Optimize the Employee Lifecycle


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We've developed an ebook to help you think about ways to optimize processes, systems and technology—from hire to retire.

Explore opportunities for integration, ways to eliminate multiple points of data entry, software automation, and more.

Published in: Business, Technology

Optimize the Employee Lifecycle

  1. 1. Table of ContentsEnter / Exit Full Screen888-421-2004 | delphiaconsulting.com
  2. 2. Table of ContentsEnter / Exit Full Screen888-421-2004 | delphiaconsulting.comDiscoverYour Options to a Happier,More ProductiveWorkforceThink of the phrase employee lifecycle like the life of a human being. At each stage, theemployee is developing within the organization, from being recruited to transitioning toretirement or a new opportunity. Each step of the way, people, processes and technology helpshape the interaction the employee has with the organization. It’s our mission to help yourorganization evaluate that employee journey, particularly from the perspective of how tech-nology is shaping that experience for you, your employees and your organiztion. Ultimately, wewant your people to spend more time on improving people, systems and processes, and lesstime on administrative tasks that add little value to optimizing the employee lifecycle.
  3. 3. Internal Job PostingExternal Job PostingRecruit ManagementBackground ScreeningApplication ManagementRecruit New Hire Active InTransitionThe Employee LifecycleTechnology FrameworkRecruitingIT Set-upTime and AttendancePayroll andThird PartyManager ReviewOnboarding FormsI-9VerificationFormW-4Benefits EnrollmentOnboarding& OrientationDaily FunctionsPayroll &TaxesTime & AttendancePerformance ManagementWorkforcePlanningManager ReportingApprovalsOrganizational ChartingEmployee Self-serviceStatus ChangesGoal SettingBenefit Carrier Set-upOpen EnrollmentPayCard Set-upCheck PrintingTax FilingGeneral LedgerEFTs and Direct DepositsGarnishmentsRetirement AccountsBonuses and CommissionsOnline PaystubsJournal EntryTime Entry Systems Time and Labor Import Payroll IntegrationsEmployeeTraining Performance Reviews Performance ReportingSuccession PlanningEmployee AnalyticsCareer PlanningHR StrategyRedeploymentSchedulingTable of ContentsEnter / Exit Full Screen888-421-2004 | delphiaconsulting.com
  4. 4. Organizations today are running so many disparate applicationsthat critical data connections are not being made.They shouldlook at ways to integrate, syncronize and automate their data tostreamline their systems and processes.MANUALSpreadsheets & DocsData EntryPaper-basedAUTOMATED INTEGRATEDData Processing Two-way Data ExchangeWeb Self-service Application IntegrationData SyncronizationAutomate & Sync within LifecycleMove forward in the optimization pathto reduce manual data entry, sync dataamong HR and payroll applications,increase process, workflow and overallsystem efficiencies.WorkflowIncreased Efficiency and OptimizationIntegrate ExternallyERPPoint-of-SaleCRMWebsite Job BoardsRecruit ManagementExternal Job BoardsBackground ScreeningI-9VerificationApplication ManagementRecruit New Hire Active InTransitionRecruitingIT Set-upTime and attendancePayroll and 3rd PartyManager ReviewOnboarding FormsBenefits EnrollmentOnboarding& OrientationDaily FunctionsPayroll &TaxesTime & AttendancePerformance ManagementWorkforcePlanningManager ReportingApprovalsAlerts and NotificationsOrg ChartingEmployee Self-ServiceGoal-SettingStatus ChangesBenefit Carrier Set-upOpen EnrollmentPayCard Set-upCheck PrintingTax FilingGeneral LedgerEFT’s and Direct DepositsGarnishmentsRetirement AccountsBonuses and CommissionsOnline PaystubsJournal EntryTime Entry Systems Time and Labor Import Payroll IntegrationsEmployeeTraining Performance Reviews Performance ReportingSuccession PlanningEmployee AnalyticsCareer PlanningHR StrategyRedeploymentMULTIPLE POINTS OF DATA ENTRY SINGLE POINT OF DATA ENTRYEvolvingYourTechnologyTable of ContentsEnter / Exit Full Screen888-421-2004 | delphiaconsulting.com
  5. 5. HRorRecruiterRecruitingGiven 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 applicantoverload—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 onlineProspectiveEmployee• 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 applicantcommunications and posting to job boards• Lack of access by hiring managers to candidateprofile 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 itrouted to approver by email• Create web-based workflow and approvals forrequisitions• 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 andcomplete application directly on company websiteProblems & Pressures Optimization OpportunityRecruiting SoftwareCyber RecruiterVideoCyber Recruiter BrochureRecruiting IntegrationsNew Hire Form IntegrationCanidate ScreeningBackground Check ServiceAdditional ResourcesTable of ContentsEnter / Exit Full Screen888-421-2004 | delphiaconsulting.com
  6. 6. HRorManagerOnboarding& OrientationFirst impressions last. Future-looking companies recognize that the first impression a new hire makes of their work environmentis 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 sixmonths, many don’t realize how onboarding impacts retention rates and time to productivity. Instead, they rely on paper-basedsolutions 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 handbookNewHire• Time delay in notifying IT• Administrative burden of set-up for all softwareapplications• Delivering and completing all onboarding formsin a timely manner• Lack of access by hiring managers to candidateprofile• 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 employeeself-service widget make identifying andcompleting onboarding forms simple and accurate• Employee self-service technology allows errorsto be corrected quickly and easily without HRinvolvementProblems & Pressures Optimization OpportunityOnboarding FormsMy Actions ESSWidgetSage HRMS HR Actions®HR Actions DemoVideosPaperless I-9 Feature SheetPaperlessW-4 Feature SheetAdditional ResourcesTable of ContentsEnter / Exit Full Screen888-421-2004 | delphiaconsulting.com
  7. 7. HRorManagerDailyFunctionsEfficient and effective human resource management is a challenge for all HR professionals. Staffing, training and helping tomanage 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 withmanaging 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 andrequests• Check payroll balances• Update personal information• Make leave requests such as FMLA• Manage life events like getting married• View organizational chartsEmployee• Organizational charts are not created due to timerequired 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 requestson personal information in HR system• Transparency of organizational hierarchy• Automatically publish organizational charts toemployee self-service using data exported fromHRMS• Use web-based, self-service forms to collectemployee data into HRMS and maintain audit trail• Automate electronic reminders and alerts tomanagers and administrators on a pre-determinedschedule or based on specific business rules• Automate the production and distribution ofrecurring 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 errorsto be corrected quickily and easily without HRinvolvementProblems & Pressures Optimization OpportunityOrg ChartingSage HRMS OrgPlusPaperlessWorkflowSage HRMS HR Actions®Employee Self-ServiceAdditional ResourcesTable of ContentsEnter / Exit Full Screen888-421-2004 | delphiaconsulting.com
  8. 8. PayrollManager,CFO,HRPayroll&TaxesAdding 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. Astechnology improves for organizations looking to bring payroll in-house, while still eliminating the risk of tax filing issues, the optionsin the payroll processing spectrum from total in-house to complete outsourcing remain open. It can often benefit organizations toexamine 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 requestsEmployee• Compliance with all state and federal regulations• Controlling costs of payroll management• Maintaining efficiencies through automation andreducing errors around processing payroll• Handling complex payroll situations likegarnishments, unions, other allocations, etc.• Reducing manual processes• Lack of integration with other applications likeaccounting system software• Lack of quick and easy way to see payroll information• Deliver cost savings with direct deposits and paycards• Reduce long-term costs of certain payroll situationsby going in-house• Reduce risk of tax filing with in-house payroll byinterfacing with outsourced tax filing service• Eliminate redundant data entry by integratingHRMS with your payroll system• Automate the prioritization and calculation ofgarnishments to stay compliant with state andfederal garnishment laws and increase efficiency• Allow employees to view pay stubs and histroy inself-service to improve employee experience• Provide web-based forms in self-service formaking changes like direct deposit information• Use tools and integration technology to reducepayroll errors that create hassles for employeesProblems & Pressures Optimization OpportunityPayroll IntegrationThird Party Payroll IntegrationsPayroll Data ConversionsAbra Suite to Sage HRMS SQLPaycardsBenefits of PaycardsOutsourced PayrollCompupayEmpowerTax™ ServicesOutsourceTax FilingEmpowerTax™ InterfaceAdditional ResourcesTable of ContentsEnter / Exit Full Screen888-421-2004 | delphiaconsulting.com
  9. 9. PayrollManager,CFO,HRTime &AttendanceStrategies pursued by top performing organizations use time and attendance data to make better deployment decisions and improveefficiency by standardization of time management processes through automation. Additionally, they are better able to leverage this dataand 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, likeunion contracts• Deal with punching in or out problems• Create daily or weekly time reports• Enter time• Request time off• Manage life events like getting marriedEmployee• Current systems don’t interface with payroll or HRresulting in manual data entry• Inefficiences and errors around time approvalthrough manual processes• Lack of support for shift differentials• Ensuring overtime or exception time is calculatedproperly• Desire by staff to support time entry through webbrowser• Dealing with old, outdated systems with noupgrades• Time entry technology is outdated, clunky anddoesn’t work well• Dealing with errors when time isn’t calculatedproperly• Use a time collection device that is more suitable toa modern time collection method• Provide managers with a web-based way toapprove time and create reports• Eliminate the clerical aspect of collecting time byautomating 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 entrysystem that is web-based and easier to useProblems & Pressures Optimization OpportunityTime SystemsSageTime and AttendanceTime SimplicityTheTop Seven BenefitsROI OpportunitiesTime ClockTechnologyData Collection OptionsTime IntegrationsTime and Labor ImportAdditional ResourcesTable of ContentsEnter / Exit Full Screen888-421-2004 | delphiaconsulting.com
  10. 10. PayrollManager,CFO,HRPerformanceManagementAutomation and technology help best performing organizations achieve greater visibility into individual and collectiveemployee performance. Depending on the features of the application, it can also enable better goal alignment, highlightperformance deficiencies needing correction, uncover rating inconsistencies in performance evaluations, and providedecision support for promotions and terminations. Furthermore, organizations using online training platforms are rapidlyrealizing 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 chartsEmployee• Administrative burden of paper-based and/ormanual 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 employeetraining records, or they are maintained outside thecentral HRMS as a matter of personal convenience• Current processes to track training and developmentare cumbersome, time consuming and inefficientlysummaraize, approve and collect time• Lack ability to view training courses, history,and tests online• Electronically route performance-based forms forapproval and signature• Tie performance ratings to compensation increasesor merit increases through integration with HRMSand payroll• Consider conducting web-based 360oreviews• Provide a web-based training library with learningmanagement system to develop skills• Allow employees to complete and submitself-appraisal online• Improve skills and knowledge with access tolarge library of on-demand video and interactivetraining on nearly any topicProblems & Pressures Optimization OpportunityWeb-BasedTrainingOnlineTraining ProgramCyberTrain Feature SheetHow to Blend E-LearningTalent ManagementSage HRMSTalent ManagementAdditional ResourcesTable of ContentsEnter / Exit Full Screen888-421-2004 | delphiaconsulting.com
  11. 11. PayrollManager,CFO,HRWorkforcePlanningAccording to an Aberdeen study in 2012, one of the leading strategies for top performaing organizations was a greateralignment between the business and its talent. Building on this foundation, this research found that organizations achievingthe highest levels of employee engagement, bench strength and hiring manager satisfaction, got there by aligning theirtalent 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 planningEmployee• Increasing retention and employee engagement• Helping employees balance career goals withorganizational needs• Balancing career aspirations and goals of thebusiness• Deliver views of personalized employee analyticsand HRMS data through employee self-service• Improve organization’s ability to analyze the gapbetween current workforce competency and futureworkforce requirements• Provide the business with better insight intoworkforce talent data• Use modeling tools for organization definition andjob structure• Use succession management tools• Invest in employee skills with learning and talentmanagement platformsProblems & Pressures Optimization OpportunityEmployee AnalyticsWorkforce Planning for NewRealitiesWhite PaperOrg PlanningSage HRMS OrgPlusStrategic HRWhat the CEO Needs from HRAdditional ResourcesTable of ContentsEnter / Exit Full Screen888-421-2004 | delphiaconsulting.com
  12. 12. Ask for aCheck-upIn today’s economy doing more with less is a business imperative. A strategic review can help you capitalize on your HR andpayroll technology investments, and help you gain insight into ways you can evolve your technologies that makes sense foryour organization. Delphia Consulting uses a holistic approach to review the entire employee life cycle and the surroundingprocesses 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 footprintto 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 andleadership 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 eachfunctional area we will present what’s working well, processes that could be improved and specfic recommendations andROI 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 Screen888-421-2004 | delphiaconsulting.com