|E-ON MyWorkPlace HRM|
| EON MYWORKPLACE|
A flexible and innovative self service suite that covers in an integrated manner all aspects of the Human Resources Management lifecycle.
The Human Resources Management Lifecycle
This function is linked with the business or the operational plans of the organization. E-ON HRM translates the future plans of the organization into staff needs. You don't need any more excel sheets for the analysis of needs and formulation of future scenarios. All decisions are now based on a detailed and constantly updated personnel file that includes date of recruitment, skills, unit, education, etc. to facilitate the search for valuable information. That contains detailed professional history for each person, including all attachments stored in a single location.
By running comprehensive reports, you can have an accurate picture of the current staffing levels in the organization chart, analyzed by skill category and level. This is a quantitative and qualitative analysis of staff levels. Future needs can be fed onto the system in the form of Organization positions which will be required to be filled in, sometime in the medium to longer term periods. Each organization position can be described very specifically in terms of Skills and qualifications of the required staff person.
Other reports will help you understand the natural mobility and attrition of staff due to retirement, transfers, temporary leaves of absence and other forms of additions or reductions of people within your organization.
Through statistics and analytics you may also obtain a full picture of the current level of skills and qualities of your people, broken down by each organizational entity, either in terms of functional or geographical locations.
The above functionality of Needs analysis can be executed not only by the central HRM department but it can be assigned to authorized users outside this department. This is extremely valuable as a feature, in cases of organizations with large span command across national or functional boundaries. In this case the Needs analysis function can be disseminated to the source individuals and managers of departments or locations, who usually have a better and more detailed picture of their needs.
The Needs analysis function is typically feeding the Recruiting function, where at regular intervals of time you want to make sure that you hire the best people from the market or even meet the needs from internal transfers, promotions and the rest of the mobility events of your staff.
A typical entry point for this function is the receipt of thousands of Curricula Vitae from people who want to join your organization. These are typically unstructured physical documents which may come in different forms, e-mail, attachments, fax, etc. This kind of CV files can never be processed effectively, so useful information is lost forever. The management of CV's is a very time consuming process.
A first quantum change that can be effected with E-ON HRM is to standardize the acquisition, storage and processing of CVs. You may want to ask your recruiting candidates to visit your web site and submit their CV in the orderly fashion you will dictate there. The electronic CV form will be based on our system, and will be analyzed to include both pre-designed compulsory fields and free-format explanatory ones. This standardization approach will help you save thousands of work hours later, when you would want to screen and evaluate CVs as well as to help you automate the selection process and the assignment of the right people to the right position in the organization hierarchy. All CVs will be stored in a common Data Base accessible to authorized officers of your organization. The same data base can also contain the paper files – properly digitized, of CV's received in the past which are currently filed into cupboards and drawers of your Personnel Department.
Once the applicants Data Base is populated with good Cvs, the system will allow you to access it in a full text search tool. You can study your population of applicants by age, gender, skills, education, location preference, and other filters to come up with lists of candidates per each of specific needs to staff your positions.
The system will also help you manage the recruiting interviews. First, by managing the invitations of applicants to an office interview and secondly, by managing electronic applicant evaluation Forms. You will decide on the Forms themselves through a series of parameters regarding what to Ask and how to measure each applicant’s response. An electronic applicant evaluation form can become a “work-flow” amongst officers of your organization in case that several people have to interview the same applicant. At the end summary and detailed results per evaluation cycle can be generated through the embedded report generator onto the system.
Finally, our system can help you manage all facets of communications between your organization and the applicants, keeping them fully informed on the status of their application. This can be done internally through “To do’s” which is the reminder to your people to do an activity and externally through sending outbound letters or e-mails or even SMSs to Applicants in designated periods of time.
The "Needs Analysis" functionality combined with the "Recruitment" functionality enables the company or organization to plan needs that can be predicted and are expected to appear in the near future.
The business objective of this function is to ensure that all staff is positioned in an appropriate level and performs tasks according to their qualifications which match the qualifications for the position they are assigned to. Through the organizational positioning the company wants to verify that all tasks are performed in an optimum manner, there are no redundancies of tasks and people, nor missing parts of same, and generally all tasks are aligned with the overall business objectives as set by the operating manuals and strategic goals.
In system terms, this is the typical set of functions to define the organization structure, define the job description and the qualifications for each position in the organization. So the Organizational chart offers detailed information relevant to Positions, Ranks, Job Attributes, Educational Skills, Organizational Entities and Job Descriptions, provides a comprehensive view for each person and makes it easy to identify possible conflicts or needs for professional development or transfers. It verifies that performance is optimum, there are no redundancies of tasks and people and all are in accordance to the overall business objectives.
At the same time, the system always keeps track of all individuals by name, as assigned to each position and displays statistics of how the structure is comprised. Some examples of questions answered: who are those people (number and names) holding the position of the “accountant”, how many “accountants” we have on board, where are they located and other related information.
Each organization can define its organizational chart in the system. Key parameters of the business structure for the organization positioning are Levels, Ranks, Positions, Geographic Locations, and more. The organization can also define the personal qualities and attributes of each of the above positions, as it wants them to appear in the personnel records. Examples: Personality, Communication skills, Education, Technical skills, special skills, etc. For each attribute it can further define sub-categories of values, as they will appear in personnel files. The individual file of an employee is a summary of all personal data, academic and professional education information, qualities required for the specific position , personal evaluation reports, and other related documents, linked to the person. An employee may belong to an organizational “Entity”, a “Location” or a “Rank”. By clicking in the relevant link, one can review all detailed information of these positions and the persons that hold them. The system can handle an unlimited number of Entities, Locations and Ranks, according to each organization’s specific needs and provides all necessary information about available personnel and the relevant cost of “maintenance” This is useful for decisions concerning cost cutting or cost reallocation.
The positioning of new executives becomes a standardized process supported by the Self Service system properties. The new employee can follow specific training courses through E-ON HRM guidelines, read manuals to familiarize with the new working environment or be informed about policies and procedures. Additional requirements for training that will come up during organizational positioning process can automatically update the training plan for each individual.
All employees or staff should receive a regular feed-back on their performance based on predefined performance factors communicated to each person on timely basis. Sometimes, performance measurable objectives may be pre-assigned to staff so as they know what is expected by the organization during a period of time under consideration.
The Evaluation Form is an electronic document that can be created, shared, commented and approved, in a manner of a “work flow”. These flows are defined parametrically and are fully flexible concerning Who (authorized person), When (in which order) and What (kind of information) each involved person can view and the actions that must be taken. You can create several kinds of Evaluation Forms, each one containing a different set of detailed evaluation factors. Each factor can be also parametric to define potential values or free text as an input. Evaluated employees or their supervisors can prepare the evaluation forms according to each organization policies. Evaluation forms may be shared for comments by designated officers, and finally, after the flow is completed and the approvals are obtained, the forms are attached to the electronic files of the Evaluated persons.
Multiple types of evaluation forms can be activated prescheduled or ad hoc in order to cover various evaluation needs for people, events, issues, etc..
Performance facts include in detail events, achievements and appraisals which provide a full view of each person and the basic facts that must be taken into consideration in case of salary readjustments and promotions.
One of the mission critical objectives of any organization is to ensure that its people get regular professional training. Also that all knowledge gathered historically within the organization, is disseminated to those needing it, on a timely and orderly fashion.
Typical functions in this objective are: Training courses outline, Registrations and approvals to attend, Time and expense reporting, actual Attendance reports, and personnel records management. Sometimes the professional education is a compulsory step in the career of each staff person, especially as prerequisites for promotions and salary rises. Formal training plans may be maintained and each staff person is obliged to attend a specific number of courses every year.
E-ON HRM is excellently positioned to manage the above requirements. Professional training courses are documented in the system and plans can be prepared per person and per calendar period.
All employees are eligible to submit electronic applications to participate in professional training courses. Approvals are also obtained in a work flow manner, from their superior officers. Upon completion of each course, Time and Expense reports are submitted online and forwarded for approvals and payments. The attendance report is attached to each employee’s files and linked to the relevant course.
Educational and training information per organizational position combined with actual data concerning employees' training and employment, give the ability to cover immediately any positional gaps and provides a valuable scheduling tool for the future.
Each employee is entitled to receive a fair salary. E-ON HRM will help an organization to understand and evaluate all factors involved in salary reviews and adjustments. Through comprehensive reports and comparative figures, the system takes into account all factors, such as personal attributes, performance evaluations, professional education and organization position.
Mobility of Personnel
Detailed job descriptions and information about each position, its specifications and its level in the organizational chart, the requirements in skills and education are combined with a comprehensive picture of each employee to help identify potential conflicts or needs for peoples' job development or transfers.
The whole process verifies that performance is optimum, there are no redundancies of tasks and people and all are aligned with the overall business objectives. At the same time, the system keeps constant track of personnel by name, as assigned to each position and displays statistics on the way the organization chart is structured.
The system records in detail all promotions, demotions and transfers, through workflows that represent the entire control and approval processes.
This function closes the cycle of Human capital management. It is possible that the number of employees must be reduced at some point in an organized manner. Today an increasing number of organizations have to face difficult decisions where they have to lay off a number of their employees. Also employees retire or leave voluntarily. E-ON HRM helps the organization to make the right decisions based on detailed information and facts through extensive and comprehensive reporting.
Technology and Architecture:
E-ON MyWorkPlace HRM is developed in robust IBM Technologies. The workflow environment is Lotus Domino and the Data Base is DB2.
All features and functionality are viewed and processed through any internet browser. No local software is needed on client PC or local servers.
It is simple to use, offers “walking through” menus, with the use of Hyperlinks.
Connectivity and integration with external systems is no problem with the use of all techniques available, such as Domino DECS, ODBC, XML, etc.
It is fully Parametrical, Flexible and Customizable and it offers Ease of Maintenance.
It is fully Secure through the use of several security management techniques, incl. unique password and user-assigned roles authorizing them to execute predefined specific workflows and functionality.
See our E-ON HRM Brochure