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Transcript of Smooth Java HRIS Recommendations May 1, 2008 Matthew Cotugno Bridgett Larkin Sheri Schlicher Justin...
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Smooth Java HRIS Recommendations
May 1, 2008
Matthew Cotugno
Bridgett LarkinSheri SchlicherJustin Vollmer
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Agenda• Introduction
▫ Smooth Java Goals▫ ASP Model
• Functional Area Analysis Definition Smooth Java Requirements Examined Vendors
• Detailed Analysis of Selected Vendor
• Implementation Timeline
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Smooth Java’s Overall Goals
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Automate HR Functions
Information Accessibility
Improve HR Services
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The ASP Model• Lower cost model
▫ Single application
Costs diluted across user network
Blanket upgrades
▫ Up-front cost awareness
• Small-scale Integration ▫ Standardized
Need for expertise eliminated on client side
Easier to integrate w/ Great Plains software
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• Strategic focus for HR
▫ Removes need to increase IT personnel
• Current & Future Viability
▫ Improved reliability and security
▫ Shorter software cycles
▫ Handles growths
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Bridgett Larkin
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Recruitment & Selection• Recruitment
▫Searching for qualified candidates and generating their interest in applying for a position
• Selection▫The process by which candidates are selected
for a particular position. The screening, interview, and on boarding process
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Smooth Java’s Goals
• Creation of a qualified applicant pool
• Establishment of a solid recruitment plan for managers
• Ensure proper compliance with laws and regulations
• Procedure for screening and hiring the most qualified applicants from the pool
• Proper procedure for both servers and cashiers
• Ensure compliance and proper evaluation of all candidates
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Recruitment Plan for Managers• Business Requirements
▫ Integrated process with recruitment and selection
▫Efficient and Streamline recruitment processes Establish a Lean System
▫Ability to cope with High Turnover
▫Obtain expert knowledge on millennial generation
▫Maintain compliance with all HR regulations/rules procedures Discrimination, Employment Laws
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Essential System Requirements
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Desired System Requirements
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Vendor Analysis• Stepstone Solutions
▫Provides talent management solutions▫Over 1200 customers worldwide▫No capability to support other functional areas,
difficult for integration
• Authoria▫Founded in 1997 as an employee benefits plan
provider▫Ease of use and complete talent management
functionality
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Vendor Analysis• Bond StarSearcher
▫Developed by Bond International Software.▫Specifically for recruitment and selection in
mid-size companies▫Satisfies all essential and most desirable
system requirements▫Limited scope
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Sheri Schlicher
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Training & Performance Management• Training:
▫ A process dealing primarily with transferring or obtaining knowledge, attitudes and skills needed to carry out a specific activity or task.
• Performance Management:▫ The process of maintaining or
improving employee job performance through the use of performance assessment tools, coaching and counseling as well as providing continuous feedback.
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Smooth Java’s Goals
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• Ensure quality and consistency in product delivery
• Knowledgeable workforce that can provide superior customer service
• Development of consistent training program
• Creation of metrics to determine success of training initiative
• Develop a program that encourages promotion from within, with an emphasis on rewarding team performance
• Creation of a process that utilizes MSS, placing minimal administrative burden on the HR department
• Development of a process that supports Smooth Java’s strategic business goals
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Training Challenges• High Turnover
• Scattered Workforce
• Identification of key performance measures
• Development of metrics to measure the success of training programs
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Performance Management Challenges• Quantifying the
attributes that lead to top performance
• Measuring team performance
• Creation of a fair, consistent process for all employees
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Key Success Factors• Development and documentation of
programs.
• Ability to train employees across geographic locations
• Consistency in training
• Development of systems and processes that can grow with Smooth Java
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Essential Requirements
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Desired Requirements
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Vendor Analysis – Training• Allena Beta
▫ Organize, manage, maintain and track your staff's training requirements. Automatically schedule recurring training for employees.
• Halogen ▫ Make your full training catalog easily accessible to managers
and employees. Measure effectiveness by tracking employee performance improvements over time.
• People Trak ▫ At the trainee level, course history, skills acquired, and costs
accumulated are tracked. Maintain an extensive catalog of courses and track instructors, facilities, equipment, and costs.
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Vendor Analysis – Performance Management• Appraisal Smart
▫ Web-based, enterprise-wide. Includes 360 Degree Feedback, online Job Descriptions and additional Ad-hoc Appraisal capability.
• CRG emPerform ▫ Web-based, employee performance solution developed to
meet the ongoing employee appraisal needs of the evolving organization.
• HRN Management Group ▫ Include pre-loaded goals and weighted performance
factors, e-mail alerts, language check, multi-appraiser option, approval routing, comment coaching.
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Matthew Cotugno
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Compensation and Benefits
• Compensation▫The process of directly or indirectly rewarding
employees on a current or deferred basis for their performance of assigned tasks
• Benefits▫Indirect and non-cash compensation paid to an
employee Either mandated by law or varies by firm
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Smooth Java’s Goals
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• Collect survey information and develop compensation policy for the following job titles:
▫ Managers▫ Store Managers▫ Assistant Store Managers
• Develop a system for evaluation of jobs
• Establish internal equity among jobs
• Expand current benefit offerings to become more competitive with other employers
• Determine appropriate benefits and proper administration
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Essential Requirements
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Desired Requirements
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Key Success Factors
• Technology based solution that integrates with other functions
• Solution that eliminates transactional tasks▫ GOAL: Provide high-level service to employees
• Use benchmark data from similar organizations
• Implement a comprehensive system
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Vendor Analysis
• Wide array of choices▫Many 3rd party vendors offer competitive systems
• Lack of integration▫Most 3rd party vendors do not offer both systems▫RESULT: Compromise in favor of integration
• Data driven▫Systems offer a way to drill-down and simplify the
challenges that arise with compensation and benefit planning & administration
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Vendor Analysis - Compensation
• HCR▫CompXL system translates traditional Excel
data▫Merit increases, incentives, spot bonuses, etc.▫Minimal resources needed
• Berkshire Associates▫BalancePAY system runs salary equity analyses▫Develops flexible, market based pay structure▫Develop pay grades and how to structure
system
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Vendor Analysis – Benefits
• BRMS▫Vbas system manages employee benefit data
online▫Online communication, automated enrollment,
employee self service▫Verifies employee statuses
• Avant Serve▫Benefits Concepts is web based tool that
manages benefits▫Ensure compliance with HIPPA, COBRA, Retiree
billing
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Justin Vollmer
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Carpe Diem – The Need for Integration
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Vendor Analysis - Integrated
• SuccessFactors▫ Business intelligence capabilities. Focus on performance
management and training. Lacks full benefits administration, but is compatible with most other modules. Customer support is a major strength.
• CheckPoint HR▫ More a BPO than a traditional ASP, focuses on its partnerships for
process and content. Not a full service system. Select from four tier option table. Strengths are payroll and benefits administration.
• Ultimate Software▫ Effective customization toolkit and specializes in third-party
integration. Focused on developing both server management and DBA support.
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Recommended Vendor: Employease, INC.• Acquired by ADP in 2006, founded in 1996
• Significant financial momentum▫ 35 Consecutive Quarters of Revenue Growth▫ 50% revenue growth year over year▫ Profitable since 2003
• Over 1,500 customers
• Partnerships with ADP, Google, and numerous legal compliance sites
• Competitive
• Winner of 2006 Codie Award for Best HR solution
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The ADP Employease HR Solution• A thin client application without software
requirements for workstations
• A full-featured, web-based Human Resources and Benefits Administration system
• Includes Employee and Manager Self-Service with workflow
• Provides powerful and intuitive reporting tools
•Integrates with ADP’s payroll applications
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Key Features
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Benefits & Compensation
Performance Management
& Training
Recruitment & Selection
Other
Life events Scheduling Wizard
Resume & Applicant Tracking
Internal Communications
Invoice/Bill reconciliation
Self-Service Training
Internal/External Job
Postings
Personal Data Updates and Notifications
Carrier Connections
Performance Review
Guidance
Candidate Search
Current & Historic Ad Hoc
Reporting
Compensation Analysis
On-boarding “Single-Click”Hiring
Security
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Potential Benefits for Smooth Java• Has helped reduce HR necessity
for new store rollouts by 50%
▫ Streamlines launch cycle
• Hire new personnel rather than HR staff
• Has helped support rapid growth
▫ One client: 100 to 1200 employees in 5 years
• Reduce benefits administration by 50-60%
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• Reduce turnover costs
▫ Average turnover cost is three months wages
• Reduction in time for new hire process
▫ From 7-8 days to 20 minutes
• Elimination of over 80,000 pieces of paper
• Benefit enrollment efficiency
▫ 70% enrollment within a week
• Consolidation of benefit plans
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Potential Benefits for Smooth Java
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Meeting Smooth Java’s Goals
Creation of internal and external job postings
Pre-qualifications measures
Creation of rules to comply with internal and legal policy
Automated requirement filtering for applications
Candidate “mining”
Application status review
Creation of rules to comply with internal and legal policy
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Meeting Smooth Java’s Goals
On-line training
Access forms and links
Event log and notification to managers
Ad-hoc reporting
Scheduling Wizard – Review planning
Performance Review Wizard – Guides process for reviews
Edit Wizard – Flexible tracking for accountability and compliance
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Meeting Smooth Java’s Goals
Centralized database
Plan Design Wizard
Enrollment Profiler
Benefit and confirmation statements
Creation of rules to govern compliance
Full benefit resource tool
Intuitive question/response feature
Compensation analysis
Employee and Manager Self-Service
On-demand data management
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Smooth Java Self-Service
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Technical Requirements• Entirely web-based
▫ Internet Explorer 7
• ADP Employease Extend Core Services
▫ Open architecture web service to assist clients in data management
Application Programming Interfaces Single-Sign On (SSO) Trust Host Authentication (THA)
XML-based data exchange Simple Object Access Protocol
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Cost Requirements• One time implementation cost
▫ Between $7,000-10,000 (based on 500-person organization
• Average cost▫$ 6 - 10 per person/monthly
• Estimated cost for Smooth Java▫ $10,000 + $30,000 ($120 per person per year) =
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$40,000 Start Up Cost$30,000 Annual Cost
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Potential Challenges for Smooth Java• Controllership
▫ Design and customization▫ Lose proprietary opportunities
• Security▫ Data▫ Impact from media▫ Productivity and exposure
• Service and function reliability▫ At the mercy of market and provider
Aggressive pricing▫ Size matters
• Over-importance of cost
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Implementation Plan
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• Average implementation time: 60 – 90 days
Phase 1 Phase 2 Phase 3
Meet with Vendor
Training User Group
Training Management
Goals and Timeline
Test User Group
Customization
Notify Employees
Security Training Employees
Data Requirements
File Feed Set Up
ASP Roll Out
System Set Up File Testing Custom Training
Communication
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