HRM 360 4-2 HR Inbox
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Southern New Hampshire University *
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360
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Information Systems
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Apr 3, 2024
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docx
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HRM 360 4-2 HR Inbox
Corine M. Williams
March 30, 2024
To: Tanice.Thomas@CompanyX.com
From: HRInbox@CompanyX.com
Subject: HRIS Information Security
Good afternoon, Tanice,
Thank you for reaching out to our HR Inbox instant messaging channel, with your concerns regarding the protection of your personal information. We would also like to take a moment to welcome you again to our team here at CompanyX. Although you were provided with
a lot of information, including our initial welcome, in your new hire orientation, the protection and security of your personal information our department collects were not covered. Because of your question we will be adding to our new hire orientation a brief overview of the HRIS we use in our department. An HRIS, or human resource information system, “contains highly sensitive data, including employees’ social security numbers, payroll information, and even medical information” (Rietsema, 2023). Data breaches of our HRIS can cause an immeasurable amount of damage to not only the organization, but to you the employee as well. It is therefore important to us that the security and protection of every individual employee’s personal data and information is one of our HR department’s top priorities. Our organization did a very thorough job when researching the best option before choosing which HRIS we would use. Leadership ensured we had a “security expert” (Rietsema, 2023) on the team chosen to select our HRIS.
Below I have listed just some of the additional precautions we take to ensure the security and protection of your personal data.
1.
With our system we set in place a restriction where employees “only have access to their own personal information” (Rietsema, 2023)
2.
We require authorized access for the approval of any change our employees make when using the HRIS.
3.
Our managers are only permitted access to information “based on relevancy to job needs”
(Rietsema, 2023)
4.
We consistently (once a month via email blasts) spread “awareness throughout the company of phishing schemes, i.e. suspicious pop-ups, emails, and phone calls” (Rietsema, 2023)
5.
We have “disciplinary policies that highlight the possible consequences of sharing access” (Rietsema, 2023) to passwords and other codes, permitting access to personal info contained in our HRIS.
Again, these are just a few of the precautions we have set in place. There is a more comprehensive list and information provided in your new hire manual. We also are more than happy to meet with you face-to-face to go over this comprehensive list of all the measures we have set in place. Lastly, as previously mentioned, we will be implementing an overview of our HRIS in our new hire orientation. The power point presentation containing that overview has been sent to all company department managers. They will be setting up within their departments a 1-hour meeting, based upon department scheduling where a member of our HR department will
come in to walk through this overview in depth. Please do not hesitate to reach out to our department with any additional questions or concerns you have for us.
Regards, Corine M. Williams
HR Manager
To: Jung.Keck@CompanyX.com
From: HRInbox@CompanyX.com
Subject: Measuring Employee Engagement
Good evening, Jung,
We received your request in our HRInbox for ways to measure employee engagement over a period. Employee engagement is crucial for the employees’ success within their roles in our organization. We also believe employee engagement is important to our organization because “it helps create a better work culture, reduce staff turnover, increase productivity, and build better work and customer relationships” (EveryoneSocial Team, 2023). One way to measure employee engagement is “regularly monitoring the company’s turnover rate” (AIHR, 2020). A suitable turnover rate each year is 10% (AIHR, 2020). It is a good idea to link the organization’s attempts at enhancing employee engagement with the turnover rate, to determine whether the organization’s attempts are positive or negative in effect. A turnover rate higher than
10% yearly or a noticeable increase in turnover following the organization’s attempts at enhancing employee engagement are signs that there’s “a problem the organization must address” (AIHR, 2020). Another way to measure employee engagement is using suggestion boxes. When employees believe or “feel that their voices are heard, they tend to be more engaged” (AIHR, 2020). By receiving employee suggestions and going further by implementing
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some of their suggestions, employees are less likely driven to leave their organization. A third way to measure employee engagement is using a type of employee survey known as a “pulse survey, which consists of no more than 10 questions, focused on one particular area you want to receive feedback on” (AIHR, 2020). After receiving the submitted surveys you can use a scoring system to determine which surveys show proof of engaged, neutral, or disengaged employees. Using this measure provides “a set of data telling you whether your efforts to boost engagement are working” (AIHR, 2020). These are some good tools to use to measure employee engagement and can be useful in providing proof to your director, as well as yourself, regarding where that level of engagement does or does not exist in your department. Please feel free to let us know how useful these options are for you. If you need any further help regarding employee engagement our team here in HR is more than willing and ready to assist you. You can always set up a time to meet with anyone in our department face-to-face for additional discussion. Regards, Corine M. Williams
HR Manager
To: Sharon.Custis@CompanyX.com
From: HRInbox@CompanyX.com
Subject: Data to Monitor Training Records
Good evening, Sharon,
Thank you for reaching out to our HR Inbox regarding the possibility of your training records being inaccurate. Monitoring training records should include tracking key data related to
the training itself. Examples of this data include a list or roster of employees who attended the training. The roster should include the employee’s ID number and the department they work in. Another example of data is the details of the training program, such as the name of the training, a
description of the training, its location, date, length of the training, and any possible prerequisites. A training schedule listing all training courses offered, their open dates, times, and locations is another piece of key data. Other data to include in monitoring training records are materials used or required for training like presentations, videos, or books; the trainees’ results from issued assessments; training feedback received from surveys; the cost of training; and training needs analysis. All this data can be easily maintained, tracked, and organized in the HRIS. This data made available in the HRIS can be easily “compiled into reports for audits or to send to appropriate officials,” (Rietsema, 2023), such as your workers’ compensation carrier. There is more data that you can use to monitor training records. However, these are just a few key examples to begin with. Please contact our HR department, first thing, Monday morning and set up a meeting with me specifically by the end of that week to provide further data you can use.
I would like to show you how our organization’s training records are maintained in our HRIS. I look forward to meeting with you next week. Regards,
Corine M. Williams
HR Director
References
AIHR Learning Bite. (2020, June 2). How to Measure Workplace Engagement? [Video]. YouTube. https://www.youtube.com/watch?v=qQf_Qu8hkcw
.
EveryoneSocial Team. (2023, June 14). Employee engagement: Why it matters for your company
. EveryoneSocial. https://everyonesocial.com/employee-engagement/#:~:text=Employee%20engagement
%20is%20so%20important,relationships%2C%20and%20impact%20company%20profits
. Rietsema, D. (2023, November 13). Keeping information secure throughout HRIS implementation
. Matchr. https://matchr.com/keeping-information-secure-throughout-hris-
implementation/
.
Rietsema, D. (2023, October 19). 5 ways a HRIS can help ease compliance worries
. Matchr. https://matchr.com/5-ways-hris-can-help-ease-compliance-worries/
.
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