Title: Transforming an organizations culture through HR automation
1Transforming an organizations culture through HR
automation
- Presented by
- Mark Bose, Manager, Employment Information
Systems - Shannon Grall, Director, HR Systems
- Jim Katz, Director, Organizational Development
- June 22, 2006
2Objectives
- Understand how Aurora automated HR
- Identify lessons learned
- Share benefits gained and cost savings achieved
3Aurora Health Care At a Glance
4Auroras Service eCulture
- A dynamic environment where all stakeholders
easily use electronic tools as the primary
resource for - communication
- information
- knowledge
- All stakeholders possess the ability and desire
to use electronic tools to find better ways to
provide health care.
5HR at Aurora
- Key strategic business partner
- Accelerates key processes to support a knowledge
based workforce - Drives Service eCulture
- Decreases cost/improves financial
performance
6HR Systems 2000
Pension Software
Cobra Software
Applicant Tracking
Time and Attendance
HRIS
Aurora Application
Compensation Pricing
Vendor Application
7Stages of our journey 2001 - present
- In the beginning (February 2001- May 2002)
- Automated select HR processes
- Implemented early self-service applications
- Turning point (June 2002- February 2004)
- Engaged the services of a consultant to
- Analyze current HR systems
- Develop Employee Connection
- Recent days (March 2004-present)
- Rapid adoption of HR technology
- Arrival of new and enhanced systems
8In the beginning (February 2001 May 2002)
- Automated HR Processes
- Online merit recommendation (eMerit) February
2001 - Online annual enrollment - November 2001
- Apply Online (Talent Management System) April
2002 - Aurora Pulse (Employee Survey) online Fall 2002
- HR Intranet July 2001
9Turning point (June 2002 Feb 2004)Self-Service
(Employee Connection)
10Turning point processes changed through the
Employee Connection
- Employees able to view/change
- Personal information - Name, address, marital
status, work and home phone numbers - Emergency contacts
- Benefit elections, beneficiaries and dependents
- Federal and state withholdings
- Employees able to apply for transfers/promotions
through the Employee Connection - Access for managers to view individual employees
personal and job information online
11Turning point Employee Connection
12Recent days (March 2004 - present)Leadership
Dashboard
13Recent DaysJune 2004 - Present
14Recent DaysJune 2004 - Present
15Recent days Additional processes move online
- Annual Enrollment - 100 for past 2 years
- Termination process
- Employee Handbooks and acknowledgement
- View hours worked, pay statements and W-2s
- Submit mileage and travel reimbursement
- Employee reports for managers
16HR Systems - 2006
Cobra Software
Pension Software
Employee Health
Database
Time and
Attendance
Employee Survey
eMerit
HRIS
Educational
Assistance
Compensation
Pricing
HR
iConnect/
Staging
Employee
Connection
Phone Directory
Learning
Aurora Application
Human Resources
Connection
eHR
Apply Online
Vendor Application
17What has changed for employees/supervisors?
- 24/7 access anywhere
- Service eCulture is how we do business
- Computer skills, comfort level and desire to use
electronic technology - Email has become a primary communication method
- Single source of truth for employees, supervisors
and HR
18What has changed for HR?
- Automation of one-time events and ongoing
processes - Better and not just automated processes
- Collaboration of HR staff in sharing information
- Best practices, defined expectations and
standardization of processes
19What has changed for HR?
- More time consulting on complex personal and work
related issues - Better service with the same number of staff
- Engagement of HR staff in fully utilizing the
technology
20Lessons learned
- Entire organization needs to be committed
Management, HR, IS, Communications - Engage operations in the process from the start
- Communicate the why and the benefits early on
- Develop a comprehensive communication and
training plan Not a one-time event - Develop best practices early on
- Do something for employees benefit to draw in
21Lessons learned
- Domain expert critical to success
- Expect people to attempt to undermine the project
- Stay close to the detail
- Self-development can be just as, or more, costly
and time consuming as installing vendor
applications - Do not continue to enable paper processes
- Demonstrate the value added
22The knowledge worker
- In 2005
- 94 of Aurora employees completed online HIPAA
privacy/security course training - 84 of employees completed online corporate
compliance awareness training - 77 of employees participated in the employee
survey - 2.5 million messages sent through the Aurora bulk
email system - 54,962 visits to the Aurora Employee Classifieds
web site - 50,306 visits to the Aurora Employee Discounts
and Convenience Benefits web site
23(No Transcript)
24Working more efficiently
- In 2005
- 13,375 W-4s completed online
- 5,762 address changes online
- Online registration and courses
- 325,000 visits
- 8 unique visits per person
- Over 130 self-paced courses available
25Working more efficiently
- In 2005
- 110,000 resumes received online
- 13.1 increase in hires
- 10.5 increase in productivity for our largest
recruiting team - Employment staff remained constant
26Key metrics
Time to Fill (in days)
27Key metrics
Over 1.1 million saved over two years
28Estimated cost savings/avoidance through
automation
- Employee Self-Service
- 115,000/yr in transaction processing time
- Online annual enrollment
- 80,000/yr in administrative expenses
- Learning Connection
- 70,000/yr of employee time to complete safety
review online - Online pay statements
- 210,000/yr in postage
29Cumulative cost savings
30Summary
- As you embark on your own
- journey, remember to . . .
- Define your vision and strategy
- Connect to strategic goals
- Use workshops and pilot groups
- Develop communication and change management plans
- Identify the ROI
- Stay with your convictions
31- Insanity
- Doing the same thing over and over again and
expecting different results.
- Albert Einstein