Optimize the Employee Lifecycle
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The document outlines the importance of optimizing the employee lifecycle within organizations by integrating technology to streamline processes from recruitment to payroll and performance management. It emphasizes the need for organizations to reduce manual data entry, enhance efficiency, and improve employee experiences through automation and self-service solutions. Additionally, it offers insights into the challenges faced by HR and recruiting professionals while highlighting the benefits of a strategic review of current HR and payroll technology systems.
Optimize the Employee Lifecycle
- 1. Table of ContentsEnter / Exit Full Screen 888-421-2004 | delphiaconsulting.com
- 2. Table of ContentsEnter / Exit Full Screen 888-421-2004 | delphiaconsulting.com DiscoverYour Options to a Happier, More ProductiveWorkforce Think of the phrase employee lifecycle like the life of a human being. At each stage, the employee is developing within the organization, from being recruited to transitioning to retirement or a new opportunity. Each step of the way, people, processes and technology help shape the interaction the employee has with the organization. It’s our mission to help your organization evaluate that employee journey, particularly from the perspective of how tech- nology is shaping that experience for you, your employees and your organiztion. Ultimately, we want your people to spend more time on improving people, systems and processes, and less time on administrative tasks that add little value to optimizing the employee lifecycle.
- 3. Internal Job Posting External Job Posting Recruit Management Background Screening Application Management Recruit New Hire Active InTransition The Employee LifecycleTechnology Framework Recruiting IT Set-up Time and Attendance Payroll andThird Party Manager Review Onboarding Forms I-9Verification FormW-4 Benefits Enrollment Onboarding & Orientation Daily Functions Payroll &Taxes Time & Attendance Performance Management Workforce PlanningManager Reporting Approvals Organizational Charting Employee Self-service Status Changes Goal Setting Benefit Carrier Set-up Open Enrollment PayCard Set-up Check Printing Tax Filing General Ledger EFTs and Direct Deposits Garnishments Retirement Accounts Bonuses and Commissions Online Paystubs Journal Entry Time Entry Systems Time and Labor Import Payroll Integrations EmployeeTraining Performance Reviews Performance Reporting Succession Planning Employee Analytics Career Planning HR Strategy Redeployment Scheduling Table of ContentsEnter / Exit Full Screen 888-421-2004 | delphiaconsulting.com
- 4. Organizations today are running so many disparate applications that critical data connections are not being made.They should look at ways to integrate, syncronize and automate their data to streamline their systems and processes. MANUAL Spreadsheets & Docs Data Entry Paper-based AUTOMATED INTEGRATED Data Processing Two-way Data Exchange Web Self-service Application Integration Data Syncronization Automate & Sync within Lifecycle Move forward in the optimization path to reduce manual data entry, sync data among HR and payroll applications, increase process, workflow and overall system efficiencies. Workflow Increased Efficiency and Optimization Integrate Externally ERP Point-of-Sale CRM Website Job Boards Recruit Management External Job Boards Background Screening I-9Verification Application Management Recruit New Hire Active InTransition Recruiting IT Set-up Time and attendance Payroll and 3rd Party Manager Review Onboarding Forms Benefits Enrollment Onboarding & Orientation Daily Functions Payroll &Taxes Time & Attendance Performance Management Workforce PlanningManager Reporting Approvals Alerts and Notifications Org Charting Employee Self-Service Goal-Setting Status Changes Benefit Carrier Set-up Open Enrollment PayCard Set-up Check Printing Tax Filing General Ledger EFT’s and Direct Deposits Garnishments Retirement Accounts Bonuses and Commissions Online Paystubs Journal Entry Time Entry Systems Time and Labor Import Payroll Integrations EmployeeTraining Performance Reviews Performance Reporting Succession Planning Employee Analytics Career Planning HR Strategy Redeployment MULTIPLE POINTS OF DATA ENTRY SINGLE POINT OF DATA ENTRY EvolvingYour Technology Table of ContentsEnter / Exit Full Screen 888-421-2004 | delphiaconsulting.com
- 5. HRorRecruiter Recruiting Given the tough economy and today’s high unemployment rates, recruiters today face different challenges than in years passed. Rather than struggling to find candidates, many staffing firms, professional recruiters and internal HR staff instead have applicant overload—too many applicants to review. By using systematic processes, a little experience and top-end recruiting software solu- tions today’s staffing professionals can save time and make more placements. Actions & Activities • Complete request-to-hire form • Create job descriptions • Post to job boards • Find and screen resumes • Schedule phone screens / interviews • Conduct background screening • Review job boards • Update information on candidate portal • Fill out applications online ProspectiveEmployee • Finding talent • Handling applicant volume • Time and costs of screening canidates • Need for data and reporting around activities • Compliance with regulations like OFCCP and EEO • Lack of automation around applicant communications and posting to job boards • Lack of access by hiring managers to candidate profile and information • Inefficiences with approval and workflow of requests • Lack of specifics on job requirements • No view of current openings on company website • Fill out request-to-hire form online and have it routed to approver by email • Create web-based workflow and approvals for requisitions • Post open positions directly to company website • Sync data from job board to HRMS • Perform reporting on candidates • Import new applicant information from recruiting software into web-based new hire form • Provide candidate ability to search available jobs and complete application directly on company website Problems & Pressures Optimization Opportunity Recruiting Software Cyber RecruiterVideo Cyber Recruiter Brochure Recruiting Integrations New Hire Form Integration Canidate Screening Background Check Service Additional Resources Table of ContentsEnter / Exit Full Screen 888-421-2004 | delphiaconsulting.com
- 6. HRorManager Onboarding & Orientation First impressions last. Future-looking companies recognize that the first impression a new hire makes of their work environment is critical to improving retention rates and improving company brand. Onboarding is no longer the orientation of the past. Although 90% of companies believe that their employees make their decision to stay with the company within the first six months, many don’t realize how onboarding impacts retention rates and time to productivity. Instead, they rely on paper-based solutions that create added costs and often lead to bad impressions. Actions & Activities • Notifications or alerts to IT • Set up active directory, time and attendance, payroll, benefits and any other third party vendors • Facilitate completion of onboarding forms • Perform 90 day review • Complete onboarding forms likeW-4, I-9 • Read and acknowledge company handbook NewHire • Time delay in notifying IT • Administrative burden of set-up for all software applications • Delivering and completing all onboarding forms in a timely manner • Lack of access by hiring managers to candidate profile • Paperwork burden • Completing paperwork correctly • Process is slow • Alerts and workflow technology allow IT to be notified immediately • Sync active directory with HRMS to automate creation of employee email address, etc. • Automate the I-9 process to be paperless and connect to eVerify • Web-based forms displayed in employee self-service widget make identifying and completing onboarding forms simple and accurate • Employee self-service technology allows errors to be corrected quickly and easily without HR involvement Problems & Pressures Optimization Opportunity Onboarding Forms My Actions ESSWidget Sage HRMS HR Actions® HR Actions DemoVideos Paperless I-9 Feature Sheet PaperlessW-4 Feature Sheet Additional Resources Table of ContentsEnter / Exit Full Screen 888-421-2004 | delphiaconsulting.com
- 7. HRorManager Daily Functions Efficient and effective human resource management is a challenge for all HR professionals. Staffing, training and helping to manage people so that the organization is likely to increase its performance level is imperative to work in a productive manner. Normally, human resource functions track data points on each employee.These might include experiences, capabilities, skills, data, personal histories and payroll records. In the most general sense businesses carry out different activities dealing with managing their approaches to employee benefits and compensation, as well as employee records and personnel policies. Actions & Activities • Publish organizational charts • Create and deliver reports • Perform necessary compliance actions • Review employee analytics • Set up alerts and notifications • Route, approve and save employee forms and requests • Check payroll balances • Update personal information • Make leave requests such as FMLA • Manage life events like getting married • View organizational charts Employee • Organizational charts are not created due to time required and complexity to prepare and update • Lack of instant access to organizational charts • Paper-based personnel files are costly to maintain and search • Slow and inefficient processes around collection, management and approval of paper-based change requests and forms • Maintaining compliance with employment law • Increasing visibility around status changes • Managers don’t have access to HR information • Simple, fast and easy way to make change requests on personal information in HR system • Transparency of organizational hierarchy • Automatically publish organizational charts to employee self-service using data exported from HRMS • Use web-based, self-service forms to collect employee data into HRMS and maintain audit trail • Automate electronic reminders and alerts to managers and administrators on a pre-determined schedule or based on specific business rules • Automate the production and distribution of recurring reports to become more data-driven • Provide employees with self-service capabilities to view and update personal data • Automate alerts to employees • Employee self-service technology allows errors to be corrected quickily and easily without HR involvement Problems & Pressures Optimization Opportunity Org Charting Sage HRMS OrgPlus PaperlessWorkflow Sage HRMS HR Actions® Employee Self-Service Additional Resources Table of ContentsEnter / Exit Full Screen 888-421-2004 | delphiaconsulting.com
- 8. PayrollManager,CFO,HR Payroll &Taxes Adding more manual workflows to the process due to payroll errors impacts HR’s productivity and its strategic impact on the business. Moreover, payroll errors also impact employee productivity and satisfaction as they work to address them with HR and payroll staff. As technology improves for organizations looking to bring payroll in-house, while still eliminating the risk of tax filing issues, the options in the payroll processing spectrum from total in-house to complete outsourcing remain open. It can often benefit organizations to examine these options fully to realize the best in both cost savings and efficieny, depending on their business needs. Actions & Activities • Set up EFTs and direct deposits • Remit child support • Set up retirement accounts • Pay bonuses and commissions • Make journal entries • Set up benefits carriers • Create paycards • Print checks • File taxes • Set up general ledger • View check paystubs • AccessW-2 • Make status change requests Employee • Compliance with all state and federal regulations • Controlling costs of payroll management • Maintaining efficiencies through automation and reducing errors around processing payroll • Handling complex payroll situations like garnishments, unions, other allocations, etc. • Reducing manual processes • Lack of integration with other applications like accounting system software • Lack of quick and easy way to see payroll information • Deliver cost savings with direct deposits and pay cards • Reduce long-term costs of certain payroll situations by going in-house • Reduce risk of tax filing with in-house payroll by interfacing with outsourced tax filing service • Eliminate redundant data entry by integrating HRMS with your payroll system • Automate the prioritization and calculation of garnishments to stay compliant with state and federal garnishment laws and increase efficiency • Allow employees to view pay stubs and histroy in self-service to improve employee experience • Provide web-based forms in self-service for making changes like direct deposit information • Use tools and integration technology to reduce payroll errors that create hassles for employees Problems & Pressures Optimization Opportunity Payroll Integration Third Party Payroll Integrations Payroll Data Conversions Abra Suite to Sage HRMS SQL Paycards Benefits of Paycards Outsourced Payroll Compupay EmpowerTax™ Services OutsourceTax Filing EmpowerTax™ Interface Additional Resources Table of ContentsEnter / Exit Full Screen 888-421-2004 | delphiaconsulting.com
- 9. PayrollManager,CFO,HR Time & Attendance Strategies pursued by top performing organizations use time and attendance data to make better deployment decisions and improve efficiency by standardization of time management processes through automation. Additionally, they are better able to leverage this data and cater these tools to employees and managers who need access to this data via self-service, mobile devices, etc. Actions & Activities • Enter or import time entry data • Review, edit and approve time • Approve leave requests, overtime, etc. • Ensure special rules are enforced, like union contracts • Deal with punching in or out problems • Create daily or weekly time reports • Enter time • Request time off • Manage life events like getting married Employee • Current systems don’t interface with payroll or HR resulting in manual data entry • Inefficiences and errors around time approval through manual processes • Lack of support for shift differentials • Ensuring overtime or exception time is calculated properly • Desire by staff to support time entry through web browser • Dealing with old, outdated systems with no upgrades • Time entry technology is outdated, clunky and doesn’t work well • Dealing with errors when time isn’t calculated properly • Use a time collection device that is more suitable to a modern time collection method • Provide managers with a web-based way to approve time and create reports • Eliminate the clerical aspect of collecting time by automating time and attendance processes costs • Allow employees to view their own information, such as timecard and total hours online • Provide a more employee-friendly time entry system that is web-based and easier to use Problems & Pressures Optimization Opportunity Time Systems SageTime and Attendance Time Simplicity TheTop Seven Benefits ROI Opportunities Time ClockTechnology Data Collection Options Time Integrations Time and Labor Import Additional Resources Table of ContentsEnter / Exit Full Screen 888-421-2004 | delphiaconsulting.com
- 10. PayrollManager,CFO,HR Performance Management Automation and technology help best performing organizations achieve greater visibility into individual and collective employee performance. Depending on the features of the application, it can also enable better goal alignment, highlight performance deficiencies needing correction, uncover rating inconsistencies in performance evaluations, and provide decision support for promotions and terminations. Furthermore, organizations using online training platforms are rapidly realizing increases in employee morale, skills and knowledge. Actions & Activities • Perform annual or regular performance reviews • Set up trianing for employee • Review performance • Attend training courses or learn new skills • View organizational charts Employee • Administrative burden of paper-based and/or manual performance review process • Software applications not integrated • Managers lack ability to approve training requests, enroll employees, view training history, etc. • Managers have no ready access to employee training records, or they are maintained outside the central HRMS as a matter of personal convenience • Current processes to track training and development are cumbersome, time consuming and inefficiently summaraize, approve and collect time • Lack ability to view training courses, history, and tests online • Electronically route performance-based forms for approval and signature • Tie performance ratings to compensation increases or merit increases through integration with HRMS and payroll • Consider conducting web-based 360o reviews • Provide a web-based training library with learning management system to develop skills • Allow employees to complete and submit self-appraisal online • Improve skills and knowledge with access to large library of on-demand video and interactive training on nearly any topic Problems & Pressures Optimization Opportunity Web-BasedTraining OnlineTraining Program CyberTrain Feature Sheet How to Blend E-Learning Talent Management Sage HRMSTalent Management Additional Resources Table of ContentsEnter / Exit Full Screen 888-421-2004 | delphiaconsulting.com
- 11. PayrollManager,CFO,HR Workforce Planning According to an Aberdeen study in 2012, one of the leading strategies for top performaing organizations was a greater alignment between the business and its talent. Building on this foundation, this research found that organizations achieving the highest levels of employee engagement, bench strength and hiring manager satisfaction, got there by aligning their talent strategy with business objectives. Actions & Activities • Succession planning • Improving employee morale • Redeployment of talent • Employee career development and planning • Career planning • Job transitioning or succession planning Employee • Increasing retention and employee engagement • Helping employees balance career goals with organizational needs • Balancing career aspirations and goals of the business • Deliver views of personalized employee analytics and HRMS data through employee self-service • Improve organization’s ability to analyze the gap between current workforce competency and future workforce requirements • Provide the business with better insight into workforce talent data • Use modeling tools for organization definition and job structure • Use succession management tools • Invest in employee skills with learning and talent management platforms Problems & Pressures Optimization Opportunity Employee Analytics Workforce Planning for New RealitiesWhite Paper Org Planning Sage HRMS OrgPlus Strategic HR What the CEO Needs from HR Additional Resources Table of ContentsEnter / Exit Full Screen 888-421-2004 | delphiaconsulting.com
- 12. Ask for a Check-up In today’s economy doing more with less is a business imperative. A strategic review can help you capitalize on your HR and payroll technology investments, and help you gain insight into ways you can evolve your technologies that makes sense for your organization. Delphia Consulting uses a holistic approach to review the entire employee life cycle and the surrounding processes and software that support your workforce. What do we do? Our structured interviews use a comprehensive questionnaire for each functional area represented by the HRMS footprint to capture the ideas and issues that are top of mind. Who’s involved? We interview a number of people within your organization including people in HR, payroll, IT, line managers and leadership representing finance and operations. How long does it take? We spend 15 to 30 minutes with each participant, and typically, it takes a week to compile our findings. Is there a cost? No, you receive valuable recommendations at no cost. What do we get? Your consultant or solutions architect will write up the results and prepare a comprehensive written report for you. For each functional area we will present what’s working well, processes that could be improved and specfic recommendations and ROI calculations. It is up to you and your organization whether or not you want to adopt them. For a strategic review of your current technology systems and processes in HR and payroll, give us a call at 888-421-2004. Table of ContentsEnter / Exit Full Screen 888-421-2004 | delphiaconsulting.com