Transforming an organizations culture through HR automation

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Transforming an organizations culture through HR automation

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Apply Online (Talent Management System) April 2002 ... 50,306 visits to the Aurora Employee Discounts and Convenience Benefits web site ... – PowerPoint PPT presentation

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Title: Transforming an organizations culture through HR automation


1
Transforming 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

2
Objectives
  • Understand how Aurora automated HR
  • Identify lessons learned
  • Share benefits gained and cost savings achieved

3
Aurora Health Care At a Glance
4
Auroras 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.

5
HR at Aurora
  • Key strategic business partner
  • Accelerates key processes to support a knowledge
    based workforce
  • Drives Service eCulture
  • Decreases cost/improves financial
    performance

6
HR Systems 2000
Pension Software
Cobra Software
Applicant Tracking
Time and Attendance
HRIS
Aurora Application
Compensation Pricing
Vendor Application
7
Stages 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

8
In 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

9
Turning point (June 2002 Feb 2004)Self-Service
(Employee Connection)
10
Turning 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

11
Turning point Employee Connection
12
Recent days (March 2004 - present)Leadership
Dashboard
13
Recent DaysJune 2004 - Present
14
Recent DaysJune 2004 - Present
15
Recent 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

16
HR 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
17
What 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

18
What 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

19
What 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

20
Lessons 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

21
Lessons 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

22
The 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)
24
Working 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

25
Working 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

26
Key metrics
Time to Fill (in days)
27
Key metrics
Over 1.1 million saved over two years
28
Estimated 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

29
Cumulative cost savings
  • 4.4M over 4 years

30
Summary
  • 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