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.