General Data Protection Regulation (GDPR): Are you ready for the new law?

If not, you are not alone. Recent research by Compuware Corporation shows that the majority of businesses surveyed are not yet ready with a plan to respond to GDPR.

As HRIS consultants working regularly in the EU with client’s sensitive data we are very aware of its importance and potential impact on organisations. So here is a quick overview of issues we think are worth noting.

What is it GDPR?

It is 220 pages of new data protection legislation designed by the European Commission to strengthen and unify data protection for individuals within the European Union.

It was adopted on 27 April 2016 and will come into force on 25 May 2018.  Once in force, it will require every organisation that offers products or services to EU citizens, as well as those handling data of EU citizens, to adhere to a strict set of data privacy and security measures.

And do not let the Brexit issue muddy the waters, the new legislation will be here in May 2018 whatever the Brexit timetable is so best get prepared.

Why is GRPR Important?

The definition ‘personal data’ has been extended which has far reaching consequences for business but really the main reason it is important and you need to take note, is that this new legislation has teeth! The fines are scarily massive for non-compliance – up to €20M or 4% of the offending company’s global annual revenue, whichever is higher.

This will be enforced in the UK by the ICO (which will no doubt be eager to plug the gap their income from the lost data register fees).

GDPR’s Key Issues to Consider:

  • Implicit consent now required with an onus on organisations to demonstrate that consent has been given (no more small print tucked away or pre-ticked boxes and it can’t be inferred from pre-ticked boxes or inactivity)
  • Right to be forgotten by organisation (can you enact this easily given that data may be fragmented and difficult to find)
    Data security breaches reporting will be required to reported to the ICO within 24 hours
  • Data Protection Officer needs to be appointed that is properly trained for the role and has direct access to the board / senior management team
  • Subject access request – the current £10 fee payable is to be abolished and the 40 day delivery period reduced to 30 days.

Going back to the “personal data” definition. This has been expanded in the new legislation as personal data now means any information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

In conclusion, it is time to get ready for the coming legislation changes as data protection and how you manage the processes become increasingly important.

Does HR Self-Service technology boost Employee Engagement?

Does HR Self-Service technology boost Employee Engagement? Yes, in our experience employee HR self-service technology can help boost employee engagement if it is implemented properly. It empowers employees to manage their own personal data and boost the employee experience.

HRIS Drives Employee Engagement by…

Increasing Employees Input to Decision Making

With advances in mobile platforms and an exciting array of pulse tools, feedback apps, and anonymous social networking, employees can easily and quickly provide input into decision making. Research, by the Institute for Employment Studies and Towers Perrin, shows that enabling employees to provide input into decision making is one of the top drivers of employee engagement.

Increasing Autonomy

Employees can now view and amend personal data, make requests for leave, and access company information. Research from the Aberdeen Group has shown that more control over personal data leads to increased autonomy and higher employee engagement.

Drives Employee Empowerment

Self-service technology increasingly allows employees to take responsibility for their personal and professional development. Latest advances in the technology provides employees with more control. They gain responsibility for their own performance and development. Consequently, their career planning is increasingly being managed by the employee, freeing up their Managers time.

Why Driving Employee Engagement is important?

It’s important because engagement is seen as an important lever that HR can use to drive productivity in the business. Research by Gallup reveals that world class organisations have a near 10-1 ratio of engaged to disengaged employees while average organisations have around 2 to 1. So introducing self-service technology will drive employee engagement and productivity, when implemented properly.

If you would like help implementing effective HR self-service processes call Tugela People on +44(0) 1327 317701

Has HR Outgrown Spreadsheets?

Yes it has! Even though many still SME and mid-range organisations use spreadsheets, automated HR management systems now offer a viable cost effective alternative to process and analyse data. Read on as we discuss why HR has outgrown spreadsheets and should be embracing the move to automated systems.

Save Time for Your Staff

One of the most noticeable changes when switching from spreadsheets to a HRIS is how much time it saves the business. The amount of manual input time is considerable reduced, meaning staff are free to focus on other tasks.

Reduce Human Error

Spreadsheets require a lot of data inputting often from various sources; which increases the risk of human error. This can lead to a whole host of problems and inconsistencies further down the line. HR technology systems reduce this risk making for accurate and consistent reporting.

Protect Your HR Data

Protecting the personal data of employees should be a top priority for any business. If a spreadsheet that contains such information can be accessed by any employee then the security is simply not good enough. HR management systems make it much easier to control who has access to certain data significantly, decreasing the risk of security breaches.

Link Your Systems Together

From performance management to payroll, there are lots of different process and systems within HR and the business that need to work together seamlessly, a task which can be very difficult when relying on spreadsheets. Automated systems help to streamline data meaning that greater consistency can be achieved and each component is easier to manage.

Ease of Access

An automated human resources management system makes it easier and cheaper for employees and managers to access the information they need. With everything they need available to hand, more time can be spend on important projects, rather than searching for the relevant spreadsheet to complete a task.

Analyse Your HR Data

The data produced by HR management systems is much cleaner than the data produced by spreadsheets and so ensures errors are reduced when it comes to analysis. This means you can produce reports and make business decisions much more effectively than your competitors who may still be using spreadsheets as an HR system.

Tugela People are leading providers of HRIS services to growing and mid-range organisations across the globe. Our HRIS expertise could help your company get on the right track to better people management, making for a much more productive business all round. Whether you are looking to upgrade a manual system or replace an existing vendor we can help. Our HRIS system technical skills and HR process knowledge add value to the implementation process. To find out more call +44(0)208 144 5213

How to Unlock Your HR data?

Recently I read an article on the HR Zone website titled “Unlock Data in HR“. Towards the end of the article I came across what I think is some excellent, succinct advice on “how do you unlock the value of your HR data?”:

  1. Don’t wait for the perfect system or perfect time – it will never come. Messy data is often used as an excuse, don’t let it be! After all, you have to start somewhere.
  2. Visualise the data as quickly as possible. Visualising data is much more engaging than a row of tables, surfacing anomalies more quickly and facilitating an active, valuable conversation around the data and what it represents.
  3. Collaborate with your finance team. HR and finance share a lot of the same data so by sitting down together you can cross check and benchmark across the business.
  4. Put data back into the hand of the business. Engage those who hold the data. Give them ownership and responsibility for their data, and regular feedback so they can see their progress.
  5. Connect HR inputs to business outputs. HR owns lots of inputs (recruitment, training, engagement, reward) and it has to connect them to business outcomes. Demonstrate the value your data, and more importantly your actions can add.

I hope you agree it’s worth sharing and helps you to make more of the HR data at your disposal.

If you want advice on how to implement HR analytics within your organisation or want to improve your current reporting, talk to one of our associates at Tugela People, on 44(0)208 144 5213

Benefits of HR Cloud Computing

HR cloud computing solutions are becoming an increasingly popular option among many businesses both big and small. But how are they beneficial to HR departments? Read on as we discuss the benefits of HR cloud computing

What is HR Cloud Computing?

The term ‘cloud computing’ simply refers to any computer system based on the internet. This includes the storage, management and processing of data on a remote server, rather than individual personal computers. In the digital age, cloud computing has become an obvious solution for many businesses IT departments. With many invaluable benefits, cloud based systems are becoming an increasingly popular choice for HR departments and businesses as a whole.

In years past, it would have been very difficult for managers who are based in different departments or on different sites to collaborate seamlessly on one specific project. Cloud computing makes it possible for people based on different sites to access . This is particularly beneficial for HR professionals who are often involved with most departments of the business. Not only does this save time and money, but it improves the quality of communication too. Employees are now able to keep up to speed with their colleagues progress in real time. Without cloud computing documents can only be updated by one person, from one computer at a time and need to be send back and forth via email, meaning more time is needed for each project.

Making HR Data Accessible

Now more than ever, we live ‘on-the-go’ lifestyles, both in our personal lives and at work. There has been a surge in the use of mobile devices and with this there is a need to make work more accessible. Cloud computer systems allow employees to access their documents from any device in any location. This means that employees have more control of their work-life balance and levels of productivity are increased. Documents can be easily shared with other employees from any location and there’s no need to struggle carrying armfuls of work on the busy commute home – it will all be accessible from your personal devices!

Updating to a new computer system may sound expensive, but in the long run cloud computing is an incredibly cost effective investment for businesses of all sizes. There is reduced need for on-site IT staff, and the license fees of traditional software are also eliminated. Without this added burden, there is less need for expensive training too. Storage space is no longer a problem because information is kept online. This means businesses do not need to invest in in-house large, expensive IT storage system to accommodate all the employees.

In Conclusion

Overall, cloud computing in HR is a step towards a future of better employee relations, improved communication and reduced costs. A more environmentally friendly alternative to previous computing methods, it puts the employee in control of their own work by saving time and being easier to access and update.

Tugela People offer a wide range of employment support services for small to medium sized businesses. Our expertise in the latest HR technology could save your organisation time and money as well as increasing productivity and helping you meet important goals.