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• Id Get My People on That if I Had Any People
  HR Departments Learning to Do More with Less

Jennifer Phillips, SPHR National Director of HR
Services Willis Employee Benefits of North
America June 9, 2004
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Agenda

• The State of HR
• Access the Current Situation
• Develop a Plan of Action
• Be Aware of Your Resources and Solutions
• Determine the Best Solution
• Present Your Ideas to Management

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The Future of Human Resources

• Business Skills
• Financial
• Project and process management
• Leadership Skills
• Create a vision and strategy
• Consulting Skills
• Along with the ability to market internally
• Technology Skills
• Develop a proficiency in a board array of HR
  applications
• Global Mindset
• Understanding the dynamics of a global marketplace

The future is here now and we must be prepared
to be successful HR professionals
2002 SHRM The Future of the HR Profession
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We Face Ongoing Challenges

• Changing Labor Pains
• Layoffs, contract workers, temps, outsourcing,
  part-time workers
• Rising Health Care Cost
• Pressure to Perform Strategically
• Finding Good Talent
• Staying on Top of the Latest Trends and Issues
• Not to Mention Laws and Regulations

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The Typical Human Resources Department
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Access the Current Situation

• Look at the human resources department
• Evaluate all key areas of reasonability
• Things to consider in this step
• Look for off the shelf audit / checklist
• Consider using an outside consultant
• Keep in mind the companys overall strategic
  goals and direction
• Involve other managers and employees

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Start with the Human Resources Department

• Are department personnel cross-trained to perform
  duties outside their major areas of
  responsibility?
• Do they work on team and department task force
  projects?
• Are departmental personnel professionally and
  technically competent?
• Do they serve as internal consultants to
  management as well as counselors to employees?
• Does the department staff work well as a team?
• Are they readily accessible to all customers?
• Are department personnel provided adequate
  training and professional development to meet
  organizational challenges and demands?
• Does the department subscribe to major technical
  and professional journals?
• Is there a credible performance appraisal in
  place clearly stating mutually established goals
  and objectives for department personnel?

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Evaluate all the Key Areas of Human Resources

• Recruiting, Selection, and Beginning Employment
• Performance Management
• Ending Employment
• Training and Development
• Compensation and Benefits
• Human resources Planning / Organizational
  Development
• Labor Relations

• Safety and Security
• Management Reports
• Outsourcing
• Employee Relations and Communication
• Workplace Policies and Rules
• Equal Employment Opportunity and Regulatory
  Compliance

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Developing a Plan of Action

• Keep these points in mind while creating your
  Plan of Action
• Establish realistic priorities based on staffing,
  what is already in place, and what is critical to
  the organization.
• Dont promise what is not achievable based on
  your resources.
• Dont be satisfied with adequacy strive for
  continuous improvement.

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Developing a Plan of Action

• Make a list of all activities or issues that need
  to be addressed and prioritize them
• What MUST be done (only business and legal)
• What SHOULD be done
• What COULD be done
• Look at options for solving the issues
• In house
• Create from starch
• Use resources
• Outsource
• Consultants
• Technology
• Vendors

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Be Aware of your Resources

• Resources do not have to cost a great deal of
  money You can find a great deal of resources at
  little to no cost to you
• Books
• The World Wide Web
• Organizations
• The government
• Cheap and easy technology solutions
• Your current vendors value added services

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Books

• 101 Sample Write-Ups for Documenting Employee
  Performance ProblemsA Guide to Progressive
  Discipline Termination
• There's no escaping problem employees. But with
  101 pre-written disciplinary write-ups at a
  manager's fingertips, there is a way to escape
  the headaches and anxiety of performance review
  or counseling sessions.
• 34.95 Non SHRM 26.95 SHRM Member

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Books

• 10-Minute HR Trainer
• Heres the system that gives you everything you
  need for targeted HR supervisor training. In just
  10 minutes per session you can deliver effective
  training - without the hard work of preparation.
  You get prewritten trainer outlines, reproducible
  handouts, plus case studies and quizzes. Free
  quarterly updates.
• Cost 295.00
• Can be bought on www.hr.blr.com

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The World Wide Web

• The HR field runs at a hectic pace, and often
  clear, precise, and up-to-date answers are needed
  on a moment's notice. Professionals must be able
  to quickly find the most accurate data available
  online, without getting lost in the abyss of
  materials available. They need to know where to
  find different recruiting services, legal
  information, tips on salary administration, and
  more.
• Designed to help readers get results fast, this
  informative reference guide
• Shows where to start an online search
• Directs users to the best sites
• Organizes popular sites into ten different
  HR-related categories
• Identifies special features that make each site
  informative and unique
• 13.95 Non SHRM 12.95 SHRM Member

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Some of My Favorite Web Sites

• http//www.kslaw.com/library/links_legalres.asp
• Provides links to high level legal research and
  publications on legal employment issues.
• http//www.complianceposter.com/changes.state.asp
  
• Provides information on state poster requirements
  along with details of changes in the law.
• http//www.washlaw.edu/
• Offers a variety of legal compliance and other
  related web sources for information. Very
  comprehensive. Provides access to state legal
  issues.

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Some of My Favorite Web Site

• http//www.businesspowerlaw.com
• Under Legal topics look for Employment and find
  QAs, Articles, Forms and Links. Also guides on
  how to choose an attorney.
• www.hrgopher.com
• A search engine for all HR topics and issues.
• http//www.naglo.org/State_links.htm
• Provides links to official state department of
  labor sites.

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Internet Based HR Knowledge Systems
Providing access to fast questions, laws,
research chapters, model documents and trends

• Benefits Administration
• Communications
• Employee Services Fringe Benefits
• Health Welfare Benefits
• Hiring
• Labor Relations
• Nondiscrimination
• Pay Systems
• Payroll Administration

• Productivity and Performance
• Recordkeeping
• Retirement and Pension Plans
• Safety, Security, and Risk Management
• Schedules and Leave
• Termination
• Wage Hour Law
• Work Rules
• Employee Conduct

Make this your first call and not your attorney!
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On-Line HR Resources Center

• Search Willis
• A web based research solution that allows for a
  one-stop location to access accurate and
  up-to-date HR information.
• Fast Answers
• Research Chapters
• Law Summaries
• Model Documents
• News and Trends

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Fast Answers

• A manager, an employee or your boss asks you a
  question you do not have the answer to where do
  you go?

I have an employee here at the plant I think has
drugs on them can I search them? I am in
Florida. I am terminating an employee in
California Do I have to pay out their vacation?
What should I be concerned about if I change from
a vacation policy to a PTO program? How do I set
up a variable pay program?
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Research Chapters

• Locate deep information on HR issues in a
  research format by selecting the icon Research
  Chapters.
• Select the topic you wish to search and the
  research chapter overview will be displayed.
• Dive deep into the chapter by using the index
  headers located in the blue box.

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Law Summaries

• Use the Law Summaries icon to reference
  federal and/or state laws on a specific subject
  matter.
• Federal laws will provide you with an
  introduction to the federal regulations
  surrounding the subject matter.
• If state law is applicable, a link to the state
  page will be displayed. Select the specific
  state to learn more about the laws governing the
  subject matter in any of the 50 states.

Written in easy to understand language
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Model Documents

• The Model Documents index allows you to search
  for sample documents such as policies and sample
  administrative forms that can be adapted as
  needed.
• These documents can then be amended to assist
  you in developing policies and forms for your
  organization.

Access hundreds of model documents ready to be
edited and implemented
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News and Trends

• This section allows you to view recent articles
  surrounding specific events and other industry
  news.
• Quickly e-mail the story to a colleague by using
  the e-mail icon on the horizontal tool bar.

Stay up-to-date on industry news
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Organizations

• Society for Human Resource Management
• Web Site www.SHRM.org
• The Society for Human Resource Management (SHRM)
  is the world's largest association devoted to
  human resource management. Representing more than
  180,000 individual members, the Society's mission
  is to serve the needs of HR professionals by
  providing the most essential and comprehensive
  resources available. As an influential voice, the
  Society's mission is also to advance the human
  resource profession to ensure that HR is
  recognized as an essential partner in developing
  and executing organizational strategy. Founded in
  1948, SHRM currently has more than 500 affiliated
  chapters within the United States and members in
  more than 100 countries.

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Organizations

• World at Work
• Web Site www.WorldatWork.org
• WorldatWork is the world's leading
  not-for-profit professional association dedicated
  to knowledge leadership in compensation, benefits
  and total rewards. Founded in 1955, WorldatWork
  focuses on human resources disciplines associated
  with attracting, retaining and motivating
  employees. In addition to serving as the
  membership association of the profession,
  WorldatWork provides education programs, the
  monthly workspanmagazine, online information
  resources, surveys, publications, conferences,
  research and networking opportunities. An
  affiliate organization, WorldatWork Society of
  Certified Professionals, administers and issues
  the certification designations in areas of
  Compensation and Benefits.

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Organizations

• American Society for Training and Development
• Web Site www.ASTD.org
• ASTD is a leading association of workplace
  learning and performance professionals, forming a
  world-class community of practice. ASTD's 70,000
  members and associates come from more than 100
  countries and thousands of organizations--multinat
  ional corporations, medium-sized and small
  businesses, government, academia, consulting
  firms, and product and service suppliers.

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The Benefits of Organizations

• Buyers Guide
• Training about topics in HR
• Research
• Surveys
• White Papers
• Sample Documents and Forms
• Bookstores
• Career opportunities
• Open lines of Communication

• Publications
• Events, Meetings and Conferences
• Networking

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Go Right to the Source The Government

• Manuals
• Questions and Answers
• Sample Policies
• Full Text Legislations and Summaries
• Documents and forms required for compliance
• Static
• Research material
• Entire presentations complete with overheads

• Web based updates and education
• New Releases
• Contact information
• State references
• Guides

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Go Right to the Source The Government

• Equal Employment Opportunity Commission
  www.eeoc.gov
• Enforces federal statutes that prohibit
  discrimination in the workplace.
• Occupational Safety Health Administration
  www.osha.gov
• The Occupational Safety and Health Act (29
  U.S.C.S. 651, et seq.) is a federal law that
  requires employers to provide a safe workplace
  for their employees. The Act, which is
  administered by the Occupational Safety and
  Health Administration (OSHA), applies to all
  workplaces in the United States and establishes
  safety standards, requiring that both employers
  and employees adhere to these standards.
• The Department of Labor www.dol.gov
• Federal agency that enforces certain federal
  employment laws dealing with wages, workplace
  safety, leave rights, and benefitssuch as the
  Fair Labor Standards Act, the Occupational Safety
  and Health Act, the Family and Medical Leave Act,
  and the Employee Retirement Income Security Act.

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Go Right to the Source The Government

• www.jan.wvu.edu/links/adalinks.htm
• This web site contains information related to the
  Americans with Disabilities Act of 1990 (ADA).
  From this web site you can access documents and
  manuals prepared by the EEOC, the Department of
  Justice (DOJ), the National Institute on
  Disability and Rehabilitation Research (NIDRR),
  and the Department of Labor. Items include, but
  are not limited to
• Accommodations Ideas
• Questions and Answers
• ADA Handbook
• Supreme Court Rulings
• ADA Sample Polices

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Technology is Changing The Way We Do Business
Knowledge Management
Benefits Administration
Training
Performance Evaluations
Changes in Employee Information
Employee Surveys
Background Screening
Succession Planning
Recruitment
Now all aspects of HR Administration that were
once manual can be done through technology
applications
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Where Do I Go To Become Tech Savvy

• A number of options are available to current and
  future HR professionals to increase their
  proficiency in technology. These consist of
• Classroom, Virtual and Web-Based Training
• Professional Memberships, Conferences and
  Seminars
• On-line HR Portals
• Books and Magazines
• Get Involved!

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Just One Way Technology is Helping HR
Training and Development of the Workforce
Courts are not alone, though, in stressing the
duty to train. Mandatory training has been a
standard mantra in EEOC settlement agreements
since the appointment of Cari Dominguez as the
EEOC Chair. The writing is on the wall and HR
professionals need to take note training is now
the rule, not the exception. Legal Review SHRM
August 2002
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What Difficulties do you face in Training

• A disperse group of employees
• Geographic dispersion
• Different time zones
• Shift work
• Flexible scheduling
• Cost related to travel time and travel expenses
• Productivity loss occurs with on-site and
  off-site training

• Sending a consistent message to your employee
• No matter how many times an instructor gives a
  particular presentation his/her performance will
  be different each time
• Employees learning pace
• Finding a subject matter expert

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e-Learning

• Willis Training Solutions
• Just-in-time training
• Anyplace
• Anytime
• Eliminate travel cost productivity losses
• Educate as many or as few as you want
• Always current
• No software to install
• Fiscally responsible

Next
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Ready Solutions

• Intellectual Property Trade Secrets
  Manager/Employee Versions
• Sexual Harassment Manager/Employee Versions
• Wrongful Termination
• Major Forms of Illegal Business Practice
• Antitrust Avoiding Anti-Competitive Practices
• Illegal Employment Discrimination
• Diversity Its Good For Business
• Illegal Workplace Harassment
• Workplace Violence Manager/Employee Versions
• A Guide to Giving and Accepting Gifts and
  Gratuities
• Avoiding Conflicts of Interest
• Drug Alcohol Free Workplace
  Manager/Employee Versions
• A Framework for Ethical Decision Making
• The Americans with Disabilities Act
• Hazardous Materials Precautions for Safe
  Handling and Storage
• Understanding the Foreign Corrupt Practices Act
• Legal and Effective Email
• Interviewing Within the Law - The Dos and
  Donts of Recruiting
• and Interviewing

Or create your own custom course
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Easing the Workload of Benefits Administration
Benefits Administration involves two main
functions
Communication And Enrollment
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Use Technology to Communicate

• Benefits Information Listing of plan
  information eligibility, cost, and side-by-side
  comparisons, etc.
• Forms/Document Information Ability to post
  documents such as SPDs, claim forms, enrollment
  forms, general HR forms, polices and procedures,
  handbooks, new hire paper work, etc.
• Frequently Asked Questions Common questions
  regarding plans
• Life Event Tools - Section relating to life
  events which may include list of to-dos,
  timing of benefits, changes, etc.
• Calculators Calculators to help employees plan
  for future life events mortgage, tuition,
  starting a family, life insurance needs
• Employee Messaging Ability for employer to post
  company-wide messages on home page or other
  posting areas
• Plan Comparisons Ability for employee to
  compare available plans side-by-side
• Internet Links/Resources Ability for employer
  to post links to outside websites for employee
  viewing

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Use Technology for Benefits Administration

• Employee Self-Service ability for employee to
  view and make changes to basic employee
  information such as address changes, emergency
  contacts, beneficiaries, etc.
• Enrollment Web ability for employee to enroll
  for benefit elections via the website (open
  enrollment, new hire, life status changes)
• Enrollment Alternative Vendor offers additional
  methods for enrollment other than web (IVR, call
  center)
• Employee Core Benefit Administration Ability
  for HR Manager to manage employee records
  (add/deletes, reset passwords, etc.)
• Employer Core Benefit Administration Ability
  for HR Manager to manage company information
  (locations, divisions, classes)
• Reporting Ability to produce basic reports
  relating to enrollment (canned and/or ad hoc
  reports)
• Billing Tool ability to produce bills for use
  in billing audit process. Bills should reflect
  volume on ancillary plans and/or total enrolled
  and total owed. Should also reflect
  changes/adjustments during specific billing
  periods

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On-line Tools for Day to Day Activities

• There are Web Based tools that allow you to
  complete day to day activities in a custom fit
  for your company. Such as creating job
  descriptions, policies, and more.
• www.performancereview.com
• www.jobdesriptions.com
• www.personnelpolices.com

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Determine your Best Solution

• Make a list of action items from your assessment
  placing them in order of importance
• List all solutions to your action items and the
  cost (time and dollars)
• Evaluate the present skills and knowledge in your
  current department
• Evaluate all your options for actions items and
  choose the best solution based on
• Cost
• Business needs
• Effectiveness over a long term period

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Presenting your Plan of Action

• List what needs to be done based on what you
  learned from your assessment.
• Share your plan of action with senior management
• Gain their input and, most importantly, buy in.
• Provide a time line for action, cost projections,
  why the tasks need to be done in business terms,
  and what the end results will be.
• When making your presentation to senior
  management be prepared make your presentation
  brief, to the point and professional anticipate
  questions and objections and be sure to allow
  enough time for your presentation so you won't be
  rushed.
• Don't forget the bottom line how will the
  company's business benefit from a human resource
  function? profit, productivity, increased
  business, employee satisfaction to name a few.

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Increase Your Effectiveness as an HR Professional
in Your Organization

• Understand the business
• Become a marketing expert
• Share your expertise
• Keep up to date with the latest trends and
  technology
• Advertise your services
• Develop your communication skills
• Understand the needs of your customers line
  management
• Choose your consultants with care
• Avoid using stopgap measures

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• Questions and Answers