Human Useful resource Info Methods
The aim of this paper is to establish different firms who’ve confronted related human sources points with reference to info expertise. By way of benchmarking completely different firms we are able to learn the way different firms have dealt with sure human sources points associated to info expertise, info programs, new expertise, and knowledge safety. An general evaluation has been accomplished utilizing analysis on IBM Europe, Ameriprise Monetary, Terasen Pipelines, Shaws Supermarkets, CS Stars LLC, IBM, WORKSource Inc., and Toshiba America Medical Methods, Inc. This paper additionally consists of eight synopses of firms going through related subject to these within the studying.
New Know-how
With the altering world and fixed new expertise that’s accessible, managers want to concentrate on the expertise that can improve effectiveness of their firm. Human useful resource info programs (HRIS) have more and more reworked because it was first launched at Common Electrical within the Nineteen Fifties. HRIS has gone from a fundamental course of to transform handbook info retaining programs into computerized programs, to the HRIS programs which can be used right now. Human useful resource professionals started to see the opportunity of new purposes for the pc. The concept was to combine lots of the completely different human useful resource features. The end result was the third era of the computerized HRIS, a feature-rich, broad-based, self-contained HRIS. The third era took programs far past being mere knowledge repositories and created instruments with which human useful resource professionals might do rather more (Byars, 2004).
Many firms have seen a necessity to remodel the way in which Human Useful resource operations are carried out with the intention to sustain with new expertise and rising numbers of staff. Terasen Pipelines moved its headquarters from Vancouver to Calgary to be nearer to the oil and realized a significant progress in staff. Previously recording retaining was completed on paper and with spreadsheets. Mangers at Terasen realized that there was a necessity to alter to a extra computerized system and regarded into completely different HRIS distributors. By making the transfer to a HRIS system, Terasen is ready to maintain extra correct information in addition to higher put together for future progress. One other firm that noticed the advantages of maintaining with new expertise is WORKSource Inc. To satisfy the problem of dealing with 100 new staff, WORKSource Inc. acquired Net-based expertise packages from GHG Corp. like digital pay stub, digital timesheet software program, time-off system, and human useful resource info system (Ideas, 2006). By adapting these new packages, WORKSource was in a position to scale back waste and value.
The Web is an more and more widespread method to recruit candidates, analysis applied sciences and carry out different important features in enterprise. Delivering human useful resource companies on-line (eHR) helps extra environment friendly assortment, storage, distribution, and alternate of information (Friesen, 2003). An intranet is a kind of community utilized by firms to share info to folks throughout the group. An intranet connects folks to folks and other people to info and data throughout the group; it serves as an info hub for the whole group. Most organizations arrange intranets primarily for workers, however they will lengthen to enterprise companions and even prospects with acceptable safety clearance (Byars & Rue, 2004).
Functions of HRIS
The effectivity of HRIS, the programs are in a position to produce more practical and quicker outcomes than could be completed on paper. Among the many purposes of HRIS are: Clerical purposes, applicant search expenditures, threat administration, coaching administration, coaching experiences, monetary planning, turnover evaluation, succession planning, flexible-benefits administration, compliance with authorities rules, attendance reporting and evaluation, human useful resource planning, accident reporting and prevention and strategic planning. With the numerous completely different purposes of HRIS, it’s obscure how the packages profit firms with out taking a look at firms which have already benefited from such packages.
One such firm is IBM. IBM has a paperless on-line enrollment plan for all of its staff. Not solely has the web enrollment saved the corporate 1.2 million per yr on printing and mailing prices, the workers take pleasure in working with the web plan. “Since we started providing on-line enrollment, we have discovered that staff need net entry,” Donnelly [Senior Communications Specialist] says, to allow them to go browsing at house fairly than via the corporate intranet. So the corporate has been working to place in place a web-based enrollment system that staff and retirees can entry from wherever (Huering, 2003). By using the flexible-benefits utility HRIS has to supply, IBM was in a position to minimize prices and provides staff the liberty to find their advantages on their very own time and tempo.
One other firm that has taken benefit of HRIS purposes is Shaws Supermarkets. To ensure that Shaws to raised handle its workforce, the corporate determined it was time to centralize the HR operations. After taking a look at completely different choices, Shaws determined to implement an Worker Self Service (ESS) system. The usage of self-service purposes creates a optimistic scenario for HR. ESS provides HR extra time to give attention to strategic points, akin to workforce administration, succession planning, and compensation administration, whereas on the similar time bettering service to staff and managers, and guaranteeing that their knowledge is correct. With this resolution, staff have on-line entry to types, coaching materials, advantages info and different payroll associated info (Koven, 2002). By giving staff entry to their private info and the power to replace or change their info as wanted, HR was given extra time to give attention to different points. Understanding the completely different purposes HRIS has to supply will give firms the possibility to extend worker effectivity and scale back prices.
Measuring the Effectiveness of HRIS
The analysis ought to decide whether or not or not the HRIS has carried out as much as its expectations and if the HRIS is getting used to its full benefit (Byars & Rue, 2004). Some of the important challenges confronted by public personnel executives right now is measuring the efficiency of their human sources info system (HRIS) To be able to justify the value-added contribution of the HRIS to carrying out the group’s mission (Hagood & Friedman, 2002). Implementing an HRIS program could appear a vital stem for a corporation, however except it is going to be an efficient instrument for HR operations, it won’t assist improve effectivity and will hinder it as an alternative.
One firm that applied a HRIS system is Toshiba America Medical Methods, Inc. (TAMS). TAMS put all worker advantages info on-line and created an open enrollment possibility when TAMS modified healthcare suppliers. Virtually instantly upon rolling out the UltiPro portal [new HRIS technology] to staff, TAMS started seeing enhancements, with an estimated 70% improve in open enrollment effectivity (Wojcik, 2004). By figuring out the effectivity of the brand new program, TAMS was in a position to understand the advantages of the brand new HRIS system.
Safety of HRIS
The privateness of worker info has turn out to be a significant subject in recent times. With identification theft turning into a typical drawback, staff have gotten extra delicate about who sees their private info, and the safety it’s saved in. By ensuring worker info that’s saved within the HRIS is related to the corporate and ensuring there may be restricted entry (password safety) to such info, firms could make its staff safer with the security of their info. Whether or not digital or paper, worker recordsdata need to be handled with nice care. Establishing safety and end-user privileges requires a stability of incorporating, HR coverage, system data and day-to-day operations (OConnell, 1994).
One firm that confronted a significant safety subject was CS Stars, LLC. CS Stars misplaced monitor of considered one of its computer systems that contained private info that included names, addresses and social safety numbers of staff compensation advantages. The larger drawback was that CS Stars didn’t notify the affected shoppers and staff in regards to the lacking laptop. Although the pc was retrieved and no info appeared to have been harmed, many staff misplaced their sense of safety with the corporate. New York’s Info Safety Breach and Notification Regulation, efficient in December 2005, requires companies that preserve computerized knowledge which incorporates personal info to inform the proprietor of the data of any breach of the safety of the system instantly following discovery, if the personal info was, or within reason believed to have been, acquired by an individual with out legitimate authorization (Cadrain, 2007).
One other firm that skilled a breach in safety is Ameriprise Monetary. In late 2005, a pc that contained private info on shoppers and staff was stolen. As a result of lots of the staff at Ameriprise take their computer systems between work and residential, the corporate decided there was a must put extra safety into these computer systems. Ameriprise made certain all staff had the brand new safety suite put in on their computer systems. By responding rapidly to the necessity for extra safety, Ameriprise made certain all info is being saved safe. Ensuring staff info is saved as safe as potential there will likely be extra belief within the firm and the HR staff working with that info.
Conclusion
IBM, Terasen Pipeline, CS Stars LCC, and Toshiba America Medical Methods, Inc. are good examples of firms going through points much like human sources info expertise and human sources info programs. All of those firms know the significance of latest expertise, human sources info programs, and knowledge safety. The rest of this paper offers synopses of extra firms going through human sources points, how the corporate responded to the problems, and the outcomes of the corporates responses.
Firms Benchmarked
IBM Europe
The State of affairs:
IBM is a worldwide group providing analysis, software program, {hardware}, IT consulting, enterprise and administration consulting, ring and financing. It employs round 340,000 folks, talking 165 languages throughout 75 nations, and serving shoppers in 174 nations. In January 2007, IBM established a separate new media operate inside its company communication division. IBM primary purpose is to teach, help, and promote packages that make the most of social media. IBM Europe determined to broaden inner communication by running a blog pointers. The popularity was that running a blog was already occurring amongst IBMers, simply in an unregulated method. In an identical method, institutionalizing a operate to deal particularly with new media is just not a company transfer, or establishing from scratch. Its a response to the problems already rising within the firm. Now that these applied sciences are right here, individuals are utilizing them, theyre rising and there right here to stay-were simply going to place some construction round them in order that we are able to attempt to optimize their use. The customers determine what applied sciences they need to use and the way they need to use them. That primary thought is that IBM understands that they have to bear in mind to respect the truth that social media are social. IBM had the necessity to join its 340,000 international staff extra successfully.
The Response:
IBMs intent round social media has now been formally formalized. From January 22 2007, the corporate established a separate new media operate inside its company communication division. Its remit: To behave as knowledgeable consultants inside and out of doors IBM on points regarding blogs, wikis, RSS and different social media purposes. The primary thought is to teach, help and promote packages that make the most of these instruments. IBM has a historical past of being a t the forefront of expertise based mostly company communication. From the multimedia brainstorming WorldJam that made information headlines again in 2001 through which 50,000 staff worldwide joined an actual time, on-line idea-sharing session in regards to the firms path. IMB has all the time ready itself to make use of breakthrough applied sciences to ascertain a two-way dialogue with its staff. The necessity for social media was vital and will not wait.
The Consequence:
In the previous few years IBM has been acknowledged as being the vanguard of social-media use: IBM was on of the primary Fortune 500 firms to get behind collaborative wikis, printed inner running a blog pointers way back to 2003, and is now shifting quick past RSS and podcasts into videocasting and digital world applied sciences like Second Life. The intranet search facility extends to all areas of the location, together with new media elements. When an worker logs onto their portal an executes a key phrase search, the outcomes they get again not solely come from the primary intranet pages, however embody outcomes from IBM boards, wikis, blogs and podcast/videocasts tags. IMB has an understanding that staff are not staying in an organization their total lives. Its simply not like that any extra. In Belgium for instance over 50 % of two,300 staff have been there fewer than 5 years. The corporate has come to the conclusion that with an more and more younger and cellular workforce, the chances are an worker inhabitants stuffed with a youthful era, for whom these instruments are half and parcel of life, is just not that far-off. In years to come back IBM should cope with worker base for which running a blog is simply the pure method to work together over an internet platform. IBM has created centralized platforms for many instruments that fall underneath its remit, which incorporates wikis. For Philippe Borremans, new media lead Europe for IBM, has the potential enterprise purposes of a wiki cowl two broad advantages: Collaborating and data sharing. IBM has scored some notable successes on each fronts within the close to 5000 wiki pages now up and operating within the group. The corporate has been an enormous pick-up in curiosity in podcasting over the past 18 months writing can appear such a technical talent, whereas folks really feel they will discuss extra freely than they will write. Some of the persistently widespread IBM podcasts, with over 20,000 downloads per week.
Ameriprise Monetary
The State of affairs:
The Division of Justice survey estimates that 3.6 million U.S. households have been victims of identification theft in 2004. Trafficking in private date goes past U.S. borders: the New York Instances stories that stolen monetary info is commonly distributed amongst members of on-line buying and selling boards, and the patrons are ceaselessly positioned in Russia, Ukraine, and the Center East. One purpose shoppers are involved about knowledge safety is the widespread publicity generated by breaches at monetary companies agency. In late December 2205, an Ameriprise Monetary workers laptop computer that contained unencrypted knowledge on roughly 230,000 prospects and advisors was stolen from a automotive. Different monetary companies agency, together with Citigroup and Financial institution of America, additionally acknowledge large-scale buyer knowledge losses in 2005. President of NCS, Rita Dew, a compliance consulting agency in Delray Seashore, Florida, says that the Securities and Alternate Fee requires funding advisors to have insurance policies and procedures that tackle the executive, technical, and bodily safeguards associated to consumer information and knowledge.
The Response:
Ameriprise Monetary needed to struggle again and needed to implement layers of safety. It is necessary for workers who their major enterprise laptop, and staff usually transport the pc between house, workplace, and assembly websites. The vulnerability of this association and the necessity for a security software program program is way wanted.
The Consequence:
Workers who’re transporting lab tops ought to set up the Steganos Safety Suite on their laptop. This software program permits staff to create an encrypted digital drive on the laptop computer that serves as knowledge storage secure. Workers shops all consumer associated knowledge and tax preparation software program database on the encrypted drive, which staff has arrange with one gigabyte of cupboard space. The very best factor is that when an worker turns off the pc the data is saved secure, the software program routinely encrypts the digital drives knowledge. The software program additionally generates encrypted backup recordsdata, which staff retailer on CDs in a fireproof secure. This could maintain the information safe if any workers laptop computer is stolen or if the drive is faraway from the laptop computer. Different monetary advisors are counting on encryption each out and in of the workplace. Different packages which can be getting used to guard consumers info are RAID Degree 1 system to retailer knowledge on the drives which can be encrypted with WinMagics SecureDocs software program. Encryption ensures that anybody who steals the pc will likely be completely unable to learn the information, even by connecting it to a different laptop as a slave drive. This has given many monetary advisors the best peace of thoughts.
Terasen Pipelines
The State of affairs:
Terasen Pipelines is a subsidiary of Terasen Inc. positioned in Vancouver, Canada and is positioned in a number of provinces and U.S. states. In 2001 the corporate modified its headquarters to Calgary to be nearer to the oil. With the massive transfer, the corporate went via a progress spurt. With the corporate in many alternative places and the rising numbers of staff, the HR division noticed a must discover a new system to maintain extra correct information.
The Response:
Previously Terasen had saved information on paper and with spreadsheets and with the expansion of the corporate, this technique doesn’t work in addition to previously. To be able to compensate for future progress, Terasen started to look into HRIS firms to assist with the HR operations. After researching completely different firms, Hewitts utility service supplier mannequin with eCyborg was discovered to be the proper match.
The Consequence:
Though there was issue adapting to a brand new method of recordkeeping, Terasen was capable of finding a system that can assist help the present and future progress of the corporate. Fortuitously, among the HR workers had expertise working with an HRIS and have been in a position to assist their colleagues think about new processes, as aided by a system. One theme usually voiced all through this course of was: “You guys do not understand how arduous we’re working after we could make it a lot simpler with a system that might do a number of this for us. You do not all the time need to run to the cupboard for the worker file simply to get fundamental info. It will possibly all be at your fingertips.” (Vu, 2005). To be able to assist Terasen ease the HR burden of implementing a brand new HR system, the administration of Terasen was satisfied to search for a vendor to assist implement and preserve a HRIS system. This technique has helped Terasen higher put together for present and future progress.
Shaws Supermarkets
The State of affairs:
Shaws Supermarkets is the second largest grocery store chain in New England. With a workforce of 30,000 positioned at 180 shops all through six states, Shaw’s HR workers is answerable for managing staff’ private knowledge. Their worker combine consists of roughly 70 % part-time staff, consisting of scholars, senior residents, second-job part-timers, and profession part-timers. One third of the workforce is made up of union associates, and Shaw’s workers oversees the corporate’s involvement with three unions and 6 separate contracts (Koven, 2002). To be able to assist handle the workforce, the HR workers grew to become concerned with centralizing its HR operations.
The Response:
To be able to centralize HR operations Shaws determined to implement an ESS (worker self-service) resolution. The usage of self-service purposes creates a optimistic scenario for HR. ESS provides HR extra time to give attention to strategic points, akin to workforce administration, succession planning, and compensation administration, whereas on the similar time bettering service to staff and managers, and guaranteeing that their knowledge is correct. With this resolution, staff have on-line entry to types, coaching materials, advantages info and different payroll associated info.
The Consequence:
Shaws has had optimistic suggestions since implementing the ESS resolution. “The response from our staff has been extraordinarily optimistic,” Penney, VP of Compensation and Advantages, says. “We even had a big improve in our medical protection prices, and it was nearly a non-issue as a result of the web enrollment featured the plan decisions, the worker value, and the corporate subsidy. An worker self-service utility makes it very simple for them to know their contributions and protection choices. I acquired a number of e-mails from staff saying this was an incredible change and the way simple ESS was, which the case is just not usually when staff are choosing their profit choices.” (Koven, 2002). By giving the workers extra entry to their info they’re able to see the profit decisions accessible to them. Workers are additionally in a position to replace their info on-line, which helps scale back the paperwork of the previous. Shaws has additionally seen enchancment in productiveness as a result of staff are updating info at house, not throughout work hours.
CS Stars, LLC
The State of affairs:
New York Legal professional Common Andrew Cuomo has introduced that New York State has reached its first settlement with an organization charged with failing to inform shoppers and others that their private knowledge had gone lacking. Cuomos workplace, which enforces the states 2005 Info Safety Breach and Notification Regulation, charged CS STARS LLC, a Chicago-based claims administration firm, with failing to offer discover that it had misplaced monitor of a pc containing knowledge on 540,000 New Yorkers staff comp claims.
The Response:
The proprietor of the misplaced knowledge, which had been within the custody of CS STARS, was the New York Particular Funds Conservation Committee, a corporation that assists in offering staff comp advantages underneath the states staff’ comp legislation. On Might 9, 2006, a CS STARS worker observed that a pc was lacking that held private info, together with the names, addresses, and Social Safety numbers of recipients of staff compensation advantages. However CS Stars waited till June 29, 2006, to inform Particular Funds and the FBI of the safety breach. As a result of the FBI declared that discover to shoppers may impede its investigation, CS STARS waited till July 8, 2006, to ship notices to the 540,000 New Yorkers affected by the breach. On July 25, 2006, the FBI decided an worker, of a cleansing contractor, had stolen the pc, and the lacking laptop was positioned and recovered. As well as, the FBI discovered that the information on the lacking laptop had not been improperly accessed.
The Consequence:
New York’s Info Safety Breach and Notification Regulation, efficient in December 2005, requires companies that preserve computerized knowledge which incorporates personal info to inform the proprietor of the data of any breach of the safety of the system instantly following discovery, if the personal info was, or within reason believed to have been, acquired by an individual with out legitimate authorization. The legislation impacts not solely companies of their dealings with their prospects, however employers of their position as custodians of staff private knowledge. (Cadrain)
With out admitting to any violation of legislation, CS STARS agreed to adjust to the legislation and be certain that correct notifications will likely be made within the occasion of any future breach. The corporate additionally agreed to implement extra in depth practices regarding the safety of personal info. CS STARS can pay the Legal professional Commons workplace $60,000 for prices associated to this investigation. (Cadrain)
IBM
The State of affairs:
IBM’s paperless on-line enrollment system, launched in 1999, has proved to be a winner for each the corporate’s 135,000 lively U.S. staff and the corporate, in line with Cathleen Donnelly, senior communications specialist at firm headquarters in Armonk, N.Y. The corporate saves $1.2 million per yr on printing and mailing prices alone, Donnelly says, and the workers can reap the benefits of quite a lot of applied sciences to study points, analysis program info and entry resolution help instruments from their desktop computer systems. (Heuring, 2002)
The Response:
A kind of instruments, a private medical value estimator, permits staff to calculate potential out-of-pocket well being care bills underneath every of the plan choices accessible to them, Donnelly says. Workers log in personally and are greeted by title and with essential info concerning their advantages enrollment, such because the deadlines and when modifications take impact. They routinely get entry to well being plans which can be accessible to them, and the calculator lets them evaluate estimated profit quantities for every plan.
“Workers can choose the well being care companies they count on to make use of in a specific yr, estimate anticipated frequency of use, and calculate potential prices underneath every plan possibility,” Donnelly says. “The suggestions that we have acquired from staff tells us that this instrument has actually helped them to make a comparability between plans based mostly on how they devour medical companies.” The calculator reveals each IBM’s prices and the worker’s. (Heuring, 2002)
The Consequence:
“Since we started providing on-line enrollment, we have discovered that staff need net entry,” Donnelly says, to allow them to go browsing at house fairly than via the corporate intranet. So the corporate has been working to place in place a web-based enrollment system that staff and retirees can entry from wherever.
Workers can get abstract info on the plans, drill down into very particular particulars and comply with hyperlinks to the well being care suppliers for analysis. Donnelly says the system has acquired excessive marks for comfort as a result of staff can “get out and in rapidly.”
WORKSource Inc.
The State of affairs:
To satisfy the problem of dealing with 100 new staff, WORKSource Inc. acquired Net-based expertise packages from GHG Corp. like digital paystub, digital timesheet software program, time-off system, and human useful resource info system (Ideas, 2006). These instruments enabled CEO Judith Hahn to dealing with payroll procedures effectively and successfully.
The Response:
WORKSource has eight workforce facilities, with roughly 108 staff, positioned all through a six-county area. Beforehand, payroll, advantages, and human sources for these staff have been processed and managed by a Skilled Employer Group. The corporate additionally has 52 administrative workers in its headquarters workplace. When the contract with the PEO terminated on June 30, 2006, these 108 staff have been instantly moved to the payroll of WORKSource, which meant Hahns workload greater than doubled efficient July 2006 (Ideas, 2006).
Hahn, in an interview with PMR, stated she relied on LEAN to assist get a deal with on what wanted to alter for her to handle the elevated workload. Two years earlier, Hahns CEO had launched her to LEAN, a Japanese administration idea of eliminating wasteful steps and movement when finishing processes. I started to learn as a lot as potential about LEAN and joined an HR LEAN focus group (Ideas, 2006).
The Consequence:
Mastering the ideas of LEAN led Hahn to develop and apply her personal acronym of REASON to her divisions payroll and HR processes. Assessment the method: map payroll duties from begin to end. Get rid of waste: decide how one can full a payroll job most effectively with out pointless steps. Analyze alternate options: analysis and consider the applicability of latest expertise. Promote improvements to administration: doc the return on funding of every innovation. Open the traces of communication: talk overtlyand infrequentlywith all stakeholders, together with staff and high administration. By no means enable negativity: make change easy and enjoyable. Give staff loads of encouragement and time to be taught (Ideas, 2006). Judith Hahn was in a position to implement the proper human useful resource features utilizing info programs.
Toshiba America Medical Methods Inc.
The State of affairs:
Lynda Morvik, director of advantages and human sources info programs at Tustin, California-based Toshiba America Medical Methods Inc. (TAMS), thought it might make sense so as to add a advantages communication element to it. By having all of the profit info on-line, the TAMS worker handbook would even be a dwelling doc, enabling Morvik to make modifications when vital. Such was the case midway via the challenge, when TAMS modified well being care plans from Aetna Inc. to United Well being Group Inc (Wojcik, 2004).
The Response:
TAMS, an impartial group firm of Toshiba Company and a worldwide main supplier of diagnostic medical imaging programs and complete medical options, akin to CT, X-ray, ultrasound, nuclear drugs, MRI, and knowledge programs, had been utilizing a payroll service bureau and an in-house resolution for HR that did not embody easy-to-use consolidated reporting or an worker portal. After evaluating UltiPro alongside a number of enterprise useful resource distributors, TAMS chosen Final Software program’s providing and went dwell in September 2002 after an on-time and on-budget implementation. Virtually instantly upon rolling out the UltiPro portal to staff, TAMS started seeing enhancements, with an estimated 70% improve in open enrollment effectivity (Wojcik, 2004).
The Consequence:
In an effort to broaden the utilization of the Net past the advantages enrollment course of, TAMS has posted a library of paperwork and types on its HR portal, together with the advantages handbook, which garnered a 2004 Apex Award for publication excellence. That very same yr, Enterprise Insurance coverage journal additionally gave TAMS the Digital Profit Communication (EBC) award for excellent achievement in speaking worker advantages packages over the Net. To proceed elevating its use of Final Software program’s HRMS/payroll resolution, TAMS modified the UltiPro portal to fulfill the imaging firm’s distinctive wants (Wojcik, 2004). It was fully built-in with a number of proprietary purposes created to deal with compensation and efficiency administration points in order that TAMS staff have a central location for complete workforce and payroll info from a Net browser that they will entry with a single sign-on (Wojcik, 2004).
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