Why HR Directors are taking a more active role in

WORKFORCE MANAGEMENT PROJECTS

The benefits of installing a workforce management system in an organisation have been well documented over the

years; however, who should actually be

involved in such projects is not always so obvious. In this paper we will explore why the most senior HR management in organisations are now getting actively involved in these projects.

Why HR Directors are taking a more active role in Workforce Management Projects
The area of Workforce Management (WFM) has undergone significant change in recent years. Some of this change has come about due to advances in technology, and some due to the way modern businesses operate, compete and utilise labour resources. Workforce Management is essentially the process of balancing work requirements with available resources. It is a planning and

Furthermore, we will look at how modern WFM solutions, are driving business performance and profitability, by striking a balance, between the needs of the business and the needs of the employee. And finally, we will reveal why todays HR Directors recognise both the importance and the benefits of taking an active role in WFM Projects.

The Role of the HR Director

First off, lets look at the role of the HR Director, and how this fits with WFM Projects. In most organisations the HR Director creates and directs Human Resources practices and objectives that in turn provide an employee oriented, high

accountability framework that enables organisations, to ensure that strategic objectives are met in an efficient, cost effective manner, while at the same time balancing the needs of the employees. Modern WFM Platforms, build a bridge between the operational and the strategic elements of a business. Complex scheduling constraints and local flexibility can now be woven into a framework, that preserves local flexibility, while also delivering, improved corporate governance, cost control and payroll to revenue alignment. In this paper we will look at the role of the HR Director and how this fits with WFM Projects. Following this, we will look at how the active involvement of the HR Director in WFM projects can provide a framework, to ensure that the objectives of both the HR department and the organisation are achieved.

performance culture. This culture emphasises areas such as; employee empowerment, excellence, efficiency, goal attainment and the recruitment and on-going development of an exceptional workforce. In most cases, your job probably encompasses the following fundamental roles.

(1) Strategic

Partner

Within

organisations

today, the HR Director is viewed as a strategic partner. In this role, you contribute to the growth and the success of the organisations business plans and objectives.

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You are responsible for creating the vision and implementing your Human Resources plans that will assist your organisation to achieve their overall mission and objectives.

How Workforce Management Solutions can assist you in this all-encompassing role
Strategic Partner The role of the HR director has changed

(2) Secondly, you are an employee advocate As an employee advocate; you play a vital role in the success of your organisation via your expertise and knowledge about

enormously over the years.

There has been a

radical change in the HR function from what was essentially viewed as an administrative function to todays organisation, where the HR director is valued as a strategic business partner.

employees. Your skills include, knowing how to create a work environment that

encourages participation, satisfaction.

employee achievement

motivation, and job

The HR business objectives are created to support the achievement of the overall business strategy and objectives. The HR director is extremely knowledgeable about the design of workforce

(3) Thirdly

you

empower

employees

management structures in which people succeed and contribute. This strategic partnership affects HR services such as the design of work positions; recruiting; reward, recognition and strategic pay; performance, development and appraisal systems; career and succession planning; and employee development. It is widely recognised today that

Your goal is to create a work environment in which employees are empowered,

productive, contributing, and happy. From here you can attract, recruit and retain the best employees.

(4) Fourthly you are a change champion With the only constant in business being change; you are regularly called on to champion change. Your knowledge and ability to implement successful change strategies mean that you are extremely valued by the other directors. Your

strategically managing human capital, creating and sustaining a strong organisational culture and a greater understanding of how to capture the imagination of the millennial workforce are critical to the success of any organisation. Organisations today realise that the most successful brands, differentiate themselves by their workforce.

knowledge of how to link change to the strategic requirements of the business, minimises employee dissatisfaction and opposition to change. The HR director as strategic partner sets the foundation to enable the HR function, to support and execute the organisations strategy, to achieve a competitive advantage. This strategy supports the development of employees, better workforce
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efficiency and ultimately, increased profitability for the organisation.

needs of the employees, and this is where a WFM solution can take centre stage. By achieving this

balance, the workforce will assist the organisation

How a WFM Solution will assist the HR Director as strategic Partner Attracts, retains and motivates employees by giving them more control and input over their work schedules. Reduces operating costs by making optimal use of your existing workforce and minimising the need for overtime and temporary labour. Improves productivity and quality by making informed real time decisions based on actual data. Optimises workforce scheduling and deployment by aligning labour resources with customer and business demand. Takes control of employee absences and manages holidays, time in lieu and sickness more efficiently.

achieve their goals and most importantly put a human face to the organisation. Striking a balance between the needs of the business and the needs of the employees A WFM Solution will give an organisation the tools to offer flexible working practices, which will enable your department to attract and retain the best employees, but only if you are actively involved from the outset. You are needed to ensure that your departments mission and objectives are an

Todays most successful brands differentiate themselves by their workforce

integral part of any project that impacts on employees.

Employee Advocate As employee advocate you know both the interests of the employees and the plans of the organisation, and help to find a suitable win-win solution for both. You recognise that humans are not like machines that can be switched on and off at will. The organisation can sometimes forget employees in the planning of new initiatives or simply look at them as a headcount number. As employee

The so called 9 to 5 or eight hour working day originated out of necessity during the Industrial Revolution in Britain in the 1800s. So much has changed since then in terms of how, when and where we do business, it makes you wonder why so many organisations are holding onto a working day that was created over 200 years ago.

Employee empowerment As a leader you want to assist employees to achieve both the goals of the organisation as well as their personal goals. A WFM Solution empowers

advocate you can bring the employees interests to the table so they can feel informed and comfortable. Leading companies today are realising that their employees need to be an integral part of their brand. As you are no doubt well aware, if an organisation really wants to leverage their greatest asset their workforce, they need to strike a balance between the needs of the business and the

employees to improve both their efficiency and effectiveness. With the help of an integrated WFM solution, employees are provided with the

framework and tools to assist them in achieving

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organisational

objectives

and

goals,

while

organisations that are not able to adapt are being left behind. Organisations need to be flexible and prepared to introduce change. As HR director you are responsible for the human capital of the organisation and employees are always affected by change. As the change champion you need to facilitate the changes in the organisation, and

encouraging and inspiring them to realise the vision of the organisation. The table below gives examples of how different departments and personnel will be positively affected and empowered.
Senior Management Modernisation of core business function Legislation Compliance Projected Cost savings Projected Time savings Productivity increases Improved staff relations Human Resources/Payroll Elimination of unnecessary duplication/re-keying & questions to HR Projected time savings Reduced absenteeism Improved functionality Information Technology Phase out of legacy system Better systems integration Modern technology Opportunity to phase out legacy hardware Line Managers Better management of overtime and absenteeism Elimination of paper & legacy computer systems New/improved functionality Accurate representation of business rules Self-service will lead to reduced administration Better reporting Employees Self-service functionality Multiple methods of recoding attendance Increased confidence in accuracy of T&A files Faster turnaround of queries from HR/Line Managers More accurate transfer of hours to Payroll

protect employees against the side effects of constant change. Many employees do not like change and sometimes see it as a danger. However with the technological advances in modern WFM solutions, change can be extremely positive for employees, as it can give them more control over their working lives. As change champion you need to be part of all major projects that impact on employees. Obviously WFM projects impact on employees but surprisingly, are sometimes mistaken for exclusive IT projects. This of course is a mistake, as it is the HR department that understands employees needs and motivation

Managers and supervisors get a clear picture of workforce activity through detailed dashboards, KPIs and reports on attendance, absenteeism, overtime, holiday balances, scheduling and sick leave. Furthermore they receive real-time event driven workforce data and can then make decisions based on those facts. They are capable of deploying their staff based on this real-time information and in turn reduce the organisations operational costs. With the introduction of a WFM solution, employees get greater control.

and can therefore provide very useful advice during the project and its implementation. Human Resources can include several actions to the project plan to help the employees, understand the impact of the project on their lives in the organisation. As change champion you can assist employees understand any changes that occur due to WFM projects and minimize the impact. With ultimate responsibility resting with you for directing HR operations, its essential that you are actively involved in WFM projects. By getting involved from the start, you set the tone and define the HR

Change Champion The business world is constantly changing and

policies thereby, ensuring that your departments goals and objectives are achieved.
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How a WFM solution will assist the HR department Standardises the organisations policies and rules. Formalises workflow authorization. Reduces absenteeism. Saves time, eliminates errors and duplication. Encourages employee self-service. Facilitates compliance with health & safety / Working time Directive. Supports flexible and family-friendly working arrangements. Ensures compliance with county specific employment legislation. Streamlines internal processes.

organisation more productive and competitive. Modern WFM Solutions go beyond simple time and attendance functionality. World class companies

today are using WFM solutions to introduce flexible working options, optimise labour planning,

scheduling & modelling, respond to union and legislation requirements, track and cost projects and manage planned and unplanned absences. Todays integrated WFM solutions build a bridge between the operational and the strategic elements of the organisation and therefore require that you are actively involved in these projects.

How Workforce Management Solutions are driving business performance today

Leading organisations today realise the importance of aligning all labour costs, with associated revenue and business profitability. The who, when, where and doing what, needs to be measured effectively and this is where a comprehensive WFM platform plays its part. Employees get the tools and operating

Summary
HR directors have come to realise that In order to compete effectively in todays business environment, they need to be involved in Workforce Management Projects. It is the workforce who will be instrumental in the successful implementation of an organisations objectives. The recognition of the importance of

parameters they need, at every level to deploy resource plans and schedules effectively, while delivering top down management controls over payroll overhead, overtime, contract staff, absence management and other major cost drivers in the business. Labour is the biggest single overhead in all organisations; yet, it is often overlooked. As you are well aware, employee time is one of your organisations most valuable yet costly resources. Easily accessible knowledge of employee time results in faster decision-making, improved scheduling and better labour cost management, which makes your

achieving this buy-in from the entire organisation has prompted active involvement by HR leaders. This involvement proves to both the other directors and the employees, their commitment and their

understanding of these projects and the benefits they can bring to the organisation. They are

demonstrating that they want to be consistently used as strategic partner in the organisation and that their knowledge and expertise should be exploited. If you believe this too, talk to us further about how a modern workforce management solution will benefit your organisation and assist you in your role, responsibilities and objectives.

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Other Papers in this Series

Top 10 Tips on how to successfully manage a Time & Attendance Project. How efficiencies & consolidation could shave up to 5% off a companys payroll Top tips on how to reduce absenteeism in your organisation. Selecting a Time & Attendance System Advice and Tips before you buy.

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