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How HR Automation Will Save You Money
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How HR Automation Will Save You Money
Tamara Lischer, PHR-CA
Client Advocate, HR Products
April 7, 2023
Speakers
Moderator Presenter
Becky RossMarketing Manager
303-228-8753
Tamara LischerPHR-CA, HotlinkHR Client Advocate
303-228-2385
Questions
• If you have questions during the presentation, please submit them using the “Questions” feature
• Questions will be answered at the end of the webinar
Webinar Objectives
1. Recordkeeping Automation
2. Four Key Performance Metrics
3. Selecting HR Software
4. HotlinkHR Demo
Paper, Paper Everywhere!
• Each employee generates on average 100 HR transactions per year at an average cost of $10 per transaction in administrative processing and storage costs*
• During an average tenure an employee file will have between 25-32 pages– Applicant/New Hire Paperwork– Payroll Information– Benefits Information– Medical Records– Performance Management
*Iron Mountain Document Management & ASUG/SAP Benchmark Study
Applicant/New Hire Paperwork
• Employment Application• Offer Letter• Background Checking & Fair Credit Reporting Act
– Notice and Disclosure Form– Adverse Action Letters– Copies of all reports
o Keep any drug testing reports separate (with medical records)
• I-9• W-4• Confidentiality Agreement• Employee Handbook Acknowledgement
Non-Exempt Payroll Records
If an employee is subject to both minimum-wage and overtime pay provisions, you must keep the following records:
• Employee’s name• Home address• Occupation• Sex• Birth date (if under 19 years of age)• Hour and day the person's workweek begins• Total hours worked each day and week• Total daily or weekly straight-time earnings• Regular hourly pay rate for any week when the employee works
overtime• Deductions from or additions to wages• Total wages paid each pay period• Date of payment and pay period covered
Benefits Information/Medical Records
Benefits Information• Enrollment Forms (Health, Dental, Vision, Flex Spending)• Summary Plan Descriptions
Medical Records (Separate File)• ADA accommodations• Drug testing results• Physicals• Workers’ Compensation• OSHA reports• FMLA
…And Even More Paperwork
Performance Management Documents• Promotions• Transfers• Appraisals• Discipline• Terminations
Four Key Performance Metrics
1. Employee Costs
2. Employee Turnover/Retention
3. Employee Engagement/Satisfaction
4. Workplace Compliance
Employee Costs
• Average Costs of an Employee– Salary– Benefits
• Percentage of Revenue by Employee
• Employment Costs as a % of Operating Expenses
• % of time lost to absences
• Average overtime per employee
Employee Turnover/Retention
• Total replacement hires per year
• Total cost to hire
• % of new hires achieving after 6 months
• % of new hires achieving after 12 months
• % of new hires achieving satisfactory appraisals
• Cost of training per employee
Employee Engagement/Satisfaction
Annual measurements on attitudes and beliefs…• Compensation and benefits• Co-workers, managers• Promotion opportunities• Training• Work Tasks
Workplace Compliance
• Total number of complaints
• Total number of lawsuits/audits
– Cost of defense as a % of revenue
• Lost time to accidents
• Training
– Measure impact of training year to year against lawsuits and complaints
10 Steps to Selecting HR Software
1. Improve your HR Software knowledge• Employee Database• Payroll• Attendance• Time Collection• Training Management• Recruiting• ESS• Manager Self Service• Email Alerts• Benefits Administration• Benefits Open Enrollment• Carrier Connect• Position Control• Performance Review Management & Compensation• Succession Planning• E Forms• Government Compliance• Report Generation• Customization• HRIS Hosted – versus – Purchase
10 Steps to Selecting HR Software
2. Determine your HR Software needs • Be highly detailed• Needs Assessment might include:
– Windows Based or Web Based– Integrated Payroll– Training Management– Turnover Reports– Job and Pay History– Attendance and Accrual Tracking– Report Writing– Ease of Use
10 Steps to Selecting HR Software
3. Create a detailed HR Software requirements spreadsheet• Excel spreadsheet to use during evaluation process• Data Field Examples:
– Integrated HR and Payroll – Attendance Tracking – Training Management – Training requirements – Turnover Reports Standard or Custom – Job and Pay history – Interfaces to GL – Interfaces to Time Clock No Yes – Prices – Software – Annual Support – Implementation days – Implementation cost – Total Costs – Monthly Costs Option Cost
10 Steps to Selecting HR Software
4. Determine your HR Software budget• You don’t want the system to seem like a cost
center• Involve other departments• Include total as well as monthly amount
– Hosted options
10 Steps to Selecting HR Software
5. Select HR vendors to review• Limit to four or five• Picking vendors:
– Ask fellow HR colleagues– Speak with fellow SHRM members– Post for recommendations on HR
message boards, forums, or blogs
10 Steps to Selecting HR Software
6. Evaluate the HR software systems• Online or On-site demo• Score based on needs spreadsheet
10 Steps to Selecting HR Software
7. Research each company • Things to consider:
– How long have they been in business?– How many clients do they have?– References
10 Steps to Selecting HR Software
8. Set HR software implementation expectations and price• Define the scope in detail• Fixed Costs:
– Software– Support
• Variable Costs:– Implementation
10 Steps to Selecting HR Software
9. Make your purchase decision• Defined Needs• Selected Vendors to review• Shortened list based on price, capabilities, and company
strength
10 Steps to Selecting HR Software
10.Gain approval for the final purchase• Most important step!• Advice to gain approval:
– Group Agreement– Cost Justification– Value Add of HR Software
Demo
QUESTION AND ANSWERS
Contact Information
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The recorded webinar and presentation slides will be emailed to you today.
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