hr processes. describe the process: map payroll tasks from start to finish. Eliminate waste: conclude 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 speculation of each innovation. Open the lines of communication: describe openly—and often—with all stakeholders, along with employees and top management. Never allow negativity: make turn uncomplicated and fun. Give employees abundance of encouragement and time to learn (“Tips,” 2006). Judith Hahn was able to implement the right human resource functions using information systems.
Toshiba America curative Systems Inc.
The Situation:
Lynda Morvik, director of benefits and human resources information systems at Tustin, California-based Toshiba America curative Systems Inc. (Tams), opinion it would make sense to add a benefits transportation component to it. By having all the benefit information online, the Tams employee handbook would also be a living document, enabling Morvik to make changes when necessary. Such was the case halfway Straight 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 firm of Toshiba Corporation and a global prominent provider of diagnostic curative imaging systems and extensive curative solutions, such as Ct, X-ray, ultrasound, nuclear medicine, Mri, and information systems, had been using a payroll service bureau and an in-house explication for Hr that didn't contain easy-to-use consolidated reporting or an employee portal. After evaluating UltiPro alongside several firm resource vendors, Tams premium greatest Software's contribution and went live in September 2002 after an on-time and on-budget implementation. Approximately 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 endeavor to progress 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, firm guarnatee magazine also gave Tams the Electronic benefit transportation (Ebc) award for superior achievement in communicating employee benefits programs over the Web. To continue elevating its use of greatest Software's Hrms/payroll solution, Tams modified the UltiPro portal to meet the imaging company's unique needs (Wojcik, 2004). It was thoroughly integrated with several possession applications created to address payment and execution management issues so that Tams employees have a central location for extensive workforce and payroll information from a Web browser that they can entrance with a particular 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: firm Settles Data Breach Charges. Retrieved June 3, 2007 from [http://www.shrm.org/law/states/Cms_021505.asp#P-8_0]
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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 measure the execution of your Hr information system. collective 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 benefit process with employee self-service applications: A case study. payment & 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.
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