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July 21, 2003
Emerging HR Technology You Need to ExploreEmerging technology in human resources promises to reduce time and money spent on administration, often for a sizable investment. In this Astronology, we explore what's hot in HR technology today, from expensive web-based systems to affordable tools that anyone can use. PORTALS The foundation for most contemporary technological innovations in HR is the portal. A portal is a website designed for a specific community intended to communicate data of interest, build community and a spirit of collaboration, and provide access to services. Portals provide multiple avenues to the same information, and often incorporate content from a number of websites. Portals allow information displayed to be highly personalized. A portal with a corporate base, known as an enterprise portal, can display different content to different categories of employees. Thus, HR can use its website as its primary means of communication with employees. There are two basic types of portals, reflecting the strategies of their administrators. A horizontal portal attempts to cover a breadth of information. A vertical portal, known as a vortal, is designed to provide deep coverage of a specific area of interest. Portals have the power to make the majority of software advances in HR available in one interconnected location. They are also powerful tools for branding, communicating culture, and sharing information such as company news, salary data, and incentive status updates. Many HR departments encourage employees to set their company portal as their web browser's home page by including content services providing news, stock, and weather information. Such services keep portal content fresh, and ensure that employees will see announcements and other new information when they check in. As portals are elastic, able to incorporate a wide diversity of information and services, the following examples of portal features at different stages of development may be helpful. Basic
Intermediate
Advanced
One portal-worthy area receiving HR's attention is self-service benefits. Replacing print- or call center-based benefits information online allows HR to handle frequently asked questions and information distribution automatically and without printing costs. HR consulting firm Cedar Enterprise Solutions lists the following successes as a result of automating one client's benefits management: "…cycle time cut in half, 60% reduction in cost per transaction, 75% decrease in employee inquiries to HR staff, and employee satisfaction doubled." E-CRUITMENT Other online successes have been struck in the realm of online recruitment, otherwise known as e-cruitment. Recruiting online often provides HR with many more applicants than it needs. The sheer quantity of under-qualified applicants can make screening resumes a daunting task. Web-based software can facilitate the screening process. Electronic questionnaires can gather essential information about skill sets and work experience prior to an interview. Many web-based programs also screen resumes automatically, searching for key words or using Boolean logic to thin out pools of potential hires. Savvy applicants no longer write resumes for human eyes, but design them to catch the attention of automated screening tools. As recruitment becomes less personal, a little courtesy can go a long way in promoting a positive image of corporate culture. As today's applicants may apply for dozens of positions before receiving the slightest recognition, an automatic reply thanking applicants is recommended. Should your organization find itself facing a shortage of talent in the future, a positive memory in the mind of a potential hire could make all the difference. HR AUTOMATION These developments, while exciting, may be too costly for smaller (or even larger) companies in today's economy. Luckily, affordable tools for the automation of HR's administrative functions are quickly becoming more sophisticated. The tools described above assume an organization with the resources and the technological savvy to allow every employee daily access to the Internet. Many also require the purchase of new software for the development of comprehensive, customizable tools. An equally important trend, however, is the development of automated tools in existing frameworks, such as Microsoft Office. Today's human resource department can automate job description updates, annual performance appraisals, and other administrative processes using Word, Excel, Access, or other programs it already owns. The macro capabilities of many of these tools allow HR consultants to develop legal hacks to help HR do its job. Automating the calculation of averages in performance appraisals alone can save countless hours. The use of existing platforms ensures that organizations will be able to successfully implement new programs with or without Internet access. As we navigate through new developments, it is important to remember the aim of automation: to reduce time and money spent on HR's administrative functions, allowing HR to shift its focus to more strategic functions. To this end, less funding doesn't imply less successful implementation of technology. Accumulating bells and whistles will do nothing to help HR. Instead, HR would be well advised to invest only in technology that helps them attain their goals. Efforts to incorporate new technology succeed when the right tools are used to accomplish established objectives - and, according to Cedar's 2002 Human Resources Self Service/Portal Survey, when HR keeps its ears open. They report that tech-savvy organizations "recognized incorporating employee ideas and managerial visions and values into the planning process as critical success factors." While technology may dazzle some and bewilder others, it's comforting to know that it's a tool like any other, best wielded with the same common sense that makes HR a success in any circumstance.
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