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Beyond Spreadsheets

How Cloud Computing for HR


Saves Time & Reduces Costs
January 11, 2012

Introductions
Jason Lee
Partner at Maven Wave

Carl Kutsmode
Partner at talentRISE

Talent Management and Recruiting


Solutions Consulting firm

Business technology solutions consulting


firm

Help employers align their talent related


practices, systems and processes to
achieve changing business performance
objectives.

Provide a fusion of business and


technology expertise for companies
seeking to plan and execute critical
transformation or change programs

Assess current state gaps, opportunities


and talent or compliance risks

Implement solutions to streamline costs


and improve bottom line business results
through talent

Strategic emphasis in cloud-based


solutions working with leading providers
such as Google

Differentiation in a relentless focus on


business value realized through proven
approaches, top talent and strong
partnering chemistry

Session Overview
Common HR & Recruiting data management business challenges
Overview of Cloud Computing and its benefits
Case study 1 Recruiting Metrics Dashboard and Reporting
Case Study 2 HR Core Competency Validation

Other potential Cloud solutions for HR and Recruiting


Q&A

Common HR Data Management Business Challenges


Redundant, inconsistent manual data entry of data for mgmt reporting of
HR or recruiting dashboard metrics
Lack of user sophistication in manipulating data using Excel to create
meaningful charts and graphs for presentations and trend analysis
Hours of time spent manually exporting and formatting data from various
HR and Recruiting systems that are not integrated and then manually
merging it into a single roll up spreadsheet for key management talent
planning and analysis

What is Cloud Computing?


Definition
Delivery of software (computing) as a
service rather than a product, using
shared resources, software, and
information over the internet (public
cloud) or a private network (private
cloud). A.k.a technology Dial-Tone

Why should you care?

Changes the nature of how work gets


done inside the organization

Overturns the legacy solution


investment model that has driven your
IT related budget

Your Web Browser becomes a


Universal Computing Desktop
All your apps and data can be accessed via the browser on any device

Any
Role

The Cloud Computing Enterprise Suite


Powered By

Any
Device

Sales

Kiosk

Marketing

Customer Service

Chromebook

Tablet

Any
Business Use

Instant Message
Communicate

Smart Phone
Android

ChromeOS

Gmail

Operations

Video

Groups

Sites

Calendar

Coordinate

Collaboration

Finance

Laptop

HR

Desktop

Info Tech

Tablet

Smart Phone

Any Other Platform

Documents Spreadsheets Presentations


Create and Coauthor

App Engine
Customize

Knowledge Worker

Cloud Computing Enhances Collaboration, Data Management and Reporting


Capabilities Across All Departments

Sales

Marketing

Customer Service

Develop
Proposal

Identify
Product
Growth
Areas

Expand
Channel
Strategy

Operations

Finance

HR

Improve
Distribution
Throughput

Forecast
Business
Case

Benefits
Admin &
Recruiting

Info Tech

Identify
Automation
Opportunity

Google Apps Empowers the Knowledge Worker


Benefits Key

Communicate
Find / share best resources and insights

Coauthoring

Coordinating

Collaborate
Share ideas and solicit feedback
Low Cost
Infrastructure

Create
Converge / collaborate on single work product

Data Mgmt &


Reporting

New Cloud" Investment Model Offers Substantial


Operational & Financial Benefits
Companies that take advantage of the cloud opportunity will REDUCE

Up front capital commitment

Ongoing support costs

Technical implementation risk

Time horizon to achieve benefits

Companies that take advantage of the cloud opportunity will INCREASE

Opportunities for productivity through collaboration

Global availability of applications and data

Speed, frequency, and transparency of new software improvements

Transparency and variable nature of the cost of information technology

Case Study #1
RECRUITING METRICS DASHBOARD & REPORTING

Case Study Overview


Background

Client Metrics Mgmt Approach

Client is a global professional services firm


with an older ATS that recruiters were not
using other than to store resumes and log
hires:

Cumbersome to use time intensive + too


many clicks

Poor metrics reporting capabilities


( inability / costly to customize)

Server based / very slow web based access


with firewall issues

Plans to move to Taleo in early 2012 so no


investment in upgrades or training

Recruiters each tracked all candidate data


in a separate spreadsheet
Hiring managers tracked open reqs and
communicated priorities in separate
spreadsheets
Once a week, all reports were sent to an
internal resource to merge data and rollup
metrics into a management pipeline
activity report

Data inconsistencies - required frequent


requests for correction by admin

Manual process resulted in margin for


error in calculations

Consolidation and review process - took


most of a full day of admin time

Overview of Cloud Computing Approach for


Recruiting Metrics Data Management
Legacy Collaboration Model

Cloud Collaboration Model


Recruiter A Data
Entry into a shared
Google Doc Spreadsheet

Track and Logs Data / Creates Content Independently

Consolidate Data / Content +


Review for Errors
Final Team Review &
Revise of Consolidated
Report

Hiring Manager
Prioritize Open Reqs
and update Candidate
status feedback in
shared Google Doc
Spreadsheet

Recruiter B Data
Entry into the
shared Google Doc
Spreadsheet

Managers accesses the Recruiting Metrics


Dashboard Report section of the Shared Google
Doc to view Real-Time metrics - anytime
Combine Edits into Final Version For Mgmt Reporting Distribution

Example of a Recruiter Individual Candidate activity tracking data entry


worksheet using a Google Cloud doc spreadsheet
Each Recruiter enters their data real-time daily into the shared Google doc
on their respective worksheet tab found at the bottom with their initials

Example of a Recruiter activity metrics dashboard created for each


recruiter and programmed to automatically updated real-time in
the Google doc spreadsheet

Example of Hiring Manager Job Requisition Tracking &


Prioritization Communication to Recruiters

View of the OVERALL Recruiting Activity Management


Dashboard Report Detail View

View of the Recruiting Activity Management Dashboard Graphical View

Mouse over for actual count


detail

View of Recruiting Pipeline / Activity Summary Roll Up


By Business Unit

Google Docs Business Impact On Recruiting Team


Reporting
Eliminated errors in recruiting metrics tracking and reporting
Eliminated up to 8 hours a week of admin time performing data
consolidation, verification, revision and final metrics report publication
Improved timeliness of communication of candidate status and hiring
manager job requisition recruiting priorities

Extremely inexpensive solution between low-cost Google licenses and


relatively modest tool setup & configuration by Maven Wave
ROI in recruiter, hiring manager and admin data management efficiencies
ongoing = Significant

Case Study #2
CORE COMPETENCIES & BEHAVIORAL ANCHOR VALIDATION

Case Study Overview


Background

Client Validation Approach

Client is a global energy firm in the


process of determining a new set of Core
Leadership Competencies and Behavioral
Anchors.

Validation to gain feedback from a


broader audience of leaders and
engineers in the organization beyond the
senior team was critical to adoption of the
new competencies and anchors.

Two Components to Validation:

Competencies selected and descriptive


words used are appropriate to all levels

Behavioral Anchors proposed and wording


are appropriate and clear to all levels

HR Business Partners were to be


deployed in the field to conduct 40
stakeholder focus groups. Excel
spreadsheets or a PowerPoint template
was to be used for data capture.
Data collected was segmented by position
level and geographic region to capture
trends.
Daily, all completed data capture reports
were to be emailed to an internal
resource to merge data and rollup metrics
into a management report for analysis.

Manual process resulted in margin for


error in calculations
Consolidation and review process - took
several hours a day to complete

Overview of Cloud Computing Approach for


Recruiting Metrics Data Management
Legacy Collaboration Model

Cloud Collaboration Model

Field HR Business Partners Conduct 35+ Validation Focus


Groups (VFG) with Stakeholders

Rollup sent to HR
Team weekly for
trend analysis and
periodic wording
edits

Field HR Rep A VFG


Focus Group Data Entry
into a shared Google
Doc Spreadsheet

HR Admin Consolidate Data /


Review for Errors & Trends

Upon Completion, final analysis is done and


recommendations made to senior leadership regarding core
competencies and behavioral anchor wording

Field HR Rep C VFG


Focus Group Data Entry
into a shared Google
Doc Spreadsheet

Field HR Rep B VFG


Focus Group Data Entry
into a shared Google
Doc Spreadsheet

Management team Real-Time access to the VFG


feedback Dashboard metrics section of the Shared
Google Doc - Facilitates regular dialogue and
edits to competency and anchor wording

Validation Data Collection Links

3 Links to the Competency Validation focus group data capture tool were provided
for upload to the clients HR SharePoint site for easy, centralized access by the field
HR VRG Group team.

Validation Data Collection Instructions

Focus Group facilitators completed a


simple online Google Doc data input
FORM for each focus group session
conducted at each client office
location

The information captured at the top


allowed for real-time data analysis
by location and position level.

Unique focus group IDs were used


for data sorting and trend analysis

Validation Data Collection Form Overview

Part I Edits to the competency definition wording


Part II Edits to the Behavioral Anchor definition wording and confirmation of clarity and
relevance to each position level

PART II

PART I

Enter the # of YES


responses for each

Validation Data Analysis


Real-Time Dashboard

Field HR user level only, AND Management OVERALL level, access was provided to view the roll
up real-time dashboard for all competencies and anchor feedback.
Scores less than 70% - Data and suggestions were reviewed for trends by position level, location
and group
Feedback Trend
Analysis focused on
wording not being clear or
relevant to all levels and
captured wording change
suggestions

VRG Group Data Analysis Trend


by Position Level
Important to segment and
analyze by position
level to get the full
picture.
Position level 6
feedback did not
track with the
overall trend data
on prior slide
indicating some
issue with clarity or
relevance by
position level

Google Docs Business Impact

, After 70% of VFGs were


completed wording
refinements were made
to competencies and
anchors.
The remaining VFGs data
was analyzed and a
FINAL check of OVERALL
and POSITION LEVEL
trends was done to
ensure 70% or more
agreement on clarity
and relevancy.

Google Docs Business Impact On


Competency & Anchor Validation
Eliminated up to 16 hours a week of admin time performing data
consolidation, verification, revision and metrics rollup
Real-time ability to analyze VRG Group feedback trends by position level,
by competency and location
Facilitated more informed and accurate decisions related to competency
and anchor wording changes.
Changes were made to 12 of the behavioral anchors and 3 of the competency definitions
to achieve the final desired overall acceptance score of 70% or higher.

Provided a repository of validation data to support compliance audits and


which could be used as a benchmark in future competency work

ROI in Field HR and admin data management time efficiencies =


Significant

Recap: Key Benefits of Cloud Computing for HR and


Recruiting
Web based collaboration and data management, review and analysis
Real-time, collaborative and shared document review and editing with
Version History and Control
Automated data analysis, consolidation and reporting capabilities
Standardization of practices = improved compliance
Significant reduction in time and costs to execute; Low barriers to
entry
Reduced or eliminated dependency on IT support

Other Potential Google Doc Solutions For HR or


Recruiting

Regular job description updates - AAP

Real time collaboration


Version history tracking
Improved compliance

HR and Recruiting Dashboards pull data from various systems


Performance Reviews

Benefits enrollment forms repository and version control


Recruiting sourcing strategies collaborative knowledge base
Web video conference focus groups instead of in-person focus groups
Shift scheduling of virtual workers
Absence Management

Questions?

Carl Kutsmode, Partner

Jason Lee, Partner

carlkutsmode@talentrise.com
Ph 773 509 6801
www.talentrise.com

Jason.lee@mavenwave.com
Ph (312) 878-4102
www.mavenwave.com