Fri. Oct 22nd, 2021

Human Useful resource Data Methods

The aim of this paper is to determine different firms who’ve confronted related human sources points with regard to info know-how. By way of benchmarking completely different firms we are able to find out how different firms have dealt with sure human sources points associated to info know-how, info programs, new know-how, and knowledge safety. An total evaluation has been accomplished utilizing analysis on IBM Europe, Ameriprise Monetary, Terasen Pipelines, Shaw’s Supermarkets, CS Stars LLC, IBM, WORKSource Inc., and Toshiba America Medical Methods, Inc. This paper additionally consists of eight synopses of firms dealing with related difficulty to these within the studying.

New Know-how

With the altering world and fixed new know-how that’s accessible, managers want to pay attention to the know-how 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 Fifties. HRIS has gone from a fundamental course of to transform guide info maintaining programs into computerized programs, to the HRIS programs which might be used at the moment. Human useful resource professionals started to see the opportunity of new functions for the pc. The concept was to combine lots of the completely different human useful resource features. The consequence was the third technology of the computerized HRIS, a feature-rich, broad-based, self-contained HRIS. The third technology took programs far past being mere knowledge repositories and created instruments with which human useful resource professionals may do rather more (Byars, 2004).

Many firms have seen a necessity to remodel the best way Human Useful resource operations are carried out so as to sustain with new know-how 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 maintaining was achieved 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 know-how is WORKSource Inc. To satisfy the problem of dealing with 100 new staff, WORKSource Inc. acquired Net-based know-how applications 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 applications, WORKSource was capable of cut back waste and value.

The Web is an more and more well-liked option 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 trade of knowledge (Friesen, 2003). An intranet is a sort of community utilized by firms to share info to individuals inside the group. An intranet connects individuals to individuals and folks to info and data inside the group; it serves as an “info hub” for the complete group. Most organizations arrange intranets primarily for workers, however they will lengthen to enterprise companions and even clients with acceptable safety clearance (Byars & Rue, 2004).

Purposes of HRIS

The effectivity of HRIS, the programs are capable of produce more practical and sooner outcomes than might be achieved on paper. A number of the many functions of HRIS are: Clerical functions, applicant search expenditures, danger administration, coaching administration, coaching experiences, monetary planning, turnover evaluation, succession planning, flexible-benefits administration, compliance with authorities laws, attendance reporting and evaluation, human useful resource planning, accident reporting and prevention and strategic planning. With the various completely different functions of HRIS, it’s obscure how the applications profit firms with out taking a look at firms which have already benefited from such applications.

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 staff take pleasure in working with the web plan. “Since we started providing on-line enrollment, we have realized that staff need internet entry,” Donnelly [Senior Communications Specialist] says, to allow them to go surfing at dwelling quite 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 anyplace (Huering, 2003). By using the flexible-benefits software HRIS has to supply, IBM was capable of 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 functions is Shaw’s Supermarkets. To ensure that Shaw’s to raised handle its workforce, the corporate determined it was time to centralize the HR operations. After taking a look at completely different choices, Shaw’s determined to implement an Worker Self Service (ESS) system. Using self-service functions creates a constructive scenario for HR. ESS provides HR extra time to deal with strategic points, similar to workforce administration, succession planning, and compensation administration, whereas on the similar time bettering service to staff and managers, and making certain that their knowledge is correct. With this resolution, staff have on-line entry to kinds, coaching materials, advantages info and different payroll associated info (Koven, 2002). By giving staff entry to their private info and the flexibility to replace or change their info as wanted, HR was given extra time to deal with different points. Understanding the completely different functions HRIS has to supply will give firms the possibility to extend worker effectivity and cut 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). Probably the most vital challenges confronted by public personnel executives at the moment 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 seem a mandatory stem for a corporation, however until it will likely be an efficient device for HR operations, it is not going to assist improve effectivity and should hinder it as a substitute.

One firm that carried out 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. Nearly 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 capable of understand the advantages of the brand new HRIS system.

Safety of HRIS

The privateness of worker info has turn into a significant difficulty in recent times. With identification theft changing into a standard downside, staff have gotten extra delicate about who sees their private info, and the safety it’s stored in. By ensuring worker info that’s stored within the HRIS is related to the corporate and ensuring there’s restricted entry (password safety) to such info, firms could make its staff safer with the protection of their info. Whether or not digital or paper, worker information should 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 (O’Connell, 1994).

One firm that confronted a significant safety difficulty was CS Stars, LLC. CS Stars misplaced observe 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 downside was that CS Stars didn’t notify the affected customers 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 Data Safety Breach and Notification Legislation, efficient in December 2005, requires companies that keep computerized knowledge which incorporates personal info to inform the proprietor of the knowledge of any breach of the safety of the system instantly following discovery, if the personal info was, or in all fairness 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 have to 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 stored safe. Ensuring staff info is stored as safe as attainable there can be extra belief within the firm and the HR staff working with that info.


IBM, Terasen Pipeline, CS Stars LCC, and Toshiba America Medical Methods, Inc. are good examples of firms dealing with points just like human sources info know-how and human sources info programs. All of those firms know the significance of latest know-how, human sources info programs, and knowledge safety. The rest of this paper gives synopses of extra firms dealing with human sources points, how the corporate responded to the problems, and the outcomes of the corporate’s responses.

Firms Benchmarked

IBM Europe

The Scenario:

IBM is a worldwide group providing analysis, software program, {hardware}, IT consulting, enterprise and administration consulting, ring and financing. It employs round 340,000 individuals, talking 165 languages throughout 75 international locations, and serving shoppers in 174 international locations. In January 2007, IBM established a separate “new media” operate inside its company communication division. IBM essential objective is to teach, assist, and promote applications that make the most of social media. IBM Europe determined to develop inner communication by running a blog tips. The popularity was that running a blog was already occurring amongst IBMers, simply in an unregulated method. In an analogous method, institutionalizing a operate to deal particularly with new media is just not a company transfer, or establishing from scratch. It’s a response to the problems already rising within the firm. Now that these applied sciences are right here, persons are utilizing them, they’re rising and there right here to stay-we’re simply going to place some construction round them in order that we are able to attempt to optimize their use.” The customers resolve what applied sciences they need to use and the way they need to use them. That essential thought is that IBM understands that they need 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:

IBM’s 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 outdoors IBM on points referring to blogs, wikis, RSS and different social media functions. The primary thought is to teach, assist and promote applications that make the most of these instruments. IBM has a historical past of being a t the forefront of know-how based mostly company communication. From the multimedia brainstorming “WorldJam” that made information headlines again in 2001 wherein 50,000 staff worldwide joined an actual time, on-line idea-sharing session in regards to the firm’s course. IMB has at all times ready itself to make use of breakthrough applied sciences to ascertain a two-way dialogue with its staff. The necessity for social media was mandatory and will now not wait.

The Final result:

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, revealed inner running a blog tips way back to 2003, and is now transferring 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 principle intranet pages, however embrace outcomes from IBM boards, wikis, blogs and podcast/videocasts tags. IMB has an understanding that staff are now not staying in an organization their whole lives. It’s simply not like that any extra. In Belgium for instance over 50 p.c 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 technology, 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 option to work together over an online 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 functions 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 individuals really feel they will speak extra freely than they will write. Probably the most constantly well-liked IBM podcasts, with over 20,000 downloads per week.

Ameriprise Monetary

The Scenario:

The Division of Justice survey estimates that 3.6 million U.S. households had been victims of identification theft in 2004. Trafficking in private date goes past U.S. borders: the New York Occasions stories that stolen monetary info is commonly distributed amongst members of on-line buying and selling boards, and the consumers are ceaselessly positioned in Russia, Ukraine, and the Center East. One cause shoppers are involved about knowledge safety is the widespread publicity generated by breaches at monetary companies agency. In late December 2205, an Ameriprise Monetary worker’s laptop computer that contained unencrypted knowledge on roughly 230,000 clients 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 Seaside, Florida, says that the Securities and Change Fee requires funding advisors to have insurance policies and procedures that deal with the executive, technical, and bodily safeguards associated to shopper information and knowledge.

The Response:

Ameriprise Monetary needed to battle again and needed to implement “layers of safety.” It is vital for workers who their main enterprise laptop, and staff recurrently transport the pc between dwelling, workplace, and assembly websites. The vulnerability of this association and the necessity for a security software program program is way wanted.

The Final result:

Staff 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. Staff shops all shopper associated knowledge and tax preparation software program database on the encrypted drive, which staff has arrange with one gigabyte of cupboard space. The most effective factor is that when an worker turns off the pc the knowledge is saved “secure”, the software program robotically encrypts the digital drive’s knowledge. The software program additionally generates encrypted backup information, which staff retailer on CDs in a fireproof secure. This could maintain the info safe if any worker’s 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 applications which might be getting used to guard shopper’s info are RAID Stage 1 system to retailer knowledge on the drives which might be encrypted with WinMagic’s SecureDocs software program. Encryption ensures that anybody who steals the pc can be completely unable to learn the info, 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 Scenario:

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 have to discover a new system to maintain extra correct information.

The Response:

Previously Terasen had stored information on paper and with spreadsheets and with the expansion of the corporate, this method 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, Hewitt’s software service supplier mannequin with eCyborg was discovered to be the proper match.

The Final result:

Though there was issue adapting to a brand new method of recordkeeping, Terasen was capable of finding a system that can assist assist the present and future progress of the corporate. Fortuitously, a few of the HR employees had expertise working with an HRIS and had been capable of assist their colleagues think about new processes, as aided by a system. One theme typically voiced all through this course of was: “You guys do not understand how onerous we’re working after we could make it a lot simpler with a system that would do loads of this for us. You do not at all times must run to the cupboard for the worker file simply to get fundamental info. It may 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 keep a HRIS system. This technique has helped Terasen higher put together for present and future progress.

Shaw’s Supermarkets

The Scenario:

Shaw’s 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 employees is accountable for managing staff’ private knowledge. Their worker combine consists of roughly 70 p.c 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 employees oversees the corporate’s involvement with three unions and 6 separate contracts (Koven, 2002). To be able to assist handle the workforce, the HR employees grew to become fascinated by centralizing its HR operations.

The Response:

To be able to centralize HR operations Shaw’s determined to implement an ESS (worker self-service) resolution. Using self-service functions creates a constructive scenario for HR. ESS provides HR extra time to deal with strategic points, similar to workforce administration, succession planning, and compensation administration, whereas on the similar time bettering service to staff and managers, and making certain that their knowledge is correct. With this resolution, staff have on-line entry to kinds, coaching materials, advantages info and different payroll associated info.

The Final result:

Shaw’s has had constructive suggestions since implementing the ESS resolution. “The response from our staff has been extraordinarily constructive,” 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 selections, the worker price, and the corporate subsidy. An worker self-service software makes it very simple for them to grasp their contributions and protection choices. I obtained a number of e-mails from staff saying this was an ideal change and the way simple ESS was, which the case is just not typically when staff are choosing their profit choices.” (Koven, 2002). By giving the staff extra entry to their info they can see the profit selections accessible to them. Staff are additionally capable of replace their info on-line, which helps cut back the paperwork of the previous. Shaw’s has additionally seen enchancment in productiveness as a result of staff are updating info at dwelling, not throughout work hours.

CS Stars, LLC

The Scenario:

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 customers and others that their private knowledge had gone lacking. Cuomo’s workplace, which enforces the state’s 2005 Data Safety Breach and Notification Legislation, charged CS STARS LLC, a Chicago-based claims administration firm, with failing to provide discover that it had misplaced observe 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 company that assists in offering staff’ comp advantages underneath the state’s staff’ comp regulation. On Could 9, 2006, a CS STARS worker seen 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 customers would possibly 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 info on the lacking laptop had not been improperly accessed.

The Final result:

New York’s Data Safety Breach and Notification Legislation, efficient in December 2005, requires companies that keep computerized knowledge which incorporates personal info to inform the proprietor of the knowledge of any breach of the safety of the system instantly following discovery, if the personal info was, or in all fairness believed to have been, acquired by an individual with out legitimate authorization. The regulation impacts not solely companies of their dealings with their clients, however employers of their function as custodians of staff’ private knowledge. (Cadrain)

With out admitting to any violation of regulation, CS STARS agreed to adjust to the regulation and make sure that correct notifications can be made within the occasion of any future breach. The corporate additionally agreed to implement extra intensive practices referring to the safety of personal info. CS STARS can pay the Legal professional Common’s workplace $60,000 for prices associated to this investigation. (Cadrain)


The Scenario:

IBM’s paperless on-line enrollment system, launched in 1999, has proved to be a winner for each the corporate’s 135,000 energetic U.S. staff and the corporate, in keeping 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 staff’ can make the most of quite a lot of applied sciences to study points, analysis program info and entry choice assist instruments from their desktop computer systems. (Heuring, 2002)

The Response:

A type of instruments, a private medical price estimator, allows staff to calculate potential out-of-pocket well being care bills underneath every of the plan choices accessible to them, Donnelly says. Staff log in personally and are greeted by title and with vital info relating to their advantages enrollment, such because the deadlines and when modifications take impact. They robotically get entry to well being plans which might be accessible to them, and the calculator lets them evaluate estimated profit quantities for every plan.

“Staff can choose the well being care companies they anticipate to make use of in a selected yr, estimate anticipated frequency of use, and calculate potential prices underneath every plan possibility,” Donnelly says. “The suggestions that we have obtained from staff tells us that this device has actually helped them to make a comparability between plans based mostly on how they eat medical companies.” The calculator exhibits each IBM’s prices and the worker’s. (Heuring, 2002)

The Final result:

“Since we started providing on-line enrollment, we have realized that staff need internet entry,” Donnelly says, to allow them to go surfing at dwelling quite 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 anyplace.

Staff 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 obtained excessive marks for comfort as a result of staff can “get out and in rapidly.”

WORKSource Inc.

The Scenario:

To satisfy the problem of dealing with 100 new staff, WORKSource Inc. acquired Net-based know-how applications 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 had been processed and managed by a Skilled Employer Group. The corporate additionally has 52 administrative employees in its headquarters workplace. When the contract with the PEO terminated on June 30, 2006, these 108 staff had been instantly moved to the payroll of WORKSource, which meant Hahn’s workload greater than doubled efficient July 2006 (“Ideas,” 2006).

Hahn, in an interview with PMR, mentioned 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, Hahn’s 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 attainable about LEAN and joined an HR LEAN focus group” (“Ideas,” 2006).

The Final result:

Mastering the ideas of LEAN led Hahn to develop and apply her personal acronym of “REASON” to her division’s payroll and HR processes. Overview the method: map payroll duties from begin to end. Get rid of waste: decide easy methods to full a payroll job most effectively with out pointless steps. Analyze alternate options: analysis and consider the applicability of latest know-how. Promote improvements to administration: doc the return on funding of every innovation. Open the traces of communication: talk brazenly—and sometimes—with all stakeholders, together with staff and prime administration. By no means permit negativity: make change easy and enjoyable. Give staff loads of encouragement and time to study (“Ideas,” 2006). Judith Hahn was capable of implement the proper human useful resource features utilizing info programs.

Toshiba America Medical Methods Inc.

The Scenario:

Lynda Morvik, director of advantages and human sources info programs at Tustin, California-based Toshiba America Medical Methods Inc. (TAMS), thought it could 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 mandatory. 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 unbiased group firm of Toshiba Company and a worldwide main supplier of diagnostic medical imaging programs and complete medical options, similar 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 embrace 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 stay in September 2002 after an on-time and on-budget implementation. Nearly 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 Final result:

In an effort to develop the utilization of the Net past the advantages enrollment course of, TAMS has posted a library of paperwork and kinds 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 applications 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 functions 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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