Beyond Spreadsheets. How Cloud Computing for HR Saves Time & Reduces Costs. January 11, 2012

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1 Beyond Spreadsheets How Cloud Computing for HR Saves Time & Reduces Costs January 11, 2012

2 Introductions Carl Kutsmode Partner at talentrise Talent Management and Recruiting Solutions Consulting firm Help employers align their talent related practices, systems and processes to achieve changing business performance objectives. Assess current state gaps, opportunities and talent or compliance risks Implement solutions to streamline costs and improve bottom line business results through talent Jason Lee Partner at Maven Wave Business technology solutions consulting firm Provide a fusion of business and technology expertise for companies seeking to plan and execute critical transformation or change programs 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

3 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

4 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

5 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

6 Your Web Browser becomes a Universal Computing Desktop All your apps and data can be accessed via the browser on any device

7 Any Business Use Any Device Any Role The Cloud Computing Enterprise Suite Powered By Sales Marketing Customer Service Operations Finance HR Info Tech Kiosk Chromebook Tablet Smart Phone Laptop Desktop Tablet Smart Phone ChromeOS Android Any Other Platform Gmail Instant Message Video Groups Sites Calendar Documents Spreadsheets Presentations App Engine Communicate Coordinate Create and Coauthor Customize Collaboration

8 Knowledge Worker Cloud Computing Enhances Collaboration, Data Management and Reporting Capabilities Across All Departments Sales Marketing Customer Service Operations Finance HR Info Tech Develop Proposal Identify Product Growth Areas Expand Channel Strategy Improve Distribution Throughput Forecast Business Case Benefits Admin & Recruiting Identify Automation Opportunity Google Apps Empowers the Knowledge Worker Benefits Key Communicate Find / share best resources and insights Coauthoring Coordinating Collaborate Create Share ideas and solicit feedback Converge / collaborate on single work product Low Cost Infrastructure Data Mgmt & Reporting

9 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

10 Case Study #1 RECRUITING METRICS DASHBOARD & REPORTING

11 Case Study Overview Background 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 Client Metrics Mgmt Approach 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

12 Overview of Cloud Computing Approach for Recruiting Metrics Data Management Legacy Collaboration Model Track and Logs Data / Creates Content Independently Cloud Collaboration Model Recruiter A Data Entry into a shared Google Doc Spreadsheet Final Team Review & Revise of Consolidated Report Consolidate Data / Content + Review for Errors 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 Combine Edits into Final Version For Mgmt Reporting Distribution Managers accesses the Recruiting Metrics Dashboard Report section of the Shared Google Doc to view Real-Time metrics - anytime

13 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

14 Example of a Recruiter activity metrics dashboard created for each recruiter and programmed to automatically updated real-time in the Google doc spreadsheet

15 Example of Hiring Manager Job Requisition Tracking & Prioritization Communication to Recruiters

16 View of the OVERALL Recruiting Activity Management Dashboard Report Detail View

17 View of the Recruiting Activity Management Dashboard - Graphical View Mouse over for actual count detail

18 View of Recruiting Pipeline / Activity Summary Roll Up By Business Unit

19 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

20 Case Study #2 CORE COMPETENCIES & BEHAVIORAL ANCHOR VALIDATION

21 Case Study Overview Background 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 Client Validation Approach 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 ed 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

22 Overview of Cloud Computing Approach for Recruiting Metrics Data Management Legacy Collaboration Model Field HR Business Partners Conduct 35+ Validation Focus Groups (VFG) with Stakeholders Cloud Collaboration Model Field HR Rep A VFG Focus Group Data Entry into a shared Google Doc Spreadsheet Rollup sent to HR Team weekly for trend analysis and periodic wording edits HR Admin Consolidate Data / Review for Errors & Trends 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 Upon Completion, final analysis is done and recommendations made to senior leadership regarding core competencies and behavioral anchor wording 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

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

24 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 ID s were used for data sorting and trend analysis

25 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 I PART II Enter the # of YES responses for each

26 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

27 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

28 Google Docs Business Impact, After 70% of VFG s were completed wording refinements were made to competencies and anchors. The remaining VFG s 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.

29 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

30 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

31 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

32 Questions? Carl Kutsmode, Partner Ph Jason Lee, Partner Ph (312)

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