Creating an Effective HR Portal That Resides in SharePoint

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1 Creating an Effective HR Portal That Resides in SharePoint Using a Pre-Built Knowlegebase to Accelerate Your SharePoint HR Portal Strategy customer implementations. Your implementation 2011 Enwisen. SharePoint is a registered

2 Enwisen Position Paper Creating an Effective HR Portal that Resides in SharePoint Why It Is Better to Leverage Pre-Built vs. Build HR-Specific Portal Content and Functionality You ve made a substantial investment in SharePoint an excellent tool for managing information, sharing documents, collaborating within groups and tracking workflow on projects. Now you re evaluating whether SharePoint is the right tool to create your HR portal. This position paper compares the effectiveness and ongoing maintenance efforts required to build complex HR content that is personalized and searchable vs. integrating a cloud-based, HR-specific portal/knowledgebase that sits within SharePoint via single sign-on. How Enwisen HR Portal/Knowledgebase Leverages SharePoint Enwisen s HR Portal/Knowledgebase is part of the HR Service Delivery Suite designed by HR best practices and subject matter experts. SharePoint with Enwisen s HR Portal/Knowledgebase Advantages With more than 10 years and $30M+ in research and development, there are many advantages to integrating Enwisen into SharePoint vs. using SharePoint to build your HR portal from the ground up. SharePoint Enwisen HR Portal/Knowledgebase with SharePoint Single infrastructure for all internal websites Collaboration tools/communities including virtual meeting workplaces, task lists Customizable pages, views, themes Limitations Software you maintain Further Benefits with Enwisen Cloud application; link or tab within SharePoint accessible via single sign-on (SSO) Pre-built, configurable templates and workflows specific to HR Configurable; look and feel match brand How Enwisen Can Help Full service; best practices consulting included; experts on staff as needed; reduces impact on IT/HR month build Average 6 months start-to-finish; Enwisen significantly fast-tracks your HR portal You must maintain all content Limited search, navigation, personalization Centralized security levels not sufficient for HIPAA-protected data Extra steps needed to make available outside corporate firewall Enwisen maintains thousands of company-specific plans, policies and procedures; delivers complete HR/Benefits Knowledgebase Strong personalization/searchability because toolset filters within documents; navigation structured around life events; interlinked results; ability to filter to employee/group level Additional level of protection for HIPAA data Available 24/7 inside and outside the firewall Enwisen complements, rather than conflicts with, SharePoint technology. Even if we had the amount of time or resources needed to deal with the personalization and security inherent in the integration among PeopleSoft, Enwisen and SharePoint, we wouldn t have done it because Enwisen delivers that configurability basically out of the box. Unless your HR function wants to hire or contract third-party SharePoint specialists to constantly develop, configure and maintain its HR portal functionality in SharePoint, Enwisen s SaaS-based solution allows you to spend your budget and HR labor doing more important work for the company. Mike Lapetina Director, HR Due Diligence Unisys

3 A Better HR Portal with Fewer IT/HR Resources and Lower Costs Enwisen s HR Portal/Knowledgebase offers IT and HR the best of both worlds: a portal that employees will use, is easy to maintain, and that leverages your SharePoint investment. HR information including employer policies, employee benefits and compliance is complex to create and maintain. It is also often time-sensitive, and requires additional levels of security to maintain and distribute. Creating HR portal content, and making it relevant and searchable, has a significant impact on IT and HR resources. Beyond the initial cleaning and loading, ongoing resources are required to keep the content current and in line with best practices. Enwisen s Software-as-a-Service solution requires fewer IT/HR resources because we: 1. Configure and maintain all your content 2. Deliver extensive pre-built HR content such as regulatory and life events 3. Provide a highly configurable, HR-specific platform, with pre-built templates, information architecture and search optimization 4. Invest in ongoing research and development, including leveraging extensive best practices from our extensive user community 5. Have partnerships with all major HRMS and self-service vendors Technical note: Enwisen uses adapters for dynamic passing of indicative data to personalize your portal site. Additionally, we provide hundreds of pre-mapped integration touchpoints between ESS/MSS and Enwisen HR Portal/Knowledgebase enabling employees and managers to complete transactions in context to relevant information and decision-support tools. Yet, if an HR portal is to be employeefriendly, information has to be personalized, searchable, in-context to transactions where applicable, available outside of the corporate firewall and easily accessed in 2-clicks or less. Without these foundations, employees will abandon the portal and call HR resulting in increased costs and lower satisfaction. That s where integrating Enwisen HR Portal/Knowledgebase with your SharePoint portal framework comes in. Up-to-Date, Personalized Content Maintained by Enwisen Advantage of integrating Enwisen HR Portal/Knowledgebase into SharePoint vs. building from the ground up: 24/7 access outside the firewall even if your HR self-service applications are inside! Intuitive search driven by deep linking to life events and content tagging Technical note: Enwisen uses SharePoint adapter (JavaScript) to perform asynchronous queries to the SharePoint search engine. Combined XML results are presented together on the same page. Personalization employees see only the information that is relevant to them (personalized by job role, location, bargaining unit and any parameters you define) Plus rapid implementation average 6 months vs months for in-house options! While many IT organizations would rather build it than buy it, that just didn t add up for us in this case. While we use SharePoint for many functions across the enterprise, it quickly became apparent that it wasn t the solution for HR. As many have stated, even if we had the time and resources to deal with the complexity of the HR data and the integration necessary with a host of third-party vendors, we wouldn t have done this. For two reasons: 1) Enwisen is cost-effective; Enwisen has already figured out how to knowledgebase the complexities inherent in HR, and 2) the value of an integrated Case Management tool enables fast and efficient start-up and a quicker journey to a true, tier-based Service Center, and ultimately to ROI. Karen Francks HR Services Pepco Holdings

4 Chart B: Building an HR Portal in SharePoint vs. Integrating Enwisen HR Portal/Knowledgebase into Your SharePoint Platform Project manager HR Need Corporate Portal Resources Required HR Generalist Graphic design Web Designer Included in license Information architecture Group filtering and personalizations Search engine metatags and optimization Intuitive interlinking/relational cross-linking Content development and loading Benefits plan comparison Medical cost estimator, including healthcare data Medical cost data Web Designer HR SME and HR and Content Subject Matter Experts Benefits SME and Benefits SME or Third-Party Purchase Delivered with Enwisen HR Portal/Knowledgebase Final HR portal delivered In average of 6 months vs months Pre-built site structure and navigation including usability research and customer input Pre-built and configured group rules based on inherent HRIS data ensure employees see only info pertinent to them Pre-built search optimized for HR inquiries ensures that employees get answers to inquiries in 2-clicks or less lack of good search results is #1 reason corporate portals are abandoned Thousands of related cross links Original HR content set up in topical structure Automated by Enwisen vs. custom programming of multiple comparison charts by group Dynamic calculator pre-built and configured to help employees make informed benefits decisions significantly reduces calls to Benefits and HR Included Life events construction 22 events and HR SME 22 pre-built life events Extranet/VPN access for employees and dependents outside corporate firewall Manager/HR professional content for events such as hire/terminate/review Site statistics and analytics with group filters Single sign-on integration with all back-end HR transactional and record systems Third-Party Purchase or Third-Party Purchase Access control Content from Bureau of National Affairs included and interfaced with your manager self-service solutions HR Pro for HR professionals Pre-built dashboards included Pre-built and provided increasing portal usage via a single point of access QA and testing Analyst Managed by Enwisen HRMS data integration TOTAL START-UP COSTS Pre-built integrations with major HRMS including PeopleSoft, Oracle, SAP, Lawson, ADP, Ceridian, SuccessFactors, Taleo, and many more allows employees to complete transactions in same session as information inquiry and decision support Delivered in average of 6 months vs months, Enwisen HR Portal/ Knowledgebase costs significantly less and typically delivers hard-dollar ROI within six months of deployment; see your Enwisen representative for pricing Buy vs. Build in SharePoint Hard-Dollar Cost Comparison Through an in-depth ROI calculator, Enwisen identifies hard-dollar cost savings for buying vs. building in SharePoint.

5 Ongoing Maintenance Costs Don t forget that a significant portion of your overall investment comes from maintaining what you ve just built. Ongoing maintenance costs are estimated at an additional $300,000 annually for portal solutions built in-house including content updates, cross links, tagging materials for search, new health plans, group rules and SSO for third-party vendors and more. Compare this with Enwisen: Enwisen provides ongoing maintenance requiring minimal HR support and no IT support unless new solutions are added to your HR core and/or you are doing a major HRMS upgrade. Bottom line: Depending on employee size and modules, Enwisen typically costs 50-70% less than building and maintaining an HR portal solution in-house. See your Enwisen representative for pricing specific to your organization. How the Integration Works Enwisen utilizes SSO from within your SharePoint site to securely and dynamically pass personalized data to the viewer. Our SSO API adds or updates accounts on the fly, manages navigation and coordinates sessions. In addition, our pre-built SharePoint and major ERP integrations enable employees to securely pass between Enwisen and the HR system of record for employee and manager self-service (ESS/MSS) transactions. Figure 1, below demonstrates a front-end authentication/transaction. 1. Employee logs in, gets authenticated by the SharePoint portal and clicks on Enwisen which can be a tab or link within SharePoint. 2. Employee s credentials are verified within a data warehouse authenticating the employee s role, group and more. 3. Enwisen s SSO/virtual login API passes those employee credentials to Enwisen as a trusted source; the employee does not have to reauthenticate. Credentials trigger a personalized display based on the employee s role, location, bargaining unit (if applicable) and other criteria defined in group rules. Hundreds of pre-mapped integration touchpoints between ESS/MSS and Enwisen HR Portal/Knowledgebase enable employees and managers to complete transactions in context to relevant information and decision-support tools. Figure 1. Simple Single Sign-On from SharePoint to Enwisen 1. Log in to Company Portal. SSO RECEIVER HR PORTAL Data sent over secure HTTPS post method Proprietary and SAML formats supported Data is tamper proofed and time stamped CLIENT PORTAL SSO SENDER CLIENT DATA 2. Verification goes through SharePoint to be validated in Client Database (HRMS). Profile is sent through SSO sender to HR Portal. CLIENT DATA ON SaaS PORTAL 3. Access granted and personalized data displayed based on group rule policies in HRMS. Supports deep linking navigation Supports coordinated sign-off Supports coordinated session management Automatically detects and re-authenticates when needed No external data files required

6 Your Customizations and Configurations Remain Secure Your joint SharePoint/Enwisen investment continues to be protected as you configure Enwisen solutions to meet your needs. Our dedicated IT staff ensures that changes you request will be considered Enwisen s HR Portal/Knowledgebase provides a SharePoint ready, pre-packaged HR portal knowledgebase that can be rolled out in an average of 6 months vs months. This significantly reduces the impact on IT and HR resources and results in lower harddollar costs while providing key features that determine a portal s adoption and usage by employees, including search, personalization and contextrelative to the SharePoint environment. Conversely, as you configure SharePoint or your HRIS, our team will work with you to ensure that SSOs and other data are unaffected. Summary to-transactions. Customers using this solution leverage Enwisen s 10 year, $30M investment in HR technology and best practices. The integration of Enwisen HR Portal/Knowledgebase and SharePoint is a cost-effective way to maximize your SharePoint investment and enrich the user experience. In other words, Enwisen allows you to provide better HR service delivery with fewer resources and lower costs. About Enwisen Enwisen a Lawson business unit is the leader in Software-as-a-Service solutions that help employers provide better HR Service Delivery with fewer resources and lower costs. Enwisen s HR Service Delivery Suite allows customers to adopt a multi-tier service delivery-approach that has produced measurable ROI for hundreds of customers like Yahoo!, Alegent Health, Hershey Entertainment & Resorts, State of Montana, Fox Entertainment Group, Nissan North America and Unisys. Enwisen, Inc Redwood Blvd., Suite 109 Novato, CA enwisen.com x 240

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