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Emerging Trend in SSHR_PART1

Self Service applications has been around for long time in the HCM products.  The latest trend in the market is to maximize the number of transactions that can be enabled via self-service and Mobile. Here, we aim to analyze:-

1. Where Self-Service stands today

2. HR without Self-Service

3. Key Features of Self-Service

4. Latest trends in Self Service technology

5. Key Benefits with the latest edition tool

6. Key Players in Self-Service

Introduction (Self Service Today)

As consumers have expanded their use of desktops, laptops, smartphones and slates at home, they have come to expect the same consistent self-service access to corporate services from wherever they are, on whatever device they're using. Be it a Laptop, mobile, tab, or any device, employees are looking forward to  flexibility in processing their request, seeing their useful information, etc. in their own way.

There are a number of mobile, physical and virtual technologies that are required to support user productivity. IT currently is struggling to adopt, manage and secure these technologies without increasing operational costs or administration complexity. In order  to do so, IT has already started preparing  for a fundamental shift from a static, infrastructure-based IT to a user-centric model that orchestrates services around users and their requirements at any point in time. One of the key examples is web-based, 'Self-service application system' which gives enough flexibility to employees to access applications irrespective of where they are & what device they are using.

Self-service application in integration with Oracle e-business Suite HRMS system is a standardized and simplified platform which has given a uniform flow of information throughout the enterprise.

HR Without Self Service Application

In the absence of self- service, when a HR department in an organization is asked for some employee's information or report, they are actually reactive to this. They will have their own SLA's & can deliver as per those timelines. Also, only a few managers or executives will have access to the valuable information that may be required.  However, this real challenge is turned up using Oracle SSHR application. The information is actively pushed to the manager with clear indications that if thresholds are breached then immediate attention is required. This information is in turn available to the employees as needed.

Moreover, it has always been noticed that employee information largely stays bottled up in the HRMS system & with HR executives. Oracle Self-Service application has uncorked this HRMS bottle and has provided the employees & managers with flexibility to let the information flow freely.

 

In the absence of self -service application system, all professional HR users work mainly as keepers of data, manually entering and updating employees' data from forms & menus in the system. However this emerging trend has prompted the development of self-service application, that helps them in becoming administrators for ensuring data-integrity. This development should happen across the organization which will enable employees within their individual realms of expertise, with systems that are integrated across the firm. With managers and employees empowered to update and maintain their own information, HR professionals are moving now from being transaction processors to being consultative partners.

Key Features of HR Self Service tool


Data Security and Integrity

Making sure that sensitive employee data can only be accessed by those who are authorized is always a priority. However, regulating employee data access is a constantly changing and often complex procedure. In most cases who a user sees is based on the latest status of the employees, in terms of whom they report to, in what organization they reside, what type of job they hold, or other dynamic information.

 

Using Oracle HRMS Self-service application integrated with core HRMS system has definitely eased this process where we will have complete information about employees' basic details, assignment details (including organization, salary, payroll, job, grade, position, etc.) & hence the information flow becomes easier. In a standard system, we can easily control the functions access to be given to employees using Self-service application by defining Menus & functions. This can also be controlled at a level whether employees should have only view data access or editable data in system or delete access should be given. In an ideal situation,  an enterprise gives view only access to employees for certain details like Disciplinary details and  editable access to themanager and HR can have view, update and delete access.

 

Within an enterprise, it is very conjoint situation where they have an administrator role person who would like to access certain functions on behalf of employees mostly in cases where employee is not available for any reason. Also, the administrator needs restricted access for employees related to a particular sub-set of a large enterprise group. As an example, an administrator should access all employees related to particular division, business unit, store, etc. Using Self-service application integrated with core Oracle HRMS system we can define Security Profiles and easily control these type of requirements in an enterprise giving them a secured way of data access.

 

2.    Ease in Information Access

When using the the traditional Oracle Apps HRMS system, only HR professionals were able to access al information, whereas the employees and other business users struggled to view any required information.For eg- If a female employee is married recently & would like to update her marital status &  last name in system, she has to approach the HR professionals. However, updating marital status is necessary as it will have impact on the benefits that the employee is currently enrolled into. Having acself- service application, it gives enough flexibility to employees to update their Personal information like Viewing & updating Basic Details (First Name, Middle Name, Last Name, DOB, Marital Status, Nationality, etc.), Updating Addresses (Local Address, Main Address, etc.), Updating Phone numbers (office, home, mobile, pager, etc.) Dependents details along with relationship & also updating emergency contacts. The system gives enough flexibility to employees to control their data which in turn will be reflected in the Core HR system used by HR users. From a security perspective, it is always controlled such that an employee can have access only to their own data by using Self-service application however they have the flexibility to keep information up-to-date without HR intervention.


Managing Multiple Requests

There are multiple requests access which is given to Employees/Managers using Oracle Self -service application. Employees can easily initiate Absence Request, Training Request, etc without any HR involvement which can be configured further for any kind of approval like Line Manager Approval, etc. and further will be automatically updated in HRMS system. On the other side, Managers can initiate Transfer, Separation of an employee easily irrespective of where he is & what device he is using.

 

As per the latest trend in market, some domain experts condition their employees' related expenses to be paid through Payroll but not through Finance system. The reason is to pay an employee from Finance system in oracle EBS, we need to define all employees as suppliers however Retail domain industries will have different perception for suppliers & they want employees to be distinguished completely from it. As an example, Employee expenses like Business expenses, Company mobile/blackberry reimbursements, HRA loan, Salary advance, these are the components related to employees & should be paid using Payroll. To accomplish this requirement, we can configure these components in Self-service using SIT/EIT feature of HRMS & access should be provided to restricted users where they can fill-in information which is further processed in Payroll & finally paid to employee.

 

In the next blog, we will discuss in detail the latest trends in self service technology and how it will be beneficial to the business.

Comments

Article is articulate and as informative as one would get about HRMS. Author seems to be well informed and to the point about HR module. Please enlighten us with more in-depth deep dive.

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