IMPROVED DATABASE ACCESS SYSTEM

Abstract: An improved database access system is disclosed and claimed. The improved database access system comprises a thin client (22) interface layer, an integration layer (24), and a data layer (26) made up of a plurality of disparate databases. The integration layer (24) provides consistent interface and functionality enabling a single thin client interface (22) to serve as a unified access means for numerous databases. Also an improved human resource system utilizing the improved database access system.

Description: IMPROVED DNTNBNSE NCCESS SYSTEM CROSS-REFERENCE TO RELATED APPLCIATIONS This application claims the priority of U.S. Patent Application No. 60/182,840, filed February 16, 2000 and having the same title and inventors as the present application. STATEMENT REGARDING FEDERALLY SPONSORED RESEARCH OR DEVELOPMENT t Applicable. i BACKGROUND OF THE INVENTION ~> At the present time, companies use various database systems to implement 3 various business tasks. Many of these database systems are provided by separate vendors 4 and are not compatible. To access the data from such systems, different user interfaces 5 are required, which fails to provide a consistent look and feel for the data accessed by the 6 user. Moreover, the use of multiple interfaces and databases often results in an inability 7 to associate products, services and databases that could beneficially be combined in a 8 single platform. 9 Figure 1 generally illustrates two exemplary prior art database systems, 10 and 16. o Each exemplary prior art system includes a user interface that controls the flow of data i and information to and from the database where the data is stored. Each databases 2 system includes a user interface layer 11, 17 that contains a rules engine 12, 18 that 3 specifies the data to be retrieved from the database and how it is to be retrieved. For each 4 database the user interface layer and the rules engine combine to control access to the s data stored in the database system and to control the format and type of data that may be 6 stored and retrieved from the system. 7 There are several drawbacks associated with database systems of the type s illustrated in Figure 1. First, because each database 10 and 16 has its own user interface, 9 all access to and from the database must be through the respective user interfaces. There 0 is no clear and ready ability of third party systems or other databases to access the data i stored in databases 10 and 16 without passing through and utilizing the user interface layers 11 and 17. This poses problems as the user interfaces of databases 10 and 16 may have different rules engines and require data to be formatted in different ways so that separate, uniquely tailored, access must be made to each database. Moreover, because all access to the databases must be through the user interfaces 11 and 17, the user interfaces 11 and 17 pose a "bottleneck" — requiring all access to pass through the interfaces. This implementation also prevents multiple user interfaces from simultaneously accessing the data in a given database. These limitations of the prior art systems - requiring that data submitted or received from differing databases have a form tailored to that database and requiring access to the databases to pass through a user interface associated with that database — are undesirable in that they do not allow for effective combination of database systems into a composite database access system. The problems associated with the use of multiple databases are particularly significant in business activities that involve a number of diverse services and activities. For example, business activities associated with the field of human resources often involve employment issues, employee evaluation, employee management, employee handbook issues, retirement issues, compensation issues, and insurance issues. To date there has been no single integrated system that allows for the efficient combination of databases and computer programs relating to such issues into a single, unified - but flexible - platform. One object of the present invention is to overcome these, and other, deficiencies of the prior art. BRIEF SUMMARY OF THE INVENTION This invention relates generally to database systems. More particularly the present invention relates to an improved system for accessing disparate databases through one consistent user interface. Even more particularly, this invention relates to a computer based system and method for effectively combining, presenting, and allowing access to a variety of databases and computer systems and programs relating to business activities associated with human resources. BRIEF DESCRIPTION OF THE SEVERAL VIEWS OF THE DRAWINGS Figure 1 is a high level diagram of an exemplary prior art database systems, showing an integrated user interface and rules engine. Figure 2 is a high level diagram of one exemplary database access system established in accordance with certain teachings of the present invention, showing a thin client access layer, a integration layer, and a data layer. Figure 3 is a more detailed illustration of the exemplary database access system of Figure 2, showing details of the integration layer. Figure 4 is an exemplary logical architecture diagram for the database access system of Figure 2. Figure 5 illustrates a human resources system and tool that may be implemented using certain features of the present invention. i DESCRIPTION OF ILLUSTRATIVE EMBODIMENTS 2 One exemplary database access system 20 constructed in accordance with certain 3 teachings of the present invention is illustrated in Figure 2. The illustrated system is a 4 computer-based system that provides effective access to a variety of users to a variety of 5 databases and computer systems and support services relating to the field of human 6 resources. 7 It will be understood that the access system 20 of Figure 2 is a computer-based 8 system that includes one or more computers (and other hardware as described below and 9 as will be apparent to one of ordinary skill in the art) communicating with each other that 0 are running software to enable the computers to perform the tasks generally described 1 above. The specific construction of the computer software and hardware, and/or the 2 development of software to implement the described functions is not believed to be 3 significant, and variations in the hardware and the software will be possible without 4 departing form the teachings of the present invention. s There are three basic levels to the system 20: a thin client access layer 22; an 6 integration layer 24; and a data layer 26. The thin client access layer 22 communicates 7 with and accesses the intermediate integration layer 24 that includes unit based and data s based business objects. The integration layer 24 allows communication between the data 9 layer 26 the thin client access layer 22. The data layer 26 may include databases 0 functional features, and proprietary third party systems. The purpose of the system i illustrated in Fig. 2 is to integrate internal and external systems into a single data flow to 2 the user. The thin client access layer 22 allows individuals and systems access to the system 20. In the illustrated example, the thin client access layer 22 includes a variety of hardware and software systems that allow access to the system in a variety of ways. In the specific illustrated example, the thin client access layer 22 include web based interfaces 22a, a telephone interactive voice response (IVR) system 22b, and a telephone call center manned by live service representatives 22c. Each of these interfaces allows users to access the system in a controlled manner through the provided interfaces. It will be appreciated that the interfaces described above as 22a, 22b and 22c are exemplary only and that other interface systems may be used. For example, the thin client access layer could include systems for allowing access to the system by cell phone, wireless handheld device, or other mobile communicating equipment. Benefits from the use of the thin client interface layer 24 of the present invention include the ability to have interfaces uniquely tailored to specific users or groups of users. For example, a interface that is designed to receive employee information - e.g., name, address, etc. - can be developed that has graphics, color schemes and asks for information unique to different users of the system. Moreover, because the interface to the databases and systems in the data layer are controlled by the interface layer 24 it is possible to provide differing interfaces to users having access to the same database or systems in the database layer 24. The interface layer provides thin client access between the interfaces of the thin client access layer and the databases and systems of the data layer 26. Thin client access enables a novel standardized interface for numerous different databases. As described above, commercially available systems that compete with the present invention have a dissimilar architecture that prohibits access to information in third party systems. The unique functionality of the thin client access layer is a reflection of the integration layer 24. The integration layer 24 may be considered to be a middleware layer that implements features of the improved database access system of the present invention. The exemplary integrating layer 24 of Figure 2 reconfigures the information passed from the data layer 26 to the thin client access layer 22 and also directs data passage from the data layer 26 to the thin client access layer 22 and vice versa. The exemplary integration layer 26, however, does not re-create functional logic or store the databases that are included in the data layer 26. In the illustrated example, the intermediate layer 24 only provides an interface between the thin client access layer 22 and the data layer 26. The integration layer 24 of Figure 2 also includes unit-based business objects 24a and data-based business objects 24b. These business objects provide a means whereby a user accessing the system through the thin client access layer 22 is not encumbered by the database and rule engine programming implemented to retrieve data from differing components in the data layer 26. The integration layer 24 includes user interface components. These user interface components are basically state identifiers that pass changes down to the database components. The integration layer 24 also includes database components that control what records in the data layer 26 are modified and send the data to the proper location to properly update the database. The data layer 26 may include databases and functional features that can be part of various proprietary third party systems. The integration layer 24 insures that changes made by the user at the access layer are passed to the proper locations in the data layer 26 and that these changes are updated throughout the system. Changes made to any of the data layer components by third party applications are implemented throughout the data layer 26 by custom synchronization logic. Custom synchronization logic is developed on a system by system basis as required. Certain databases included in the data layer 26 may serve as dominant data bases. Dominant databases control the updating of other databases in the data layer 26 and ignore attempts to change themselves by subordinate databases. The feature prevents inconsistent data among the databases. As described above, the integration layer 24 allows the combination of multiple user interfaces provided by the thin client access layer 22 to communicate with a variety of databases and database systems provided by database layer 26. Such communication is enabled through the special structure of the integration layer. One example of a beneficial structure that may be used to construct the integration layer is provided in Figure 3. Figure 3 illustrates components of an exemplary integration layer 24 that includes a business object 30 that interconnects with the a rule engine user interface component 32. The purpose of the business object 30 is to implement some desirable business functionality in a manner transparent to the user of the system. For example, the business object may be associated with the task of keeping track of the current mailing address of an employee. When the business object 30 in the integration layer 24 receives a request from an interface layer client (e.g., a user accessing the integration layer through the thin client access layer 22), it passes this request to the rule engine user interface component 32 associated with that business object. For example, the rules interface component for a business object associated with tracking an employees address may require that the employee address include a zip-code extension, that the address be located within a particular state, that the address include an indication of whether the mailing address is the same as the residence address and may allow a change of address to be made only by a user who can authenticate itself as the employee at issue. In the illustrated embodiment, when a request is provided to the rule engine user interface component 32, it will then process the request consistent with the request of the rules established for that object (e.g., check the address data for rules violations) and pass the request to a messaging layer 33. The messaging layer 33 will then passes the request to one or more of a plurality of rule engine workers 34. Each of the rule engine workers perform functions similar to the rules engine illustrated in Fig. 1 as part of the user interface, i.e., they communicate data to and from the databases and systems in the data layer 26 in the manner required by the user and the various databases and systems in the data layer 26. The use of multiple rule engine workers 34 allows numerous business objects to request data from numerous databases simultaneously. Any number of rule engine workers may be concurrently implementing requests from any number of business objects, which are representative of any number of users or interfaces. The messaging layer insures that the next available rule engine worker processes the next request, thereby increasing the system speed through parallel operation of the rule engine workers. One of the benefits of the use of a rules engine interface component 32 and the rules engine workers 34 is that is allows for effective communication between users of 1 the system and the databases and system in the data layer 26. For example, in an 2 illustrated embodiment where the database layer 26 included databases and systems 3 relating to human resources, there would likely be one or more databases that maintain an 4 employees residence and mailing address. Through the use of the system provided 5 above, a business object that was charged with control of the employee's residence 6 address could receive a request - via the thin client access later 22 - for a change in the 7 employees residence address. The intermediate layer 26 - operating through the systems 8 illustrated in Figure 3 - could then check the address for errors, verify that the person 9 changing the address has the authority to do so, determine if the residence address lo change requires a change in the mailing address and then, dispatch rules engine workers u 34 to each of the databases and systems that would be affected by the chance in the 12 residence address. To the extent that the differing databases had different data format 13 requirements, or different rules engines concerning the form or requirements of the 14 residence address, the business object and its associated systems (e.g., the dispatched 15 rules engine worker 34) would format the data to be acceptable to the system or database 16 of interest. 17 The system described, therefore, allows a user to communicate and update is multiple databases by making only one change though the thin client access layer 22 and 19 the intermediary layer 26. This different from known systems in which a change in the 0 data of one database (e.g., a change in the residence address of a database keeping track i of an employee mailing list) would not affect the residence address as stored in a 2 database relating to the employee's insurance file and the change of the address in the 3 various databases would require individual updating of the databases. The system described in the preceding paragraph and illustrated in Fig. 3 thus decouples the interface layer 22 from the data layer 26, enabling multiple user simultaneous access to the data layer, as well as access by third party clients to the data. The business object illustrated in Fig. 3 provides the means whereby the user is not required to know which databases to query or what queries to issue. The business object implements the specific functionality required by the user ' s request through the user interface. The rule engine worker calls the specific database required to retrieve the necessary data or functionality. One particularly beneficial use of the database access system described above is to implement a unified human resources administration tool which is described below. The logical architecture that can be used to implement such a system is illustrated in Fig. 4. A brief description of each element in Fig. 4 follows below: The system of Figure 4 generally implements the three layer database access system of Figure 2. In particular, the system of Figure 4 includes a thin client interface layer 20 that comprises an Internet access unit 41, a web server 42, an Internet information server 43. and a interactive voice response system 45. The Internet access unit 41 comprises an Internet browser 41a that allows data communication through a web site. The Internet browser could be any known browser, such as Microsoft Internet Explorer or Netscape Navigator (e.g., 4.0 or higher). In the illustrated example the Internet access unit provides a Cookie ID Session 41b that provides a reference to each client (e.g., system user) session kept via a client side cookie that allows the browser to access state information from one Internet session to another. The Internet access unit 41 communicated using a known transmission protocol such as HTML 3.0. In the illustrated example the Internet access unit communicates through a web server is the transmission protocol between client browser and web server 42 which, in the illustrated embodiment is identified as SS APS and a Silver Stream application server used to present and collect information via HTML. In the illustrated embodiment the web server 42 includes a number of Java Server Pages (JSP) that contain embedded Java code that cause web server to emit HTML dynamically when a request to view a page has been received. The web server 42 also provides for a number of Data Source Objects (DSO) which form part of the intermediate layer 24. Data Source Objects are implementations of, for example, the Silver Stream's Data Source Object abstract classes that allow the Silver Stream IDE to interact with custom developed COM components. In essence. DSOs look to the Silver Stream server like a SQL database, when in fact they are talking to COM components. The web server 42 also includes Java wrappers that are built around user interface COM components that allow server to call methods and properties on the components. In addition to allowing for communication through the Internet access unit . the exemplary embodiment of Figure 4 also allows communication to occur through an Internet information server (IIS) 43, such as a Microsoft Internet Information Server that may be used to present and collect information via HTML. In the illustrated embodiment, the Internet information server, provides Active Server Pages (ASP) contain embedded Visual Basic script that cause the Internet Information Server to emit HTML dynamically when a request to view a page has been received. The illustrated system also allows for access through an Interactive Voice Response (IVR) system 44 allows users to access and perform transactions against data via the telephone. This element could perform the functions of the IVR element 24b of Figure 2. The IVR 44 may be constructed using known technology. In the illustrated example the information obtained form and communicated to the components of the thin client access layer 22 described above communicate through an intermediate layer 24 that includes a number of UI State Management Components 45. The UI State Management Components 45 are created components, established by software tuning on a computer system that encapsulate business logic that a user interface developer uses to gain access and perform transactions against data. In the illustrated embodiment, these components conform to the Microsoft Component Object Model (COM) specification. The UI State Management Components 45 provide the rule engine functionality components described above in connection with Figure 3. The intermediate layer 24 also includes a transaction server 46 which, in the illustrated example is a Microsoft Transmission Server that is a component and transaction server that dispenses runtime components on a distributed server to remote clients via the DCOM protocol. The transaction server provides Database Access Components 46a that are software-created components that encapsulate business logic that is required to be close to the data store for performance or other reasons. These components conform to the Microsoft Component Object Model (COM) specification. The transaction server also includes a distributed transaction coordinator 46b, which in the illustrated example is a Microsoft Distributed Transaction Coordinator. The distributed transaction coordinator 46b coordinates database transaction across connections and databases. All database access components enlist transaction through the distributed transaction coordinator 46b. The distributed transaction coordinator thus provides the a portion of the functionality of the messaging layer of Figure 3. In the illustrated example communication to the database layer 26 occurs through a variety of paths that can include a communications path to a database, or a number of databases in the data layer. In the illustrated example the data layer includes an Oracle database 50 that includes an Oracle listener and an Oracle server that utilizes Oracle DMBS to manage data. In the illustrated example, communications to the database 50 are made using SQL*NET which is an Oracle protocol used to communicate with Oracle database servers. In the illustrated example, communication through the intermediate layer to the database 50 in the database layer may be made through a first path in which communication occurs through specific communication objects 47, such as Oracle Objects for OLE, that are Object Model components create by Oracle that provide COM interfaces for accessing Oracle database information. Communication to the database 50 may also occur through a messaging server 49, which in the illustrated example is a Microsoft Message Queue server (MSMQ) that receives, stores, and distributes messages to client applications. The MSMQ server is used to load balance rule engine requests across rule engine worker applications. In the illustrated example, the messaging server 49 controls and dispatches the rule engine worker applications discussed above in connection with Figure 3. The messaging server 49 provides a messaging client, such as the Microsoft Message Queue client, that is used by database access components to communicate with the MSMQ server. Message 1 queuing is used to create a distributed rules engine server for the application of the 2 system. The messaging server also provides the rule engine workers which, as described 3 above, are created applications that processes rule engine requests from the MSMQ 4 server and executes rules as required to implement the desired system. In the illustrated 5 embodiment, the applications on the messaging server 49 may utilize drivers, such as the 6 Microsoft Open Database Connectivity drivers (ODBC) to communicate with the Oracle 7 database server. 8 Through use of system components as described in connection with Figure 4, 9 beneficial, multi-database and multi-systems may be beneficially implemented. One such lo databases access system is generally illustrated in Figure 5. l i Figure 5 generally illustrates the type of systems, databases and functionality that 12 may be implement through the use of a system as shown in Figure 4. Specifically, Figure 13 5 shows the overall structure of a human resources tool 50 that provides access to a large 14 number of users to a variety of databases and database systems. The functionality of is Figure 5 is illustrated using the multi-layered database access system as described above 16 in connection with Figures 1 -4. 17 Referring to Figure 5 system 50 constructed in accordance with certain teachings is of the present invention for providing human resource services is provided. In general, 19 the system 50 will comprise a number of hardware and software components that 0 implement the multi-layer database access system of Figures 1-4 to provide the i functionality to be described below. The specific hardware and software components that 2 may be used to implement the system of Figure 5 may vary from application to -li application and the selection and/or development of such hardware and software will be within the ability of one of ordinary skill in the art having the benefit of this disclosure. Referring to Figure 5, a base 51 is provided that may be a physical location that provides servers and other hardware running software that allows for implementation of the illustrated system. The base 51 may include a service location and assistants and supervisor who can directly operate on the system, field service calls or questions, and provide a mechanism for manual entry of data into the system. In addition to the base 51 and data warehouse 52 is provided. The data warehouse is a physical or logical location where the databases store the data that is used to populate the illustrated system. The data warehouse 52 may be located at the same physical location or at a remote location. Together the base 51 and the data warehouse 52 provide a system for managing human resource data and systems. In the illustrated example the base 51 and data warehouse operate together to provide a variety of data storage and management functions and other services and functions as described in more detail below. In the illustrated system access to the data and services provided by the system through various portals. Each portal allows individuals having certain characteristics access to data and serves of benefit or interest to that individual. In the illustrated example, there are six portals: a Business Manager Portal 53, an Employee Portal 54, a HR Manager Portal 55, a Retiree Portal 56, a Vendor Portal 57 and a System Administrator Portal 58. Each portal allows individuals having the appropriate characteristics to enter the system through one of the portals and to access services and data available through that portal and, potential, to change data when an individual access such data to through the portal has the authority to change the same. For example, the Retiree Portal 56 would allow an individual to access the system (through any of the available interfaces provided by the thin client access layer of the system) and, for example check on his or her retirement benefits or obtain information on the company from which he has retired and, potentially, from other retirees who use the system to maintain contact. Also, for example, the System Administrator Portal 58 may allow the system administrator to access various portions of the system and the data on the system for backup archival purposes, for controlling access to various services and data and other common system administrative features. Because the types of data and services that could be provided by the Retiree Portal 56 and System Administrator Portal 58 could vary significantly depending on the particular application of the system provided above, they will not be discussed in detail. Each of the portals allows access to a plurality of databases and services for those users that the rule engine for the portal determines have access to the databases and services provided by the portal. For example, the Business Manager Portal 53 allows access to the following databases and services: a Data Mining Suite 53a. an Organization Management Suite 53b, an Employee Management Suite 53c, an Employee Administration Suite 53d, a Group Compensation Review Service 53e. and an Organization Chart Service 53f. Many of these databases or services provide additional sub-services that are identified by the text blocks shown in Figure 5. In a similar manner, the Employee Portal 54 allows access to suitable authenticated employees who are determined to have access to the portal to: a My Resources Service and Database Set 54a, a Me and My Family Service and Database Set 54b, a My Job Life Service and Database Set 54c, a My Home Life Service and Database Set 54d, a Health and Welfare Suite 54e, a Retirement Suite 54f. a Payroll Information Suite 54g, and a Grocery Store Suite 54h. Like the services and databases available through the business Manager Portal 53, the services and databases provided through the Employee Portal 54 include sub-services and sub-databases as set forth in the text blocks of Figure 5. In the exemplary embodiment of Figure 5, the HR Manager Portal 55 provides access to a Data Mining Suite 55a, a Compliance Suite 55b. an Organization Training and Development Suite 55c, a Pay and Performance Service and Database Set 55d, and a Recruiting and Staffing Service and Database Set 55e, and a Project Online Service 55f. In the illustrated example, the Vendor Portal 57 provides access to a Project Online Service 57a, and the A general description of the functionality of each portal and the data and services (and sub-data bases and sub-services) that may be accessed through the same is provided below. It should be noted that the above description of several exemplary embodiments, and the following discussion of the portals of Figure 5, is made by way of example and not for purposes of limitation. Many variations may be made to the embodiments and methods disclosed herein without departing from the scope and spirit of the present invention. The present invention is intended to be limited only by the scope and spirit of the following claims. THE PORTALS BUSINESS MANAGER - DATA MINING SUITE NATURAL LANGUAGE QUERIES (BUS. MGR. VIEW) 53a SUMMARY DESCRIPTION ♦ Allows managers to query records of their employee using normal sentences ♦ Learns the "lingo" of the manager THE PORTALS BUSINESS MANAGER - DATA MINING SUITE STANDARD QUERIES (BUS. MGR. VIEW) SUMMARY DESCRIPTION ♦ Provides access to a library of standard reports, based on company rules ♦ Provides the manager with scripted feedback based on report results 1.6.2; 3.6.3 STANDARD QUERIES BUSINESS NEED The Standard Queπes application provides a list of queπes and reports that are common to Business Managers and HR Managers A key value to businesses is that the data from multiple applications may be reported and analyzed prov iding reports and v iew of data ne\er available before Standard queπes mav be generated from a set of reports made av ailable w ith each application or generated based on client request KEY USERS AND GOALS Business Managers and HR Managers * Provides simple access to standard and frequently used reports and queries * Allows Business Managers and HR Managers to design and request standard repoπs upon implementation of application FEATURES/FUNCTIONS * Integrates with Natural Language Queπes to allow one-time quer\ to become a standard report * Simple one-click access to v aluable reports and data * Integrates across all applications to prov ide distinct and comprehensiv e reporting THE PORTALS BUSINESS MANAGER - DATA MINING SUITE SUMMARY DESCRIPTION ♦ Gives Managers easy access to employee data on-line ♦ Reduces the need to ask the MIS department for reports ♦ Allows for interactive thinking 1 .6.1 ; 3.6.2 NATURAL LANGUAGE QUERIES BUSINESS NEED Natural Language Queπes allow executives, managers and employees to access information without standard reports. Rather than requesting repoπs and waiting on programmers. emplovee > - and managers can ask questions of the applications in plain English without time consuming report wπting training KEY USERS AND GOALS Business Managers and HR Managers β Allows Business Managers and HR Managers to databases in plain English • Integrates with the Standard Queπes application for ease of nav igation FEATURES/FUNCTIONS Intuitive • Suppoπs Natural Language or keyword input • Kev words, phrases or natural language questions • Kev board or voice recognition software interface • Scheduled and agent managed questions Intelligent • Interprets and enhances requests • Handles synonyms, phrases, ambiguity and context • Combines search elements to increase precision Comprehensive • Searches all relevant and accessible sources • Structured databases using SQL Unstructured text using popular text search engines advanced s ntax • Searches private (Intranet) and public (Internet) sources • Dynamically extends searches if no results are found Precise • Deli ers specific answers in the appropπate format • Desired products from e-commerce catalogs » Specific information from data content prov iders • Spreadsheets and graphs from databases or data warehouses • Hot links to other relev ant sources THE PORTALS BUSINESS MANAGER - ORGANIZATION MANAGEMENT SUITE 53b SUMMARY DESCRIPTION Φ Integrated applications for use across groups of employees φ Empowers business managers to take charge of key management functions, while increasing efficiency and consistency Φ Supports full process from resource acquisition to planning and implementing change to assessing results THE PORTALS BUSINESS MANAGER - ORGANIZATION MANAGEMENT SUITE RESOURCE MANAGEMENT (BUS. MGR. VIEW) SUMMARY DESCRIPTION Φ Designed for professional service firms or companies with time sensitive project work Φ Staff projects with the right skill set at the right time Φ Provides information regarding project status and resource requirements 1.5.1 ; 2.3.3 RESOURCE MANAGEMENT BUSINESS NEED This application supports Business Managers when staffing projects The application can be used beginning with proposal generation to identify the πght resources that are av ailable with the πght skill set It can also be used at the end of the project to place staff on new projects and minimize down time The application integrates with the Job/Role Analv sis and Performance Management applications to leverage information on employees and roles ithin the companv KEY USERS AND GOALS Business Manager • Ensures ongoing staff productivity by making employ ees a ailable for short-term and part- time projects • Staffs projects with the πght skill set at the πght time • Searches data for employee availability, skill sets, and project and location preferences • Provides crucial information about projects, their status and resource requirements • Evaluates the "hire versus develop" decision and the "ramp up "' time and resources based on skill set of team selected from projects Employee • Communicates project and location preferences internal to the companv • Searches for projects that match preferences FEATURES/FUNCTIONS • AHows employee or supervisor to enter estimated employee dow ntime and duration • Remov es employee from "available" status to "assigned " status when assigned to proiects • Allows comments from project manager to employee record regarding pertormance on project • Integrates with the Performance Management application to allow project manager to v iew employee strengths and weaknesses • Links to the Online Training application to assess availability of courses for dev eloping skill sets • Creates a development plan for indi iduals and teams automatically based on team and role design • Allows manager to develop preferred team skill set including allocation of experts and tho^e in v anous stages of development • Creates gap report against team selected and automatically creates development plan • Measures time and resources to develop team selected • Calculates the costs and time associated with developing team • Track percentage of time allocated to specific work assignments • Tracks project duration, start date, end date resources commuted, resource start da.es ana end dates, project status against milestones Search Engine • Sorts candidates by availability date, percent match or any user defined field • Searches for candidates across the global enterpnse or selectively using hard and soft skills • Searches based on skill requirements and/or user defined filters • Performs ad-hoc skill searches or search against defined role requirements THE PORTALS BUSINESS MANAGER - ORGANIZATION MANAGEMENT SUITE ORGANIZATION DEVELOPMENT (BUS. MGR. VIEW) SUMMARY DESCRIPTION Φ Provides self-assessments for change readiness, and organization and team effectiveness Φ Provides resources for organization development Φ Allows "what-if ' analysis on changes in strategy and function 1.5.2; 3.4.2 ORGANIZATION DEVELOPMENT BUSINESS NEED This application provides a powerful tool for Business Managers and HR Managers in planning for company development The application incorporates assessment information and tools ith available resources to create and monitor plans for development. The application is de elopment focused and encourages a pro-active approach to planning and growth To ensure balance w ith company objectives, the budgeting and expense tracking features promote the strategic use of training dollars "What-if ' analy sis is av ailable at all levels of the organization to -upport each company ' s changing en ironment KEY USERS AND GOALS Business Manager β Assists with identifying development needs for the department and creating and monitoπng development plans • Provides on-line self-assessments for change readiness, organization and team effectiv eness • Provides information on resources for their own personal development and company resources for assisting with organization development and performance issues • Allow s "'what-if ' analysis on department changes in strategy and function • Allows budgeting and expense tracking for training and development dollars HR Manager • Allows "what-if " analysis on company-wide changes in strategy and function for better organization development and training resource allocation β Allow s budgeting and expense tracking for training and development dollars • Prov ides a communication and monitoring vehicle for mentoring programs and organization training and development resources • Prov ides comprehensive information on the company ' s change readiness and effectiv eness for organization development planning • Prov ides pre-established relationships and researched mateπals and resource^ related to dev elopment FEATURES/FUNCTIONS Development Plans • Interfaces w ith the Performance Management application to incorporate business related development activities and to identify competency strengths and weaknesses based on ^60 feedback • Prov ides suggestions by competency on recommended activ ities and/or special projects to improve performance • Provides a process for managers to track their progress and completion of planned activ mes • Developmental activ ities. resources, mentoπng proerams. and assessment tools are client specific A central database may be established t out clients can parse through it for resources and programs to be approved by them Interfaces • Links to the Online Training application for identification of development opportunities and registration for courses • Interfaces with the Organization Chart application for determining manager v lew s of data • Links to the Assessment Tools application for identification and registration of assessment needs • Interfaces with the Performance Management application to incorporate business related development activ ities and to identify competency strengths and weaknesses based on 360 feedback Budgeting and Expense Tracking • Provides a process for Business Managers and HR Managers to budget departmental training and development dollars and allocate these to employ ees and/or keep them centrally • Allow s manager to view summaπzed and detailed expenses and data by employee and bv department "What-if analvsis • Interfaces with the Performance Management application to obtain employees ratings and job data • Allow s the Business Manager and HR Manager to search for strengths and weaknesse s in a competency or group of competencies across a department or the entire organization Organization Assessments • The application provides pre-developed assessment tools ev aluating an organization ' s effectiveness and readiness for change • Based on a manager's self-assessment, the application prov ides hints and resources for improving performance by assessment topic 9 Links to the Online Training application for development resources may be initiated w hile th- manager is v ie ing assessment results • The HR Manager may v iew assessment results by department or company w ide by assessment topic THE PORTALS BUSINESS MANAGER - ORGANIZATION MANAGEMENT SUITE ACTIVITY ANALYSIS SUMMARY DESCRIPTION Φ Provides a powerful decision making tool for organization changes using financial/staffing modules φ Projects changes in FTEs and jobs when evaluating outsourcing, mergers, acquisitions and other major changes 1.5.3 ACTIVITY ANALYSIS BUSINESS NEED This application provides a powerful tool to support decision making regarding outsourcing. mergers, acquisitions and other major organization changes. Business Managers are able to perform quick analysis of the impact on expenses, number of employees and number of jobs This tool is extremely effective given the speed of organization change required in today ' s markets KEY USERS AND GOALS Business Manager * Identifies the number of employees and jobs impacted by a major organization change * Evaluates the financial impact as a result of changes in work structure from outsourcing, mergers, acquisitions and automation FEATURES/FUNCTIONS « Uses financial models as templates to support the analysis of alternatives related to outsourcing, mergers, acquisitions and automation. * Includes analysis related to time value of money for long-term decisions » Searches job functions to determine the number of jobs impacted by a change, percent of job impacted and the number of employees impacted by job changes. * Integrates with the Organization Development. Job/Role Analysis, and Group Compensation Review applications. 1.5.4 PERFORMANCE MEASURES BUSINESS NEED This application supports business managers by communicating key results and measures related to the operation of the business. Measurable results provide a key indicator of how well the organization is performing from operational, financial, and customer perspecti es. This application integrates with the client ' s information systems to provide a single location of all performance measures. The measures may be fed to performance management or compensation systems. KEY USERS AND GOALS Business Manager β Tracks the performance of his or her organization through measures and indicators that are client specific. • Integrates organization performance results with performance management and compensation processes. FEATURES/FUNCTIONS • Tracks histoπcal growth/change of performance measures. • Provides data for performance management and compensation application look-up. • Provides information on standard industrv resources and benchmark information. THE PORTALS BUSINESS MANAGER - ORGANIZATION MANAGEMENT SUITE PERFORMANCE MEASURES SUMMARY DESCRIPTION Φ Integrates with other client information systems to provide balanced scorecard data regarding department performance (Financial, Operating, Customer, and Employee) Φ Links to Pay & Promotions and Performance Management applications THE PORTALS BUSINESS MANAGER - EMPLOYEE MANAGEMENT SUITE 53c SUMMARY DESCRIPTION Φ Integrated applications for use with individual employees Φ Empowers business managers to take charge of key management functions, while increasing efficiency and consistency Φ Supports full process from resource acquisition to planning and implementing change to assessing results THE PORTALS BUSINESS MANAGER - EMPLOYEE MANAGEMENT SUITE JOB/ROLE ANALYSIS SUMMARY DESCRIPTION Φ Provides standard job/role profiles and a competency library ▼ Automates the process for analyzing jobs/roles using subject matter experts Φ Provides clarity around job functions and priorities. 1.4.1 JOB/ROLE ANALYSIS BUSINESS NEED This application provides a process for evaluating roles and determining the related competencies necessary for successfully performing those roles Information from this module feeds the Performance Management application and the Activity Anal sis application A client may begin with a predefined role, or with only a competency library Role analysis is required for the Performance Management application hich then serves as the basis for the Employee Development. Succession Planning, and Recruiting applications If a company has already identified their competencies by role or wishes to evaluate and develop employees on onlv corporate competencies, role analysis is not required and there w ould be little need for this application Key outcomes for this application include • Identification and pπoπtization of role functions • Identification of competencies required for each role and their related importance and minimum rating • Basis for job descπptions KEY USERS AND GOALS Business Manager • Automates the process for analyzing jobs/roles • Allows input from subject matter experts (SMEs) regarding the job in an automated fashion • Provides anal sis regarding the input from SMEs to assess agreement « Forces clarity and discussion regarding structure of jobs/roles Employee • Prov ides claπty around job functions and pπoπties HR Manager β Prov ides basic information for job descπptions • Pro ides a competency library FEATURES/FUNCT50NS a Analy zes existing or proposed jobs or job families β Profiles what competencies are needed to perform well in a unit. team, or organization « Tracks the functions performed by each job β Uses the Q-sort methodology as a process for sorting and pπoπtizing competencies » Ev aluates agreements among SMEs • Tracks SMEs and their participation 3 Tracks minimum rating for competencies for each role Allows compaπson of a job against other jobs. Submits the job to the job owner for approval. THE PORTALS BUSINESS MANAGER - EMPLOYEE MANAGEMENT SUITE RECRUITING & STAFFING (BUS. MGR. VIEW) SUMMARY DESCRIPTION Φ Automates recruiting process and provides a decision support system for interview team, managers and KR φ Provides a resource to interview teams for interview questions Φ Maintains a pool of candidates for interviewing and potentially hiring 1.4.2; 3.2 RECRUITING & STAFFING BUSINESS NEED The Recruiting & Staffing application automates and facilitates the recruiting process Tnis application tracks candidates and the inter iew process, and interfaces with the Job/Role Anal e and Performance Management applications. It includes features that assist the inter iew team and managers by automating aspects of the interv iew process and prov iding cπtical comparativ e information to support the hiπng decision The application allow s efficient management of candidate information, the interview process, and data regarding search firms and online recruiting vendors. Key outcomes of the module include β Automates the recruiting process « Pro ides a decision support s stem for the interv iew team. Business Managers, and HR Managers • Monitors expenses and key indicators related to recruiting and staffing » Provides a resource to inter iew teams for targeted and strategic interv iew questions • Maintains a pool of candidates for interv iewing and potentially hiring KEY USERS AND GOALS Intervie Team • Prov ides a simple process for rating candidates on competencies and fit with the company 6 Prov ides a resource of questions and responses to help rate a candidate s competencies Business Manager β Prov ides an automated process for selecting, notifying and monitoring the progress c the interview team β Prov ides key comparativ e information on candidates to support hiring decision • Prov ides an automated process for hiring candidates and communicating regarding all candidates β Facilitates the development of a "Day One " development plan HR Manager ~> Monitors expenses and key indicators related to recruiting and staffing e Maintains a pool of candidates for interv iewing and potentially hiring φ Automates communication and key processes and centralizes information related to -ecruitinj and hiπng FEATURES/FUNCTIONS Processes Regarding Candidates o Seamless integration as the careers section of y our corporate w eb-site ® Gathers and tracks information on the candidate and maintains a pool of eligible candidates • Information on hired individuals may be forw arded to the Employ ee Dev elopment application to prov ide the basis for a development plan once the employ ee begins w ork • Data captured from specific applicant documents becomes part of the new emplovee ' s record • External candidate self-profiling • Provides a web-based resource for posting open positions • Client determines the depth of information provided in job postings and whether the candidate can send their resume directly to a Business Manager without being screened by HR « Internal candidate search allows immediate identification of best fit candidates from a large pool based directly on performance feedback Interface with Job/Role Analysis • Accesses information from the Job Role Analysis application that defines key corporate, leadership, and role competencies • Defines the position requirements, such as. pπmary responsibilities, education, years of expeπence and "fit" with the manager ' s style and culture of the organization Creates and tracks open positions and maintains information such as job title, type (new or replacement, etc ). requirements, descπptions and expenses incurred while filling the position Interview Process and Supporting Information • Forms and tracks progress of interv iew team • Notifies manager when all interviews have been completed • Interv iewers input their candidate ratings and the system generates reports to support the selection of a qualified candidate • Provides a resource on things to look for in the face-to-face interview and evaluation scales designed to help inter ie ers measure the extent to which a candidate has or does not hav e a competency • Creates a customized screening interv iew Customized screening interv iew s can be sav ed and rev ised as the specifications of the position change • Creates an in-depth customized interview based on a database of behavioral and probing questions In-depth interview guides can be created, saved and modified as the and specifications of the position change Evaluation and Comparison of Candidates - Business Manager • Fina st-to-role compaπson - identification of high performing finalists • Prov ides an objective compaπson of final candidates. Integrates change factor and descπbes the relativ e difficulty of ev aluating each competency • Allow s the Business Manager to notify HR through application of desired candidate to hire • Links to Employee Administration suite for new hire process • Allow s creation of "Day One" development plan for candidate hired Integrates w ith the Employee Development application Administration of the Recruiting Process - HR Manager • Intervie wee-to-role compaπson - immediate identification of best-fit interv lewees from a large pool • Tracks expenses related to search firms, advertising vendors web-based recruiting vendors and candidate interviews • Pre-screens candidates based on skills and education matching • Tracks the status of interviews • Generates employment and rejection letters Interface with Web-Based Recruiting Vendors • Candidates drawn from multiple sources are filtered and managed in one application • Centralized candidate pool • Recruiter-defined skills assessment questions • Pay per use pπcing • Ongoing communication ith the people w ho possess desirable sets of skills and talents THE PORTALS BUSINESS MANAGER - EMPLOYEE MANAGEMENT SUITE PERFORMANCE MANAGEMENT (BUS. MGR. VIEW) SUMMARY DESCRIPTION Φ Consolidates 360 degree performance management feedback Φ Summarizes strengths and weaknesses and links to Employee Development application fυi development planning φ Helps to communicates expectations around performance and competencies 1.4.3; 2.3.1 ; 3.4.1 PERFORMANCE MANAGEMENT BUSINESS NEED This application automates the performance management process and prov ides cπtical information to Business Managers and Employees on performance The application begins by accessing information from the Job/Role Analysis application that defines kev corporate leadership and role competencies The application allows automated 360 or self/superv isor assessments It provides a tracking system to facilitate the process of rev ιew s Multiple reports are available allowing review of performance data by indiv iduals and managers Kev outcomes ot this application include • Claπfies roles across an organization • Communicates expectations around performance and competencies • Provides feedback to employees on performance • Facilitates goal/objective setting for emplovees • Identifies development needs KEY USERS AND GOALS Business Manager • Simplifies the performance re iew process by automatically consolidating and anah zing information • Provides reports and histoπcal information to support the performance review process β Assesses the strengths and weaknesses of employees individually and as a group • Serves as the foundation for the Resource Planning. Succession Planning. Employee Development and Organization Development applications Emplo\ee • Prov ides a simple rating process • Prov ides information to the employee on their strengths and weaknesses and serv es as the foundation for development and career planning HR Manager • Provides an administrative and tracking tool for managing the performance management process FEATURES/FUNCTIONS β Allo s 360 rating or any v ariation including only self or manager ratings • Flexible scale - numeπc or descriptive words a Manager has flexibility to add technical functional, leadership or project management competencies on an indiv idual or group basis • Used as basis for development planning rew ards and recognition β Simple rating process » Allows comments and rating of competencies β Ratings may be saved "in process" to facilitate time • Allows reporting by groups or individuals • Compares individual against ideal performer • Tracks due dates of reviews based on company parameters • Uses data from the Job/Role Analysis application for assessing strengths and weaknesses in performance • Feeds data to the Employee Development application to ensure smooth integration of development in planning and to provide resources and suggestions for development » Notifies users when they have been identified to perform a rating For 360 - Additional Features Include β Manager has flexibility to determine raters and the related eight of their rev lew • Confidential data gatheπng • Tracks status and due dates of rev lews • Allows review of ratings to ensure statistically valid - realistic distπbution of ratings, percent of completion for competencies rated, shows standard dev lation of all ratings by competencv THE PORTALS BUSINESS MANAGER - EMPLOYEE MANAGEMENT SUITE EMPLOYEE DEVELOPMENT (BUS. MGR. VIEW) SUMMARY DESCRIPTION Φ Assists the manager with identifying development needs for employees φ Facilitates creating and monitoring of development plans φ Allows budgeting and expense tracking for training and development dollars 1.4.4; 2.3.2 EMPLOYEE DEVELOPMENT BUSINESS NEED This application provides a powerful tool for employees and managers in planning for employee development. The application incorporates assessment information and tools with available resources to create and monitor plans for development The application is development focused and encourages a proactive approach to planning and growth To ensure balance with company objectives, the budgeting and expense tracking features promote the strategic use of training dollars "What-if analysis is available to support each indi idual ' s changing env ironment KEY USERS AND GOALS Business Manager • Allows budgeting and expense tracking for training and dev elopment dollars Employee • Assists the employee with identifying development needs and creating and monitoring development plans • Provides a central and integrated process for the employee to identify and register for career assessments, competency assessments, training courses and other resources • Provides information on and allows the employee to register for the company ' s mentoring program « Provides information, contact information and links for resources av ailable to the employ ee through the company, community , and trade organizations • Allows the employee to perform "what-if ' analysis on career changes FEATURES/FUNCTIONS Development Plans • Interfaces with the Performance Management application to incorporate business related development activities and to identify competency strengths and weaknesses based on 360 feedback • Allows input and creation of development plans by employees • Provides database by competency on recommended activ ities and/or special projects to improve performance • Provides a process for employees to track their progress and completion of planned activ me- • Dev elopmental activities, resources, mentoring programs, and assessment tools are client specific A central database may be established by AAC but clients can parse through it tor resources and programs to be approved by them Interfaces • Links to the Online Training application for identification of development opportunities and registration for courses ° Interfaces with the Organization Chart application for determining manager v lew s of data <» Links to the Assessment Tools application for identification and registration of assessment-. » Interfaces with the Performance Management application to incorporate business related development activities and to identify competency strengths and weaknesses based on 360 feedback Mentoring and Coaching Programs • Provides information on mentonng programs and mentors • Allows the employee to apply for the mentonng program on-line Budgeting and Expense Tracking • Allows manager to view summanzed and detailed expenses and data by emplo ee and department • Allows employee to spend dollars on line as long they are within their pre-established budget Any dev iation is forwarded to manager for approv al • Allows employee to enter other development/training expenses for items not expensed through site Includes this information in calculations of dollars spent "What-if Analvsis Interfaces with the Performance Management application to obtain employees ratings and job data Allows the employee to search for positions established in the Performance Management application and compare their competency ratings to evaluate their own readiness The employee may self-rate for competencies required for a position when no rating has been established in the Performance Management application THE PORTALS BUSINESS MANAGER - EMPLOYEE MANAGEMENT SUITE SUCCESSION PLANNING (BUS. MGR. VIEW) SUMMARY DESCRIPTION Φ Uses employee information for succession planning purposes Φ Outlines current and future competencies for leadership positions Φ Allows managers to develop their own successors 1.4.5; 3.4.3 SUCCESSION PLANNING BUSINESS NEED This application assists companies with the process of sy stematically identify ing, assessing, and developing leadership talent for future strategic tasks It integrates w ith the Job/Role Analysis. Performance Management, Online Training, and Employ ee Development applications to gather information about the strengths of high-potential employees Combined ith consulting, the application provides a strategic assessment of leadership talent within in a company and create^ development plans KEY USERS AND GOALS Business Manager « Consolidates, updates, and amplifies the v alue of the employee information for succession planning purposes. • Provides a model of current and future success competencies for leadership ® Provides an integrated plan for improv ing the capabilities of all managers and leaders HR Manager • Consolidates, updates, and amplifies the v alue of the employee information for succession planning purposes • Provides a model of current and future success competencies for leadership • Provides an integrated plan for improving the capabilities of all managers and leaders FEATURES/FUNCTIONS • Analyzes the strengths of your high-potential employees « Consolidates, updates, and amplifies the v alue of the employee information for succession planning purposes • Identifies and analyzes the competencies and employee profiles that have prov en successful in an organization. • Utilizes the organization assessment information to identify leadership development issues and objectives • Models current and future success competencies for leadership • Prov ides an understanding of each manager ' s strengths, weaknesses and succession readiness. • Prov ides a plan for improving the capabilities of all managers and leaders THE PORTALS BUSINESS MANAGER - EMPLOYEE ADMINISTRATION SUITE 53d SUMMARY DESCRIPTION Φ Automates common administrative tasks, simplifying and speeding processing Φ Uses workflow and e-mail to notify interested parties, like HR and other managers Φ Allows managers to focus on managing people, not paper THE PORTALS BUSINESS MANAGER - EMPLOYEE ADMINISTRATION SUITE PAY & PERFORMANCE (BUS. MGR. VIEW) SUMMARY DESCRIPTION Φ Automates processing for individual salary adjustments, based on company rules Φ Can be used for salary increases, awarding cash bonuses, and stock plans Φ Automates updates to job, organization, and pay data φ Workflow tool triggers related processing 1.3.1 ; 3.3 PAY & PERFORMANCE BUSINESS NEED The Pay & Performance application streamlines the administration of an organization s total rewards programs, loweπng administration costs and increasing program effectiv eness Total rewards programs can inv olv e many different options w ith complex administration rules Indi idual super isors mav or may not be familiar with all programs These programs tv picallv require one or more manual rev iew steps Administration errors a lack of farruhaπtv and delav in the rev iew and appeal process can dramatically reduce the effectiveness of total rew ards programs This application eliminates errors, guess ork and delays bv supporting and automating the delivery of total rewards programs KEY USERS AND GOALS Business Manager ® Automates total rewards programs, freeing the Business Manager from paperwork β Claπfies superv isors responsibilities and reduces the possibi tv for delay bv assigning rev iew s and monitoπng progress β Empowers the Business Manager to deliver the πght total rewards at the πght time HR Manager • Automates total re ards programs freeing the HR Manager from paperw ork • After an initial training peπod reduces eπors and Business Manager questions mg time for the HR Manager • Facilitates and improves the use of existing total rewards programs increasing impact bv enhancing delivery • Frees the HR Manager to focus on total re ards design and implementation - not administration FEATURES/FUNCTIONS β Integrates w ith the Organization Chart application to determine the rules and reporting relationships for total re ards programs « Integrates w ith Pav roll/HRIS β Summarizes indiv idual and reporting group total rewards historv « Allow s supervisors to allocate total rewards bv reporting group β Supports modeling and administration for base pav changes including merit and marke' increases, and promotions • Supports modeling and administration for rew ard programs including cash and non-cash a ards Supports modeling and administration for short and long term incenti e programs including cash bonuses, stock options, restricted and unrestricted stock, phantom shares, and performance shares Workflow tool assigns reviews as total rewards actions are completed Monitors total rewards programs and deliv ers reports to key superv isors THE PORTALS BUSINESS MANAGER - EMPLOYEE ADMINISTRATION SUITE TRANSFERS SUMMARY DESCRIPTION Φ Automates processing for relocations and transfers among supervisors, departments, and locations, based on company rules Φ Updates organization and budget data Φ Workflow tool triggers related processing 1.3.2 TRANSFERS BUSINESS NEED The Transfers application streamlines all transfer processing, lessening the burden of routine administrative tasks and loweπng the total cost of transfer administration Organizations frequently process changes in reporting relationships and alignments, including changes among budgetary departments, companies, departments, locations, superv isors etc Λ typical process involv es a sending unit, a receiv ing unit, sev eral paper forms and manual administrative steps, and some lev el of review and approval These processes are time consuming, prone to delay and eπor. and prov ide little v alue to the organization Delav -. or err^ in these processes can disrupt other human resources programs, including compensation and benefits, distracting employees and managers This application eliminates manual work and reduces the possibility of delay by supporting and automating all types of transfers KEY USERS AND GOALS Business Manager • Automates the transfer process, freeing the Business Manager from paperwork • Claπfies superv isors responsibilities and reduces the possibility tor delay by assigning and momtoπng progress » Empowers the Business Manager to focus on managing - not administration HR Manager • Automates the transfer process, freeing the HR Manager from paper ork • After an initial training peπod. reduces errors and Business Manager questions sav ing time for the HR Manager FEATURES/FUNCTIONS • Integrates w ith the Organization Chart application to determine the rules and reporting relationships for transfer processing • Integrates w ith Pay roll/HRIS • Supports transfer initiation by the sending or recei ing unit • Supports multiple transfer ty pes, including relocations • Transfers may be future or back dated • Workflow tool assigns rev iew s as transfers are completed • Monitors the transfer process and delivers progress repoπs to key superv isors THE PORTALS BUSINESS MANAGER - EMPLOYEE ADMINISTRATION SUITE EMPLOYMENT STATUS CHANGES SUMMARY DESCRIPTION Φ Automates processing for changes in job, work pattern, or employment status, including separations and new hires, based on company rules Φ Updates organization and budget data Φ Workflow tool triggers related processing 1.3.3 EMPLOYMENT STATUS CHANGES BUSINESS NEED The Employ ment Status Changes application streamlines the administration of v aπous employment status changes, lessening the burden of routine administrativ e tasks and low eπng the total cost of status change administration Organizations frequently move employees in and out of vaπous job statuses, including w ork pattern, hourly and salaπed. full and part time, and v aπous ty pes of leav es of absence and separations A typical process involv es several paper forms and manual administrativ e steps, and some level of review and approv al These processes are time consuming, prone to delay and eπor and provide little value to the organization. Delays or errors in these processes can disrupt other human resources programs, including compensation and benefits distracting employees and managers This application eliminates manual work and reduces the possibility for delay by supporting and automating all types of employment status changes KEY USERS AND GOALS Business Manager • Automates the employment status change process, freeing the Business Manager from paperwork « Claπfies superv isors ' responsibilities and reduces the possibility of delay by assigning tasks and monitoπng progress • Empowers the Business Manager to focus on managing - not administration HR Manager • Automates the employment status change process, freeing the HR Manager from paperw ork • After an initial training peπod. reduces errors and Business Manager questions, sav ing time for the HR Manager FEATURES/FUNCTIONS • Integrates with the Organization Chart application to determine the rules and reporting relationships for employment status change processing • Integrates w ith Payroll/HRIS • Supports multiple employment status changes, including separations and the exit process • Status changes may be future or back dated 8 Workflow tool assigns rev iew s as status changes are completed β Monitors the status change process and delivers progress reports to key superv isors THE PORTALS BUSINESS MANAGER - GROUP COMPENSATION REVIEW 53e SUMMARY DESCRIPTION Φ Automates processing for common salary review dates, based on company rules φ Models group adjustments against salary increase budget Φ Accumulates aggregate data across organizational structure 1.2 GROUP COMPENSATION REVIEW BUSINESS NEED The Group Compensation Review application streamlines the annual compensation rev iew process and lowers the total cost of compensation administration Many organizations conduct a single annual salary rev iew for a large portion ot their emplov ee ^ A typical annual review process inv olves several manual roll-up and rev iew steps at different levels within the organization Ty pically , each step is dependent on the pπor step Each ot these roll-ups can be time consuming and inefficient This application eliminates manual work and reduces the possibility for delay by supporting and automating individual managers ' rev iew s and the entire roll-up and rev iew process KEY USERS AND GOALS Business Manager • Automates the merit review process, freeing the Business Manager from paperwork • Claπfies super isors ' responsibilities and reduces the possibility for delay by assigning reviews and monitoπng progress • Empowers the Business Manager to model the meπt process and giv e the right raise HR Manager β Automates the meπt review process, freeing the HR Manager from paper ork » After an initial training peπod. reduces errors and Business Managei questions sav ing time for the HR Manager • Frees the HR Manager to focus on compensation design and implementation - not administration FEATURES/FUNCTIONS « Integrates with the Organization Chart application to determine the rules and reporting relationships for the roll-up and review process β Integrates w ith Pa roll/HRIS • Summarizes indiv idual and reporting group compensation historv β Allo s super isors to allocate merit pools by reporting group » allocates merit pools from the lowest lev el superv isors through executiv e management • Allow s managers to model indiv idual merit decisions against their assigned merit pools • Rolls-up merit increases be reporting group • Workflow tool assigns rev iew s as roll-ups are completed • Monitors the entire roll-up and rev iew process against project timeline and deliv ers progress reports to kev superv isors THE PORTALS BUSINESS MANAGER - ORGANIZATION CHART 53f SUMMARY DESCRIPTION Φ All business manager applications are dependent on this information Φ Provides information regarding positions and working relationships for HR applications φ Clarifies and communicates reporting relationships Φ Provides predefined organization structures based on type of company 1.1 ORGANIZATION CHART BUSINESS NEED The Organization Chart application establishes companv rules and reporting relationships that are used bv other Business Manager Emplovee and HR Manager applications Other applications allocate resources assign tasks control access and deliv er w orkflow s based on the organization ' s reporting structure The automation ot these processes unlocks the full potential all other applications This application stores an automated record ot an organization s structure to allow the further automation of other dependent processes KEY USERS AND GOALS Business Manager • Allow s the full automation of other Business Manager applications • Claπfies and communicates reporting relationships HR Manager • Allow s the full automation of other HR Manager applications • Claπfies and communicates reporting relationships FEATURES/FUNCTIONS • Includes predefined organization structures suitable ror most companies • Customizable and scalable based on companv rules • Summarizes reporting relationships throughout all le els of an organization • Read and w rite access assigned bv lev el or reporting group THE PORTALS EMPLOYEE PORTAL 54 SUMMARY DESCRIPTION Φ Allows employees to view and change their own data φ Value added tools draw employees to the employer ' s site φ Depending on what is purchased, they may see some or all of the related applications THE PORTALS EMPLOYEE PORTAL - MY RESOURCES 54a SUMMARY DESCRIPTION Φ Consolidates on-line human resources, compensation, and benefits resources in one location φ Educates employees and improves decision making Φ Empowers employees to take charge of the issues that concern them Φ Attracts employees and their family to the company web site THE PORTALS EMPLOYEE PORTAL - MY RESOURCES FAQ SUMMARY DESCRIPTION Φ Frequently asked questions and answers on general human resources, compensation, and benefits topics Φ Content can be tailored at the company, organization, or individual level Φ Includes links to related transactions 2.1.1 FAQ BUSINESS NEED This application prov ides a central communication process for frequentlv asked questions related to general human resources, compensation, and benefit resources Bv implementing this application companies can ensure consistent answers to the same question and reduce the effort made by employees and HR staff to continuously research and respond to emplov ee -. requests and/or changes KEY USERS AND GOALS Employee • Pro ides information resources and links to applications based on frequently asked questions β Facilitates transactions by prov iding a single source of information and a simple process for transaction initiation FEATURES/FUNCTIONS • Includes standard processes and information based on policies procedures and program eligibility » Links to the appropπate applications to allow employee to initiate transactions • Allow s content to be tailored at the company department, or indiv idual lev el THE PORTALS EMPLOYEE PORTAL - MY RESOURCES EMPLOYEE HANDBOOK & ON-LINE FORMS SUMMARY DESCRIPTION Φ Provides SPDs and company policies on-line Φ Allows employees to print various company forms Φ Facilitates communication and version control 2.1.2 EMPLOYEE HANDBOOK & ON-LINE FORMS BUSINESS NEED This application provides an easy to use. online employee handbook supplemented ith company forms By implementing this application, the company can ensure employ ees hav e access to cuπent policies, procedures and forms facilitated by a simple update process KEY USERS AND GOALS Employee • Employees can quickly find information on the policy or procedure being researched • Employees can link to the appropriate application to initiate a transaction or complete an online form FEATURES/FUNCTIONS • Provides a simple outline and standard policies and procedures for companies ιust beginning to create an employee handbook • Prov ides on-line SPDs for benefit plans THE PORTALS EMPLOYEE PORTAL - MY RESOURCES SECURE E-MAIL SUMMARY DESCRIPTION Φ Allows e-mail communication of sensitive data within site security φ Used for issues not addressed by other site resources, and on-line delivery of personalized forms and employer communications Φ Unsecured e-mail draws users to the site 2.1.3 SECURE E-MAIL BUSINESS NEED This application prov ides a secure mailbox for each employ ee to allow communication ot sensitive information electronically The application may oe used for sensitiv e benefit information as well as on-line deliv ery of personalized forms and emplov er KEY USERS AND GOALS Employee • Employ ees hav e a simple, easy to use process for accessing confidential information • Employees are confident that their confidential information is secure FEATURES/FUNCTIONS • Employees are automatically notified that they have mai l in their secure mailbox • Allo s the use of personalized forms and information from the companv THE PORTALS EMPLOYEE PORTAL - MY RESOURCES BENEFITS TRACKING SUMMARY DESCRIPTION Φ Tools for benefits inquiry and discussion, including chats and links to Secure E-mail and Case Management applications Φ Provides a record of historical benefits transactions Φ Includes workflow summaries, chats, and digitized recordings of prior benefits center calls 2.1.4 BENEFITS TRACKING BUSINESS NEED This application integrates multiple tools and applications to allow an employee to track the history of their inquiπes. issues and responses. It takes advantage of the latest inno ations in IVR technology and case management tools to provide a simple and comprehensiv e record ot communications with the call center KEY USERS AND GOALS Employee • Employee can review pπor conversations, documents, and emails regarding their benefits FEATURES/FUNCTIONS Data is organized by date, issue or type of inquiry Simple one-click access to conversation or document THE PORTALS EMPLOYEE PORTAL - MY RESOURCES CASE MANAGEMENT SUMMARY DESCRIPTION Φ Workflow tools for formal issue resolution, such as disputes and appeals φ Steps and structure are tailored based on company rules 2.1.5; 3.5.1 CASE MANAGEMENT BUSINESS NEED The Case Management application allows Employees and HR Managers to process formal inquiπes on-line Certain types of transactions and inquiπes must be handled using a formal process or rules Examples include employment disputes. EEO or AAP claims, and ERIS Λ appeals Λ ty pical process involv es several paper forms and manual administrativ e steps ith rev iew s at different levels within the organization Typically , each step is dependent on the pπor step Indi idual supervisors may or may not be familiar with the formal process These processes can be time consuming and inefficient In addition, an employer can face significant business πsk if there are eπors or dela s in the process This application ensures adherence to processing rules and eliminates errors and delay s by supporting and automating the case management process KEY USERS AND GOALS Employee « Allow s the employee to monitor the entire case management process on-line • Employee can review pπor conversations, documents, and e-mails regarding his or her cases on-line • Automatically warns of important deadline! s ) HR Manager β Reduces the need for cleπcal processing to support the case management process • Reduces Emplo ee case management questions, saving time for the HR Manager • Reduces the possibility for eπors and delays, limiting business πsk « Automatically warns of important deadline! s) FEATURES/FUNCTIONS • Integrates with the Organization Chan application to determine the rules and reporting relationships for case management programs • Integrates ith the Secure E-mail application • Integrates w ith the Benefits Tracking application • Integrates w ith the Affirmative Action Program application • Integrates w ith the Labor Relations application • Data is organized by date, issue or ty pe of inquiry • Simple one-click access to conversation or document • Workflow tool assigns rev iew s as processing steps are completed Monitors the entire case management against standard timelines, and deli v ers progress reports to key supervisors. THE PORTALS EMPLOYEE PORTAL - MY RESOURCES PLAN COMPARISON SUMMARY DESCRIPTION Φ Fixed summary describes basic plan features φ Tutorial leads participants through basic selection process Φ Custom selection screens allow participants to compare plans based on the criteria they choose 2.1.6 PLAN COMPARISON BUSINESS NEED The Plan Compaπson application allows an employee to compare benefits under multiple benefit plans It integrates with related benefit applications to ensure a seamless process of plan rev lew and enrollment By implementing this application. HR Managers reduce their effort for educating employees on differences in health and other benefit plans The simple tutorial features leads to enrollment information with fewer errors KEY USERS AND GOALS Employee • Provides a simple yet comprehensive process for comparing benefit plans • Provides a simple process to ensure employee has accurately completed the enrollment process FEATURES/FUNCTIONS • Utilizes a tutoπal for basic selection process « Allows employee to select cπteπa for comparing plans « Includes summary and detail information on plans THE PORTALS EMPLOYEE PORTAL - MY RESOURCES PHYSICIAN ACCESS SUMMARY DESCRIPTION Φ Allows participants to search for physicians using custom screening criteria φ May be linked to GeoAccess or other provider directories 2.1.7 PHYSICIAN ACCESS BUSINESS NEED The Phy sician Access application allo s employees to search for and select a ph sician that meets their needs for convenience and quality of care The application integrates w ith other benefit related applications to ensure a seamless process between researching and selecting Bv providing this information on-line, employers can pro ide conv enient and up to date information to employees on physicians m their plans KEY USERS AND GOALS Employee • Prov ides an employee with a simple process for researching physicians • Provides comprehensive and up to date information on provider directories FEATURES/FUNCTIONS • Allow s employee to search using custom screening cπteπa • May be linked to GeoAccess or other prov ider directories THE PORTALS EMPLOYEE PORTAL - MY RESOURCES CHECKLISTS SUMMARY DESCRIPTION Φ Provides step by step instructions for various '"what if scenarios, such as life and job events φ Content can be tailored at the company, organization, or individual level Φ Includes links to related transactions 2.1.8 CHECKLISTS BUSINESS NEED This application prov ides a central communication process for common life and job ev ents Bv implementing this application companies can ensure consistent answ ers to the same question and reduce the effort made by employees and HR staff to continuously research and respond to employee ' s requests and/or changes KEY USERS AND GOALS Employee β Facilitates life ev ent transactions by prov iding a single source of information and a simple process for transaction initiation • Provides information resources and links to applications based on frequentlv asked questions FEATURES/FUNCTIONS • Includes standard processes and information based on common questions about life events, l e mamage. birth, divorce, retirement • Links to the appropπate applications to allow employee to initiate transactions • Allow s content to be tailored at the company , department or indiv idual level THE PORTALS EMPLOYEE PORTAL - ME & MY FAMILY 54b SUMMARY DESCRIPTION Φ Provides a central process for employees to view, edit and update personal and dependent data Φ If changes indicate life event, employees are linked to appropriate life event screen THE PORTALS EMPLOYEE PORTAL - ME & MY FAMILY MY PERSONAL DATA SUMMARY DESCRIPTION Φ Allows editing and updating of employee personal data φ Can also be used to manage corporate property, such as computers and phones φ Cross editing within screens ensures that all of the necessary data is collected before the HR record is updated 2.2.1 MY PERSONAL DATA BUSINESS NEED This application prov ides a central data application that allo s Employ ees. Business Managers and HR Managers to update and rev iew employee pei sonal information Extensiv e time and effort is often spent synchronizing personal information The v alue of this application is that emplov ees own the responsibility for keeping their personal information accurate and HR Managers are relieved of the burden of updating multiple applications w ith each change KEY USERS AND GOALS Employee • Single and simple process for re iewing and editing personal information FEATURES/FUNCTIONS • Integrates w ith Pay rolI/HRIS • Can also be used to manage corporate property , such as computers and phones • Cross editing feature within the screens ensures that all of the necessary data is collected before the HR record is updated • Integrates w ith all applications accessing employee information • Links to the Checklists application when certain information is updated THE PORTALS EMPLOYEE PORTAL - ME & MY FAMILY MY DEPENDENT DATA SUMMARY DESCRIPTION Φ Allows editing and updating of employee dependent and beneficiary data for benefits eligibility and tax exemption status qualification φ Includes links to related transactions 2.2.2 MY DEPENDENT DATA BUSINESS NEED This application prov ides a central data application that allow Employ ees to update and rev iew dependent information The v alue of this application is that employ ees hav e a simple and process for updating dependent information and HR Managers are remov ed from the ourdensome process KEY USERS AND GOALS Employee • Single and simple process for rev iew ing and editing dependent information FEATURES/FUNCTIONS • Cross editing feature within the screens ensures that all of the necessary data is collected before the HR record is updated • Integrates w ith all applications accessing dependent information • Assumes links between HRIS and Pay roll sy stems • Allow s employee to access Checklist application when certain information is updated THE PORTALS EMPLOYEE PORTAL - MY JOB LIFE 54c SUMMARY DESCRIPTION Φ Provides applications and data to allow employees to take ownership for their career development and growth φ Integrated applications to allow an employee to view their strengths and weaknesses, set improvement goals, register for courses, and track their growth. THE PORTALS EMPLOYEE PORTAL - MY JOB LIFE PERFORMANCE MANAGEMENT (EMPLOYEE VIEW) SUMMARY DESCRIPTION Φ Consolidates 360 degree performance management feedback φ Summarizes strengths and weaknesses and links to Employee Development application for development planning φ Helps to communicates expectations around performance and competencies 1.4.3; 2.3.1 ; 3.4.1 PERFORMANCE MANAGEMENT BUSINESS NEED This application automates the performance management process and prov ides cπtical information to Business Managers and Employees on performance The application begins by accessing information from the Job/Role Analy sis application that defines key corporate leadership and role competencies The application allow s automated 360 or self/superv isor assessments It provides a tracking sy stem to facilitate the process of rev ie s Multiple reports are av ailable allowing rev iew of performance data by indiv iduals and managers Key outcomes ot this application include • Claπfies roles across an organization • Communicates expectations around performance and competencies • Prov ides feedback to employees on performance • Facilitates goal/objectiv e setting for employees • Identifies development needs KEY USERS AND GOALS Business Manager • Simplifies the performance rev iew process by automatically consolidating and analy zing information β Pro ides reports and historical information to support the performance rev iew process 9 Assesses the strengths and w eaknesses of emplovees indiv idually and as a group β Serv es as the foundation for the Resource Planning. Succession Planning. Employ ee Dev elopment, and Organization Dev elopment applications Employee • Prov ides a simple rating process « Prov ides information to the employee on their strengths and w eaknesses and serv es as the foundation for dev elopment and career planning HR Manager β Prov ides an administrativ e and tracking tool for managing the performance management process FEATURES/FUNCTIONS • Allo 360 rating or any v ariation including only self or manager ratings » Flexible scale - numeπc or descripti e words » Manager has flexibility to add technical, functional, leadership or proiect management competencies on an indiv idual or group basis 3 Used as basis for dev elopment planning rew ards and recognition » Simple rating process - 92 - » Allow s comments and rating of competencies • Ratings may be saved "in process" to facilitate time • Allows reporting by groups or indi iduals • Compares individual against ideal performer Θ Tracks due dates of reviews based on company parameters • Uses data from the Job/Role Analysis application for assessing strengths and weaknesses in performance • Feeds data to the Employee Development application to ensure smooth integration ot development in planning and to provide resources and suggestions for development β Notifies users when they have been identified to perform a rating For 360 - Additional Features Include • Manager has flexibility to determine raters and the related eight ot their review » Confidential data gatheπng • Tracks status and due dates of reviews Θ Allows review of ratings to ensure statisticallv valid - realistic distπbution of ratings, percent of completion for competencies rated, shows standard deviation of all ratings bv competencv THE PORTALS EMPLOYEE PORTAL - MY JOB LIFE EMPLOYEE DEVELOPMENT (EMPLOYEE VIEW) SUMMARY DESCRIPTION Φ Tracks employee development histories Φ Assists employees with identifying development needs and creating and monitoring development plans φ Allows employees to identify and register for career and competency assessments, training courses, and other resources 1.4.4; 2.3.2 EMPLOYEE DEVELOPMENT BUSINESS NEED This application pro ides a powerful tool for employees and managers in planning tor employ ee development. The application incorporates assessment information and tools with a ailable resources to create and monitor plans for development The application is dev elopment focused and encourages a proactive approach to planning and growth To ensure balance w ith company objectives, the budgeting and expense tracking features promote the strategic use of training dollars "What-if analysis is available to support each indiv idual ' s changing env ironment KEY USERS AND GOALS Business Manager • Allows budgeting and expense tracking for training and development dollars Emplovee • Assists the employee with identifying development needs and creating and monitoring development plans • Provides a central and integrated process for the employee to identify and register for career assessments, competency assessments, training courses and other resources • Provides information on and allows the employee to register for the company s mentoring program • Prov ides information, contact information and links for resources av ailable to the employ ee through the company, community , and trade organizations • Allow s the employee to perform ' what-if analysis on career changes FEATURES/FUNCTIONS Development Plans • Interfaces with the Performance Management application to incorporate business related development activities and to identify competency strengths and weaknesses based on ^60 feedback β Allows input and creation of development plans by employees » Prov ides database by competency on recommended activ ities anαVor special projects to improv e performance • Prov ides a process for employees to track their progress and completion of planned activ ities • Developmental activities, resources, mentoring programs, and assessment tools are client specific A central database may be established by AAC but clients can parse through it for resources and programs to be approved by them Interfaces • Links to the Online Training application for identification of dev elopment opportunities and registration for courses o Interfaces w ith the Organization Chart application for determining manager v ιew s ot data o Links to the Assessment Tools appl ication tor identification and registration of assessments • Interfaces w ith the Performance Management application to incorporate business related development activ ities and to identify competency strengths and w eaknesses based on 360 feedback Mentoring and Coaching Programs β Prov ides information on mentonng programs and mentors • Allow s the employee to apply for the mentoring program on-line Budgeting and Expense Tracking • Allow s manager to view summaπzed and detailed expenses and data bv emplov ee and bv department • Allows employ ee to spend dollars on line as long they are w ithin their pre-established budget Any dev iation is forw arded to manager for approv al • Allows employ ee to enter other dev elopment/training expenses for items not expensed through site Includes this information in calculations of dollars spent "What-if Analvsis • Interfaces w ith the Performance Management application to obtain emplov ees ratings and job data • Allo s the emplovee to search for positions established in the Performance Management application and compare their competencv ratings to ev aluate their ow n readiness β The employee may self-rate for competencies required for a position hen no rating has been established in the Performance Management application THE PORTALS EMPLOYEE PORTAL - MY JOB LIFE RESOURCE MANAGEMENT (EMPLOYEE VIEW) SUMMARY DESCRIPTION Φ Provides information regarding project status and resource requirements φ Allows employees to register their preferences for future projects and skill-building assignments 1.5.1 ; 2.3.3 RESOURCE MANAGEMENT BUSINESS NEED This application supports Business Managers when staffing projects The application can be used beginning with proposal generation to identify the πght resources that are available ith the πght skill set. It can also be used at the end of the project to place staff on new projects and minimize down time The application integrates with the Job/Role Anal sis and Performance Management applications to leverage information on employees and roles within the company KEY USERS AND GOALS Business Manager • Ensures ongoing staff productivity by making employees av ailable for short-term and part- time projects • Staffs projects with the πght skill set at the πght time • Searches data for employee availabilit . skill sets, and project and location preferences • Prov ides crucial information about projects, their status and resource requirements • Ev aluates the "hire versus develop " decision and the " ramp up " time and resources based on skill set of team selected from projects Employee • Communicates project and location preferences internal to the company • Searches for projects that match preferences FEATURES/FUNCTIONS « Allows employee or super isor to enter estimated employee downtime and duration • Removes employee from "available" status to "assigned " status when assigned to projects • Allo s comments from project manager to employee record regarding performance on project • Integrates w ith the Performance Management application to allow project manager to v iew employee strengths and weaknesses. • Links to the Online Training application to assess av ailability of courses for dev eloping skill sets • Creates a development plan for indi iduals and teams automatically based on team and role design • Allow s manager to develop prefeπed team skill set including allocation of experts and those in v aπous stages of dev elopment • Creates gap report against team selected and automatically creates dev elopment plan • Measures time and resources to develop team selected • Calculates the costs and time associated with dev eloping team • Track percentage of time allocated to specific ork assignments ® Tracks project duration start date end date resources committed resource start dates and end dates project status against milestones Search Engine • Sorts candidates by availability date, percent match, or any user defined field • Searches for candidates across the global enterpπse or selectiv elv using hard and soft skills • Searches based on skill requirements and/or user defined filters • Performs ad-hoc skill searches or search against defined role requirements THE PORTALS EMPLOYEE PORTAL - MY JOB LIFE ONLINE TRAINING LINK SUMMARY DESCRIPTION Φ Links to computer based training delivered on-line 2.3.4 ONLINE TRAINING LINK BUSINESS NEED This application links Employees to online training courses that are available to their company Web-based courses and computer based training offer Employees and organizations the advantage of ensuπng learning is available w hen needed The degree of integration w ith other applications depends on the relationship of the training company w ith the client KEY USERS AND GOALS Employee • Register for and take courses on-line FEATURES/FUNCTIONS • Integrates w ith w eb-based or computer based training v endors to prov ide courses to employees • Allow s employees to register for courses on-line « Sends notification to the Employee Dev elopment application w hen course is completed THE PORTALS EMPLOYEE PORTAL - MY HOME LIFE 54d SUMMARY DESCRIPTION Φ Provides tools and data to allow employees to manage and balance their priorities outside of work φ Value added tools draw employees to the employer's site THE PORTALS EMPLOYEE PORTAL - MY HOME LIFE DEPENDENT CARE SUMMARY DESCRIPTION Φ Provides information on employer sponsored or community dependent care programs. including child and elder care φ Content can be tailored at the company, organization, or individual level Φ May be linked to program providers or other on-line resources 2.4.1 DEPENDENT CARE BUSINESS NEED The Dependent Care application provides a vehicle for companies to prov ide value added support to their employees The application provides cmcial information about dependent care resources, facilities, employer benefits, and tax saving opportunities. Employees are increasingly stretched between caπng for their family and meeting demands at work This application prov ides community and company specific information to help Employees research dependent care opportunities and benefits. KEY USERS AND GOALS Employee • Provides a comprehensive resource for dependent care. • Simple and easy to use searches and data integration between related applications FEATURES/FUNCTIONS • Integrates ith the My Dependent Data and Checklist applications, and the My Resources and Health & Welfare suites. • Comprehensiv e database of facilities, resources, employer benefits and tax sav ing opportunities • Allo s searching by multiple cπteπa. • May be linked to program providers or other on-line resources. • Content can be tailored at the company , organization, or individual lev el THE PORTALS EMPLOYEE PORTAL - MY HOME LIFE DISCOUNT & CONVENIENCES SUMMARY DESCRIPTION Φ Provides information on employer sponsored discounts and conveniences φ Content can be tailored at the company, organization, or individual level Φ May be linked to program providers or other on-line resources 2.4.2 DISCOUNTS & CONVENIENCES BUSINESS NEED The Discounts and Conveniences application prov ides a vehicle for companies to prov ide v alue added support to their employees. The application serves as a v ehicle for Employees to research and employers to communicate pre-negotiated discounts and conv eniences By implementing t application, employers can increase the utilization of resources and ensure cuπent information is available KEY USERS AND GOALS Emplovee • Pro ides a comprehensive resource for discounts and conveniences • Simple and easy to use search processes FEATURES/FUNCTIONS • Allow s searching by multiple criteria • Content can be tailored at the company , department, or indiv idual level • May be linked to program prov iders or other resources THE PORTALS EMPLOYEE PORTAL - MY HOME LIFE CHARITABLE CONTRIBUTIONS SUMMARY DESCRIPTION Φ Cuts the corporate costs involved in supporting charitable contributions φ Can support United Way campaigns, matching gift programs, or other charitable programs THE PORTALS EMPLOYEE PORTAL - MY HOME LIFE EMPLOYEE ASSISTANCE PROGRAM SUMMARY DESCRIPTION Φ Provides summary description and contact information related to employee assistance programs φ May be linked to the program provider or other on-line resources 2.4.4 EMPLOYEE ASSISTANCE PROGRAM BUSINESS NEED The Employer Assistance Program application provides an on-line resource where Employ ees can rev iew program contents and resources. Employees can register for serv ices and rev iew program processes and information confidentially. KEY USERS AND GOALS Employee • Provides a comprehensive resource of employee assistance programs. FEATURES/FUNCTIONS • Content can be tailored at the company, department, or individual level. • May be linked to program providers or other resources. THE PORTALS EMPLOYEE PORTAL - HEALTH & WELFARE SUITE 54e SUMMARY DESCRIPTION Φ Tools to support health and welfare enrollments and ongoing claims processing THE PORTALS EMPLOYEE PORTAL - HEALTH & WELFARE SUITE OPEN ENROLLMENT SUMMARY DESCRIPTION Φ Guides participants through active or passive annual enrollment process φ Custom links to related resources φ Inactivity triggers follow-up e-mail - I ll 2.5.1 OPEN ENROLLMENT BUSINESS NEED The Open Enrollment application allows employees to complete the annual health and welfare enrollment process on-line A traditional annual enrollment process invol es a large v olume of paper and forms and sev eral rounds of manual administrative processing by both HR and employees The entire process is expensive, time consuming, and prone to delay or eπor In addition, the difficulty of the process can decrease the perceived v alue of employer prov ided health and w elfare offeπngs This application eliminates manual steps and reduces the possibility for delay or error, decreasing the cost of the annual enrollment process and increasing the perceiv ed alue of employer provided health and welfare offeπngs KEY USERS AND GOALS Employee • Allows the employee to complete the entire annual enrollment process on-line • Interactive education mateπals improve decision making β Edits the employee ' s elections to prov ide immediate confirmation of the enrollment • Automatically warns employee of enrollment deadlines HR Manager β Eliminates the need for clerical processing to support the annual enrollment process • Reduces Employee enrollment questions, saving time for the HR Manager • Reduces the possibility for eπors and late enrollments β Ease of use increases the perceived v alue of existing employer prov ided health and elfare offerings Carriers • Pro ides enrollment data in an electronic format • Reduces Employee enrollment questions, sav ing time for the earners FEATURES FUNCTIONS β Integrates w ith Payroll/HRIS β Integrates ith Benefits Workstation β Integrates ith the My Resources suite β Integrates w ith the Me & My Family suite • Integrates w ith the Grocery Store suite 0 Supports enrollments for both active emplov ees and retirees Supports both activ e and passive enrollments Sav es ' partial " enrollments duπng the open enrollment period Allow s access the coverage, plan, and prov ider information Allows access to general health and wellness resources Allows updates to personal and dependent data Accepts elections for v aπable and lifesty le credits, medical, dental v ision, basic and supplemental life, depended life. AD&D. short and long term disability insurances, spending accounts, vacation buying and selling, and other after tax options a ailable through the Grocery Store, such as group legal and financial planning ser ices Models payroll deductions and net pay Validates elections before accepting transactions THE PORTALS EMPLOYEE PORTAL - HEALTH & WELFARE SUITE NEW HIRE ENROLLMENT SUMMARY DESCRIPTION Φ Guides new employees through the elections and enrollment process φ Custom links to related resources Φ Inactivity triggers follow up e-mail 2.5.2 NEW HIRE ENROLLMENT BUSINESS NEED The New Hire Enrollment application allo s new employees to complete the initial health and welfare enrollment process on-line A traditional new hire enrollment process involves a large olume of paper and forms and several rounds of manual administrative processing by both HR and emplovees The entire process is expensive, time consuming, and prone to delav or error Because the process is often explained as one of several topics in a new hire oπentation the emplo ee mav not give it his or her full attention The resulting confusion and the difficultv of the process can decrease the perceived value of employer provided health and welfare offeπngs This application eliminates manual steps and reduces the possibility for delay or eπor. decreasing the cost of the new hire enrollment process and increasing the perceived value of emplover provided health and welfare offeπngs KEY USERS AND GOALS Employee • Allows the employee to complete the entire new hire enrollment process on-line β Interactive education mateπals improve decision making β Edits the emplovee ' s elections to provide immediate confirmation of the enrollment s Automatical warns emplovee of enrollment deadlines HR Manager » Eliminates the need for clerical processing to support the new hire enrollment process • Reduces Employee enrollment questions, saving time for the HR Manager β Reduces the possibility for eπors and late enrollments • Ease of use increases the perceived value of existing employer prov ided health and welfare offeπngs Carriers « Pro ides enrollment data in an electronic format » Reduces Emplovee enrollment questions, saving time for the earners FEATURES/FUNCTIONS ° Integrates with Pay roll/HRIS ® Integrates with Benefits Workstation • Integrates with the My Resources suite ■ 5 Integrates with the Me & Mv Familv suite Integrates with the Grocery Store suite Saves "'partial" enrollments duπng the new hire enrollment period Allows access the coverage, plan, and prov ider information Allows access to general health and wellness resources Allows updates to personal and dependent data Accepts elections for vaπable and lifesty le credits medical, dental ision, basic and supplemental life, depended life. AD&D. short and long term disabilitv insurances spending accounts, vacation buying and selling, and other after tax options av ailable through the Grocery Store, such a c group legal and financial planning sen ιce Models payroll deductions and net pay Validates elections before accepting transactions THE PORTALS EMPLOYEE PORTAL - HEALTH & WELFARE SUITE LIFE EVENT ENROLLMENT SUMMARY DESCRIPTION Φ Guides participants through qualified family status changes φ Custom links to related resources 2.5.3 LIFE EVENT ENROLLMENT BUSINESS NEED The Life Event Enrollment application allows employees who have had a qualified change in family status to complete the health and w elfare enrollment changes on-line A traditional family status change involv es a large v olume of paper and forms and eral rounds of manual administrative processing by both HR and employees The entire process ι^ expensiv e time consuming, and prone to delay or eπor Because the process comes at a time w nen the employee is expeπencing a major life ev ent change, the employ ee mav not giv e it his or her full attention The resulting confusion and the difficulty of the process can decrease the perceiv ed v alue of employer provided health and w elfare offeπngs This application eliminates manual steps and reduces the possibility for delay or eπor decreasing the cost of family status change processing and increasing the perceiv ed v alue of employer provided health and welfare offeπngs KEY USERS AND GOALS Employee » Allow s the employee to complete the entire family status change enrollment process on-line • Interactiv e education materials improv e decision making β Edits the employee s elections to prov ide immediate confirmation of the enrollment • Automatical w arns emplovee of enrollment deadlines HR Manager • Eliminates the need for cleπcal processing to support the family status change enrollment process o Reduces Employee enrollment questions, saving time for the HR Manager • Reduces the possibility for eπors and late enrollments • Ease of use increases the perceived v alue of existing employer prov ided health and w elfare offerings Carriers « Prov ides enrollment data in an electronic format • Reduces Employee enrollment questions, sa ing time for the earners FEATURES/FUNCTIONS β Integrates w ith Pavroll/HRIS » Integrates w ith Benefits Workstation e Integrates with the My Resources suite Integrates with the Me & My Family suite Integrate with the My Home Life suite. Integrates with the Grocery Store suite. Saves "partial" enrollments during the family status change enrollment peπod. Allows access the coverage, plan, and provider information. Allows access to general health and wellness resources. Allows updates to personal and dependent data Limits available elections based on family status change rules. Accepts elections for vaπable and lifestyle credits; medical, dental, ision, basic and supplemental life, depended life, AD&D. short and long term disability insurances , spending accounts; vacation buying and selling; and other after tax options av ailable through the Grocery Store, such as group legal and financial planning services Models payroll deductions and net pay Validates elections before accepting transactions THE PORTALS EMPLOYEE PORTAL - HEALTH & WELFARE SUITE THE UNIPRISE LINK SUMMARY DESCRIPTION Φ Hot links the employee from My enrollment to the Uniprise web site Φ Presents personalized claims, deductibles, co-pays and other information φ Allows printing of carrier ED cards 2.5.4 UNIPRISE LINK BUSINESS NEED The Uniprise Link connects employees to United Health Group ' s on-line resources The AAC Group provides robust on-line resources for general HR transactions and inquiries and health and welfare enrollment United Health Group prov ides deep on-line resources for ongoing health and welfare administration Employees make little distinction betw een these serv ices and v alue a "'one stop shop " point of entry for all their health and welfare needs This link allows for the seamless integration of our complementary offenngs. enhancing the perceived value of all our serv ices KEY USERS AND GOALS Employee • Allows access all health and welfare transactions and information on-line • "One stop shop" facilitates use and understanding of employer prov ided health and welfare offeπngs HR Manager • Reduces Employ ee health and welfare questions, sav ing time for the HR Manager • Ease of access and "one stop shop" increases the perceiv ed value of existing employer provided health and welfare offeπngs FEATURES/FUNCTIONS • Integrates w ith Benefits Workstation • Integrates with United Health Group systems • Integrates w ith the My Resources suite • Integrates with the Me & My Family suite • Allow s access to coverage, plan, and prov ider information » Allow s access to genera! health and wellness resources « Allows access to claims and payment histoπes » Allow s basic health and welfare transactions, such as pπmary care phy sician elections, ana fulfillment of lost ID cards and evidence of insurability requests THE PORTALS EMPLOYEE PORTAL - RETIREMENT SUITE 54f SUMMARY DESCRIPTION Φ Allows employees to complete retirement plan transaction on-line φ Valuable tools help employees to appreciate the value of employer provided retirement programs THE PORTALS EMPLOYEE PORTAL - RETIREMENT SUITE RETIREMENT PLANNING SUMMARY DESCRIPTION Φ Allows employees to do projections and analysis of retirement income and expenses, based on various assumptions φ Accounts for all employer provided and outside resources Φ May be linked to other on-line resources 2.6.1 RETIREMENT PLANNING BUSINESS NEED This application supports Employees in learning about and planning for their retirement Employees at any age will benefit from this application by creating long term projections It is an education tool for Employees and a communication tool for HR Managers KEY USERS AND GOALS Employee β Ser es as a learning resource for retirement planning « Allows evaluation of cuπent lifestyle and sav ings patterns HR Manager • Serves as a communication vehicle for information about companv plans • Educates employee population about retirement needs FEATURES/FUNCTIONS Employee Education • Teaches important concepts such as time value of money and inv estment div ersification • Graphically illustrates the importance of employee sav ings • Shows statistics such as life expectancies and histoπcal CPI increases • Rev iew s taxation concepts, and educates on tax consequences of certain lite ev ents Retirement Income Projections • Calculates estimates from company pension and 401 (k) plans, based on personal data input by employee (data supplied by system if outsourcing services are also pro ided ) • Estimates benefits pay able from the Social Security Administration • Projects future v alue of cuπent investments based on employ ee driv en parameters • Allow s input of other income sources, such as spouse s pension and personal sav ings Retirement Expenses • Ability to v iew national trend data for retirement expenses specific to income lev el • Sy stem prompts employee to predict certain events, such as retirement, sale of pπmarx residence and entry into long term care • Customizable expense planning allows for one-time or ongoing expenses Cash Flow Projections • Using income and expense projections, year by year analy sis of cash flow is possible • When annual retirement income becomes insufficient to meet annual expenses, inv estmer: or cash accounts are depleted according to employee preferences • If income and assets are not sufficient for predicted lifetimes of emplo ee and spouse, use' i*. counseled on possible remedies, change in savings pattern, adjustment of assumptions, etc • Ad hoc changes can be made, with the impact being immediately v isible THE PORTALS EMPLOYEE PORTAL - RETIREMENT SUITE PENSION ESTIMATE SUMMARY DESCRIPTION Φ Allows employees to perform basic projections of employer provided pension benefits Φ Links to Retirement Planning application and "What If I Retire " on-line resources 2.6.2 PENSION ESTIMATE BUSINESS NEED This application allo s Employees to produce cuπent retirement estimates or future retirement pro j ections immediately Employees at any age will benefit from this application by creating long term projections or by performing short term analy sis on their retirement dollars for next year KEY USERS AND GOALS Employee • Ability to create projections and estimates based on the company s pension plan • Serves as a learning resource for retirement planning and company plans FEATURES/FUNCTIONS Retirement Estimates • Calculates retirement estimates payable from pension plan • Provides forms and instructions to guide Employee through the retirement planning process • Includes information about tax impact and alternativ e pay ment information • Produces sample retirement paperwork Retirement Projections • Calculates future projections of income pay able from pension plan • Employee inputs pro j ected termination date from company and date benefits ould commence • Employee also able to pro j ect compensation by component, subject to employ er set limits • Multiple pro j ections can be processed simultaneously , and produced on a single statement THE PORTALS EMPLOYEE PORTAL - RETIREMENT SUITE PENSION INITIATION SUMMARY DESCRIPTION Φ Automates all retirement tasks, simplifying and speeding processing φ Allows employee to initiate, validate, and complete the retirement process on-line φ All required paper forms are delivered through the Secure E-mail application 2.6.3 PENSION INITIATION BUSINESS NEED This application facilitates a paperless retirement process by allowing Employees to initiate their retirements on-line. All forms w ill be in an electronic format, except w here required by law KEY USERS AND GOALS Employee • Ability to initiate the retirement process electronically • Fills out all forms electronically, except those requiπng a notary public ' s signature HR Manager • Ability to view the status of all retirement requests, including unprocessed initiations FEATURES/FUNCTIONS Retirement Initiation • Calculates retirement benefits payable from pension plan and produces appropnate forms • Prov ides a checklist for retirement process » Employee is able to complete forms, including option election process w hile on-line • After paperwork is complete and the Employee actually terminates employ ment, pension payment is processed • Employee is able to v iew the status of his retirement process at any time • Retirement can be canceled on-line at the request of the Employee Retirements in Process • View the status of all retirements in process • Individual Employees can follow the status of their own retirement requests THE PORTALS EMPLOYEE PORTAL - RETIREMENT SUITE PENSION EARLY RETIREMENT WINDOW SUMMARY DESCRIPTION Φ Custom module can be turned on or off for specific groups of employees φ Allows counseling, modeling, and initiations related to special early retirement windows 2.6.4 PENSION EARLY RETIREMENT WINDOW BUSINESS NEED This application will enable employers to disseminate information about any earh retirement windows cuπently in effect, as well as allow Employees to determine eligibilitv tor and amounts pay able under the program KEY USERS AND GOALS Employee ® Ability to learn about any early retirement window s in effect » If eligible. Employee is able to estimate the benefits payable HR Manager • Serves as a communication tool for special retirement programs • Eases administrative burden of calculating estimated benefits for early retirement candidates FEATURES/FUNCTIONS Summan of Programs » A detailed descnption of the programs are av ailable for Emplo ee perusal « Eligibility requirements and prov isions are defined • Frequently asked questions and answers are av ailable Eligibility Determination • Employees are able to determine their own eligibility by answenng a series ot questions « If data is accessible, then determination can be automated Earh Retirement Estimates • Eligible Emplov ees are able to request benefit estimates pay able under the retirement w indow « Paperw ork is produced containing the estimated amounts, along w ith instructions on how to apply for earh retirement THE PORTALS EMPLOYEE PORTAL - RETIREMENT SUITE 401(K) SUMMARY DESCRIPTION Φ Link to the defined contribution administrator Φ Employees can review fund balances and perform basic plan transactions, such as investment election changes, fund redistributions, loans, and withdrawals 2.6.5 401 (K) LINK BUSINESS NEED The 40 l (k) Link connects Employees to the 401 (k ) recordkeeper s on-line resources through The Group ' s portal The Group prov ides robust on-line resources for general HR transactions and retiremen' plan inquiπes. Most 401 ( k) recordkeepers prov ide on-line resources for defined contπbution Diar inquiπes and transactions Employees make little distinction between these serv ices and v alue a "one stop shop " point of entry for all their retirement plan needs This link allows for the seamless integration of our complementary offeπngs. enhancing the perceived value of all our services KEY USERS AND GOALS Employee • Allows access all defined contπbution plan transactions and information on-line ® "One stop shop " facilitates use and understanding of employer sponsored defined contπbution plans HR Manager « Reduces Employee defined contribution plan questions, sav ing time for the HR Manager • Ease of access and "one stop shop " increases the perceived v alue of existing emplover sponsored defined contπbution plans FEATURES/FUNCTIONS » Integrates with Benefits Workstation • Integrates w ith 40 I l k) recordkeeper systems • Integrates w ith the My Resources suite • Integrates with the Me & My Family suite • Integrates with the Retirement Planning application • Allow s access to general plan information β Allo s access to general financial planning resources • Allow s access to transaction histoπes • Allow s basic defined contπbution plan transactions, such as enrollments, contπbution rate elections, investment election changes, fund redistributions, loans, and w ithdraw als THE PORTALS EMPLOYEE PORTAL - PAYROLL INFORMATION SUITE 54g SUMMARY DESCRIPTION Φ Empowers employees to control payroll information and personal tax status THE PORTALS EMPLOYEE PORTAL - PAYROLL INFORMATION SUITE VERIFY MY EMPLOYMENT SUMMARY DESCRIPTION Φ Gives the employee the authority to allow loan agencies to verify employment φ Removes the tasks from the payroll or HR department 2.7.1 VERIFY MY EMPLOYMENT BUSINESS NEED The Veπfy My Employment application allows Employees to authoπze third party users to v erify their income and employment data on-line, eliminating the need for the pay roll department to respond to these requests Various credit, lending, legal, and gov ernmental third parties make regular requests for income and employment information for specific employees Responding to these iequests is expensiv e and time consuming, and provides little v alue to the organization This application automates this process, remov ing the employer, and can be used to pass the costs of these veπfications back to the third party requestors KEY USERS AND GOALS Employee • Authoπze income and employment eπfications on-line • Ensures that veπfications are completed in a timely fashion HR Manager • Reduces the need for cleπcal processing to support incomes and employ ent v erifications Third Parties • Ensures that veπfications are completed in a timely fashion FEATURES/FUNCTIONS • Integrates w ith Pa rolL/HRIS • Allows employ ees to make multiple authorizations • Allow s employ ees to set separate expiration dates for each authoπzation • Supports chargebacks to the third parties who access the sy stem THE PORTALS EMPLOYEE PORTAL - PAYROLL INFORMATION SUITE CHANGE MY W-4 SUMMARY DESCRIPTION Φ Provides employees with on-line Federal W-4 form to enter/change deductions φ Removes the payroll/HR people from the process 2.7.2 CHANGE MY W-4 BUSINESS NEED The Change My Vv -4 application automates state and Federal tax w ithholding elections and processing, lessening the difficulty of the tvpical paper process and low eπng the total cost of pavroll processing The traditional taλ withholding election process involv es sev eral paper forms and manual administrative steps Each paper form and manual step is time consuming and increases the possibility of delay or eπor In addition the paperwork and possibilitv of delav or eπor can discourage Emplovees from electing to use direct deposit This application eliminates manual steps and reduces the possibilitv tor delav or eπor decreasing pav roll processing costs KEY USERS AND GOALS Employee • Allows complete state and Federal tax withholding elections on-line • Edits elections to prov ide immediate confirmation of the transaction HR Manager • Eliminates the need for clerical processing to support the tax w ithholding election process • Prov ides tax w ithholding election data in an electronic format FEATURES/FUNCTIONS • Integrates with Pay roll HRIS • Supports both active and retiree ( pension ) payrolls « Supports initial tax withholding elections and elections maintenance • Includes automated tax w ithholding w orksheets reproduced from Vv -4 • \ ahdates elections before accepting transactions • Integrates w ith the \ ιew My Pav Information application to eliminate the need tor paper check adv ices THE PORTALS EMPLOYEE PORTAL - PAYROLL INFORMATION SUITE DIRECT MY DEPOSITS SUMMARY DESCRIPTION Φ Empowers employees to direct their payroll deposits as they wish, subject to the limitation of the payroll system, φ Removes the payroll/HR people from the process 2.7.3 DIRECT MY DEPOSITS BUSINESS NEED The Direct My Deposit application automates direct deposit elections and processing lessening the difficulty of the typical paper process and low eπng the total cost of payroll processing A traditional direct deposit process involv es several paper forms and manual administrativ e steps Each paper form and manual step is time consuming, and increases the possibility of delav or eπor In addition, the paperwork and possibility of delay or eπor can discourage Employ ees from electing to use direct deposit This application eliminates manual steps and reduces the possibilitv for delav or eπor. decreasing payroll processing costs and increasing direct deposit participation KEY USERS AND GOALS Employee • Allo s complete direct deposit instructions on-line « Edits instructions to prov ide immediate confirmation of the transaction HR Manager • Eliminates the need for cleπcal processing to support the direct deposit process • Reduces paper check and returned check v olumes Pav roll Vendor • Prov ides complete direct deposit data in an electronic format • Reduces paper check and returned check volumes FEATURES/FUNCTIONS • Integrates with Payroll HRIS • Supports both activ e and retiree (pension) payrolls • Supports initial direct deposit instructions and direct deposit instruction maintenance • Validates elections before accepting transactions • Maximum number of direct deposit instructions based on companv rules • First instruction is always be a "net " instruction • Integrates w ith the View My Pay Information application to eliminate the need for paper check adv ices THE PORTALS EMPLOYEE PORTAL - PAYROLL INFORMATION SUITE VIEW MY PAY INFORMATION SUMMARY DESCRIPTION Φ Allows employees to see their paystubs on-line Φ Cuts the cost of distributing paystubs 2.7.4 VIEW MY PAY INFORMATION BUSINESS NEED The View My Pay Information application allows Employees to iew their pay adv ice ( check stub) information on-line loweπng the total cost of pavroll processing A traditional direct deposit still requires that a paper check adv ice be produced and distπbuted to each payee for each pay roll cycle The production and fulfillment ot paper check aαv ices takes aw ay from the efficiency of the direct deposit process This application automates the production and distπbution of check adv ice information directlv reducing pay roll processing costs KEY USERS AND GOALS Employee β Allows the Employee to v iew check advice information on-line HR Manager » Eliminates the need for paper check advices • Reduces mail and returned mail volumes Payroll Vendor » Eliminates the need for paper check adv ices • Reduces mail and returned mail volumes FEATURES/FUNCTIONS • Integrates with Pay roll HRIS • Integrates w ith the Change My W-4 application • Integrates w ith the Direct My Deposits application • Supports both active and retiree ( pension ) payrolls • Allow s access to cuπent and histoπcal check adv ices THE PORTALS EMPLOYEE PORTAL - PAYROLL INFORMATION SUITE REQUEST ANOTHER W-2 SUMMARY DESCRIPTION Φ Enables the employee to get a copy of a W-2 without human intervention 2.7.5 REQUEST ANOTHER W-2 BUSINESS NEED The Request Another W-2 application allows Employees to request a replacement V -2 on-line loweπng the total cost of government reporting The annual government reporting process bπngs a predictable fluπv of requests for replacement W-2 forms Responding to these requests is expensiv e and time consuming and prov ides little v alue to the organization This application automates this process, decreasing gov ernment reporting costs KEY USERS AND GOALS Employee • Allows the Employee to request a replacement W-2 on-line HR Manager « Reduces the need for cleπcal processing to support the government reporting process Payroll Vendor ® Reduces the need for cleπcal processing to support the government reporting process FEATURES/FUNCTIONS • Integrates with Payroll/HRIS • Supports both active and retiree (pension ) payrolls • Allows access to cuπent year and historical W-2s • Validates addresses before accepting requests THE PORTALS EMPLOYEE PORTAL - THE GROCERY STORE GOODS & SERVICES 54h SUMMARY DESCRIPTION Φ Empowers employees to select any number of benefits and after tax options from a pool of vendors φ May be linked to program providers or other on-line resources THE PORTALS EMPLOYEE PORTAL - THE GROCERY STORE CHECKOUT SUMMARY DESCRIPTION Φ Select and pay for purchases by after tax deductions through the company payroll system THE PORTALS HR MANAGER PORTAL 55 SUMMARY DESCRIPTION Φ Allows HR Managers to view statistics and design programs on-line Φ Depending on what is purchased they may see some or all of the related applications THE PORTALS HR MANAGER PORTAL - DATA MINING SUITE 55a SUMMARY DESCRIPTION Φ Gives Managers easy access to employee data on-line Φ Reduces the need to ask the MIS department for reports φ Allows for interactive thinking THE PORTALS HR MANAGER PORTAL - DATA MINING SUITE LEADING INDICATORS SUMMARY DESCRIPTION Φ A source of information to enable proactive decision-making φ Extracts pertinent data from other systems and applications φ Compares company data to external benchmarks 3.6.1 LEADING INDICATORS BUSINESS NEED The purpose of this application is to be a source of information to enable proactiv e decision- making on the pan of HR management This application gathers data from other applications and provides it in a readily usable format In addition, the results can also be compared to available benchmarks to assist the HR Manager in knowing how the organization is performing This application incorporates benchmarking tools to help organizations learn from the expeπence of others and av oid costly mistakes in the process KEY USERS AND GOALS HR Manager • Provides readilv av ailable information that can be used to strategically manage the business of Human Resources, including planning, decision making, and facts for discussions w ith other members of senior management FEATURES/FUNCTIONS Staffing • Headcount • Vacancies • Turnover rates » Cost of turnover Benefits • Budgeted expense accruals to actual • Average length of stay • Hospital days per 1000 • Top expenditures by diagnosis and case Rewards and Recognition • Payroll costs • Meπt budget monitoπng • Incentive compensation costs β Stock plans information β Histoπcal cost tracking • Training cost benefit analvsi-. THE PORTALS HR MANAGER PORTAL - DATA MINING SUITE NATURAL LANGUAGE QUERIES (HR MGR. VIEW) SUMMARY DESCRIPTION Φ Allows managers to query records of their employee using normal sentences Φ Learns the "linso" of the manager 1.6.1 ; 3.6.2 NATURAL LANGUAGE QUERIES BUSINESS MEED Natural Language Queπes allow executives, managers and employees to access information without standard reports Rather than requesting reports and aiting on programmers emplo ees and managers can ask questions of the applications in plain English w ithout time consuming report wπting training KEY USERS AND GOALS Business Managers and HR Managers • Allows Business Managers and HR Managers to querv databases in plain English • Integrates with the Standard Queries application for ease of nav igation FEATURES/FUNCTIONS Intuitive • Supports Natural Language or key w ord input • Keywords, phrases or natural language questions • Keyboard or v oice recognition soft are interface • Scheduled and agent managed questions Intelligent • Interprets and enhances requests • Handles synonyms, phrases, ambiguity and context • Combines search elements to increase precision Comprehensive • Searches all rele ant and accessible sources • Structured databases using SQL Unstructured text using popular text search engines ad anced syntax • Searches pπvate ( Intranet) and public (Internet) sources • Dynamically extends searches if no results are found Precise • Delivers specific answers in the appropπate format • Desired products from e-commerce catalogs • Specific information from data content prov iders • Spreadsheets and graphs from databases or data warehouses • Hot links to other relevant sources R e l ea se 2. U THE PORTALS HR MANAGER PORTAL - DATA MINING SUITE STANDARD QUERIES (HR MGR. VIEW) SUMMARY DESCRIPTION Φ Provides vehicle for HR managers to develop company-wide standard reporting and scripted feedback φ Provides access to a library of standard reports, based on company rules 1.6.2; 3.6.3 STANDARD QUERIES BUSINESS NEED The Standard Queπes application prov ides a list of queπes and reports that are common to Business Managers and HR Managers A key v alue to businesses is that the data from multiple applications may be reported and analy zed providing reports and v iew of data nev er a ailable before Standard queπes may be generated from a set of reports made av ailable w ith each application or generated based on client request KEY USERS AND GOALS Business Managers and HR Managers « Pro ides simple access to standard and frequently used reports and queries ® Allow s Business Managers and HR Managers to design and request standard repoπs upon implementation of application FEATURES/FUNCTIONS • Integrates w ith Natural Language Queπes to allow one-time query to become a standard report « Simple one-click access to v aluable reports and data « Integrates across all applications to prov ide distinct and comprehensiv e reporting THE PORTALS HR MANAGER PORTAL - COMPLIANCE SUITE 55b SUMMARY DESCRIPTION Φ Assists HR management with required compliance functions φ Allows access to critical information for monitoring and decision-making φ Used to ensure compliance with governmental requirements THE PORTALS HR MANAGER PORTAL - COMPLIANCE SUITE CASE MANAGEMENT SUMMARY DESCRIPTION Φ Provides information on active and historical EEO cases and charges Φ Includes status, critical dates, assignments, responsibilities, etc. φ Ensures knowledge is available and managed to avoid non-compliance 2.1.5; 3.5.1 CASE MANAGEMENT BUSINESS NEED The Case Management application allow s Employees and HR Managers to process formal inquines on-line Certain types of transactions and inquiπes must be handled using a formal process or rules Examples include employment disputes. EEO or AAP claims, and ERISA appeals A ty pical process involves several paper forms and manual administrative steps, with re iews at different levels within the organization Typically , each step is dependent on the pπor step Indiv idual supervisors may or may not be familiar with the formal process These processes can be time consuming and inefficient. In addition, an employer can face significant business πsk if there are eπors or delays in the process This application ensures adherence to processing rules and eliminates eπors and delay s bv supporting and automating the case management process KEY USERS AND GOALS Employee • Allows the employee to monitor the entire case management process on-line • Employee can re iew pπor con ersations, documents, and e-mails regarding his or her cases β Automatically warns of important deadline! s) HR Manager • Reduces the need for cleπcal processing to support the case management process • Reduces Employee case management questions, sa ing time for the HR Manager • Reduces the possibility for eπors and dela s, limiting business πsk • Automatically warns of important deadline! s) FEATURES/FUNCTIONS • Integrates ith the Organization Chart application to determine the rule> and reporting relationships for case management programs ® Integrates with the Secure E-mail application • Integrates ith the Benefits Tracking application • Integrates with the Affirmativ e Action Program application » Integrates with the Labor Relations application • Data is organized by date, issue or type of inquiry • Simple one-click access to conversation or document • Workflow tool assigns rev iew s as processing steps are completed Monitors the entire case management against standard timelines and deliv ers progres s repoπs to key superv isors THE PORTALS HR MANAGER PORTAL - COMPLIANCE SUITE LABOR RELATIONS SUMMARY DESCRIPTION Φ Utilized by management during union campaigns or negotiations Φ Guides management decision-making on contract offers and responses φ Allows for analvsis of various "what if scenarios 3.5.2 AFFIRMATIVE ACTION PLANNING BUSINESS NEED Companies who are governmental contractors must comply w ith Executiv e Order 1 1246 w hich requires an Affirmative Action Plan ( AAP) for females, minoπties. \ eterans and disabled individuals The requirements also include having a wπtten plan, keeping records of v aπous employment activities, and engaging in outreach activ ities for those cov ered under the AAP Should a company come under a Department of Labor Office of Federal Contract Compliance I OFCCP) audit and not be compliant with its Affirmative Action obligations it is at risk ot monetary assessments, regulatory oversight, and in extreme cases loss of gov ernment contracts An OFCCP audit typically requires the company to submit an AAP as well as a series ot other documents such as applicant flow logs, hiπng logs, promotion logs, transfer logs, termination logs, adverse impact analysis, etc This application will prepare and maintain such documentation KEY USERS AND GOALS HR Manager • Monitors the effecti eness of the company s AAP efforts • Suggests coπective actions when necessary • Manages the AAP process to avoid the consequences of an unfav orable OFCCP audit FEATURES/FUNCTIONS THE PORTALS HR MANAGER PORTAL - COMPLIANCE SUITE AFFIRMATIVE ACTION PROGRAM SUMMARY DESCRIPTION Φ Utilized to develop and monitor the company's AAP process Φ Prepares and maintains required documentation Φ Provides management with knowledge to take corrective action 3.5.3 LABOR RELATIONS BUSINESS NEED Duπng the cπtical time of preparing the company ' s plan for labor union av oidance or preparing for and duπng actual negotiations, it is essential for management to hav e access to reliable information that is easy to use This application guides management ' s decisions regarding contract offers and ev aluating the other parties proposals KEY USERS AND GOALS HR Manager • Assists management ' s negotiators w ith preparations for union negotiations • Analyzes the effects of unionization on a non-unionized w orkforce • Performs financial analyses and "what-if modeling to prov ide real-time information to the negotiating team FEATURES/FUNCTIONS • Customized to the company • Analyzes both compensation and benefits information THE PORTALS HR MANAGER PORTAL - ORGANIZATION TRAINING & DEVELOPMENT SUITE 55c SUMMARY DESCRIPTION Φ Provides HR managers with tools to support organization development Φ Provides strategic data on the success of development efforts, effects of organization changes, and management of training and development vendors and functions THE PORTALS HR MANAGER PORTAL - ORGANIZATION TRAINING & DEVELOPMENT SUITE PERFORMANCE MANAGEMENT (HR MGR. VIEW) SUMMARY DESCRIPTION Φ Provides a vehicle for HR managers to develop company-wide performance management standards and plans Φ Provides an administrative and tracking process for managing the performance management process 1.4.3; 2.3.1 ; 3.4.1 PERFORMANCE MANAGEMENT BUSINESS NEED This application automates the performance management process and prov ides cπtical information to Business Managers and Employ ees on performance The application begins by accessing information from the Job/Role Analy sis application that defines key corporate, leadership and role competencies The application allows automated 360 or self/superv isor assessments It provides a tracking system to facilitate the process ot rev iew s Multiple reports are av ailable allow ing review of performance data by indiv iduals and managers Key outcomes of this application include • Ciaπfies roles across an organization « Communicates expectations around performance and competencies ° Prov ides feedback to employees on performance β Facilitates goal/objective setting for employees • Identifies development needs KEY USERS AND GOALS Business Manager • Simplifies the performance rev iew process by automatically consolidating and anaiv zing information β Prov ides repoπs and histoπcal information to support the performance rev iew process • Assesses the strengths and weaknesses of employees indiv idual lv and as a group » Ser es as the foundation for the Resource Planning. Succession Planning. Emplov ee Dev elopment, and Organization Dev elopment appllcatlon Empiovee • Prov ides a simple rating process β Prov ides information to the employee on their strengths and w eaknesses and serv es as the foundation for development and career planning HR Manager • Prov ides an administrative and tracking tool for managing the performance management process FEATURES/FUNCTIONS e Allow s 360 rating or any vaπation including only self or manager ratings « Flexible scale - numeric or descriptiv e w ords ® Manager has flexibility to add technical functional, leadership or project management competencies on an individual or group basis J L sed a> basis for dev elopment planning rew ards and recognition ° S imple rating process - 155 - *> Allo s comments and rating of competencies • Ratings may be sav ed "in process" to facilitate time • Allow s reporting by groups or individuals. • Compares individual against ideal performer • Tracks due dates of review s based on company parameters • Uses data from the Job Role Analysis application for assessing strengtns and w eaknesses in performance • Feeds data to the Employee Dev elopment application to ensure smooth integration of development in planning and to prov ide resources and suggestions for dev elopment • Notifies users when they have been identified to perform a rating For 360 - Additional Features Include • Manager has flexibility to determine raters and the related w eight of ther rev iew • Confidential data gatheπng • Tracks status and due dates ot reviews • Allow s rev iew of ratings to ensure statistically v alid - realistic distπbution of ratings, percent of completion for competencies rated, shows standard dev iation of all ratings by competencv THE PORTALS HR MANAGER PORTAL - ORGANIZATION TRAINING & DEVELOPMENT SUITE ORGANIZATION DEVELOPMENT (HR MGR. VIEW) SUMMARY DESCRIPTION Φ Provides a vehicle for HR managers to develop company-wide development plans Φ Provides resources to support organization development Φ Allows "what-if ' analysis on strategy and function 1 = 5.2; 3.4.2 ORGANIZATION DEVELOPMENT BUSINESS NEED This application provides a pow erful tool for Business Managers and HR Managers in planning for company development. The application incorporates assessment intormation and tools w ith available resources to create and monitor plans for dev elopment The application is dev elopment focused and encourages a pro-activ e approach to planning and grow th To ensure balance ith company obiectives. the budgeting and expense tracking features promote the strategic use ot training dollars "What-if ' analysis is a ailable at all lev els of the organization to support each company ' s changing environment KEY USERS AND GOALS Business Manager a Assists with identifying dev elopment needs for the department and creating and monitoπng dev elopment plans • Provides on-line self-assessments for change readiness, organization and team effecti v ne v « Provides information on resources for their ow n personal dev elopment and company resources for assisting with organization development and performance issues • Allow s " w hat-if ' analysis on department changes in strategy and function • Allow s budgeting and expense tracking for training and dev elopment dollars HR Manager s Allows "w hat-if analysis on company -wide changes in strategy and function for better - organization development and training resource allocation "> Allow s budgeting and expense tracking for training and de v elopment dollars • Provides a communication and monitoπng v ehicle for mentonng programs and organ ization training and development resources • Provides comprehensive information on the company ' s change readiness and etfec ene--- for organization development planning β Prov ides pre-established relationships and researched matenals and resources related to dev elopment FEATURES FUNCTIONS Development Plans ® Interfaces with the Performance Management application to incorporate business related dev elopment activities and to identify competency strengths and w eaknesses based JΠ 360 feedback » Prov ides suggestions by competency on recommended activ ities and/or special projects to improv e performance « Prov ides a process for managers to track their progress and completion of planned acti v uies o Developmental activ ities resources mentonng programs and assessment tools are client specific A central database mav be established out clients can parse through it for resources and programs to be approved bv them Interfaces β Links to the Online Training application τ or identification of dev elopment opportunities and registration for courses • Interfaces w ith the Organization Chart application for determining manager v lew s of data 9 Links to the Assessment Tools application for identification and registration of assessment needs β Interfaces with the Performance Management application to incorporate business related development activ ities and to identifv competencv strengths and weaknesses based on 360 feedback Budgeting and Expense Tracking • Provides a process for Business Managers and HR Managers to budget departmental training and development dollars and allocate these to emplovees and/or keep them centrallv « Allow s manager to view summaπzed and detailed expenses and data bv emplov ee and bv department "What-if analysis • Interfaces with the Performance Management application to obtain emplovees ratings and job data • Allows the Business Manager and HR Manager to search for strengths and weaknesses in a competencv or group of competencies across a department or the entire organization Organization Assessments ® The application provides pre-dev eloped assessment tools evaluating an organization - effectiveness and readiness tor change β Based on a manager s self-assessment tne application pro ides hints and resources for improv ing performance bv assessment topic β Links to the Online Training application for development resources mav be initiated w hile the manager is v iewing assessment results β The HR Manager mav v iew assessment results bv department or companv w ide bv assessment topic THE PORTALS HR MANAGER PORTAL - ORGANIZATION TRAINING & DEVELOPMENT SUITE SUCCESSION PLANNING (HR MGR. VIEW) SUMMARY DESCRIPTION Φ Provides vehicle for HR managers to develop company-wide succession plans φ Outlines current and future competencies for leadership positions Φ Provides an integrated plan for improving the capabilities of all managers and leaders 1 .4.5; 3.4.3 SUCCESSION LANNIN BUSINESS NEED This application assists companies with the process of sy stematically identify ing, assessing, and developing leadership talent for future strategic tasks It integrates with the Job/Role Analy sis Performance Management, Online Training, and Employee Development applications to gather information about the strengths of high-potential employees Combined with consulting, the application provides a strategic assessment of leadership talent w ithin in a company and creates development plans KEY USERS AND GOALS Business Manager • Consolidates, updates, and amplifies the v alue of the emplov ee information for succession planning purposes • Provides a model of cuπent and future success competencies for leadership β Provides an integrated plan for improving the capabilities of all managers and leaders HR Manager • Consolidates, updates, and amplifies the value of the employ ee information for succession planning purposes • Provides a model of cuπent and future success competencies for leadership • Provides an integrated plan for improv ing the capabilities of all managers and leaders FEATURES/FUNCTIONS • Analyzes the strengths of your high-potential employees β Consolidates, updates, and amplifies the value of the employ ee information for succession planning purposes • Identifies and analyzes the competencies and employee profiles that hav e proven successful in an organization • Utilizes the organization assessment information to identifv leadership development issues and objectives » Models cuπent and future success competencies for leadership a Prov ides an understanding of each manager ' s strengths, weaknesses and succession readiness • Prov ides a plan for improv ing the capabilities of all managers and leaders THE PORTALS HR MANAGER PORTAL - ORGANIZATION TRAINING & DEVELOPMENT SUITE TRAINING ADMINISTRATION SUMMARY DESCRIPTION Φ Simplifies and automates the administration of training programs Φ Provides meaningful financial reporting regarding training programs Φ Allows management of courses, locations and equipment from a distance 3.4.4 TRAINING ADMINISTRATION BUSINESS NEED This application supports a human resource training department by prov iding cπtical management information and by automating processes and improv ing communication It integrates with other applications and minimizes the human inv olvement with scheduling courses participants, locations and instructors The application prov ides critical breakev en and profitability calculations by course tracks, indiv idual courses and instructors KEY USERS AND GOALS Employee • Prov a simple registration process that can be accessed from sev eral other applications calendars, published information, or directly • Tracks history of course participation and training costs HR Manager • Simplifies and automates the administration of training programs • Provides meaningful financial reporting regarding courses and training programs • Allow s management of courses, locations, and equipment from a distance • Integrates ail instructor, course, location, and equipment information in one application that links to other employee related applications FEATURES/FUNCTIONS Course Management » Tracks prerequisites, course objectiv es course descπptions. professional certifications and delivery methods • Tracks location and dates of courses and instructor Allow s instructor to input materials and/or equipment required • Communicates mateπals to administrati e support and reserves equipment from location equipment list Notifies instructor/administrator if equipment is not av ailable β Integrates vendor delivered courses to show seamless course offering • Links courses to competency library allo ing integration and search features w ith other modules • Helps HR Manager identify fixed and v ariable costs for courses Automatical calculates breakeven participation « Reports profitability of courses individually or as a track of courses « Allow s multiple fee schedules • Tracks minimum and maximum participation requirements Limits registration to maximum registrants and allows remaining individuals to sign-up for a waiting list or register for another time/location « Notifies participants automatically through e-mail of course cancellations, location changes or waiting list updates • Identifies courses that support vanous certifications • Produces an on-line training calendar and allow s export of information to publishing software. β Allows instructor to select from pre-dev eloped ev aluation templates or create their ow n When create own evaluation, client may require certain questions • Produces consolidated course evaluations • Allows edit and roll-up of evaluation comments by training manager • Allows input of in class ev aluations by an emplovee or on-line input by participants Instructor Management • Integrates with the Resource Management application for assigning instructors to courses or special projects. • Provides on-line biographical sketch • Tracks history of courses taught and evaluation scores Location Management • Identifies locations, rooms, occupancy limits, and classroom features - w hiteboards, projection screens, etc • Allows instructor to select training room layout Equipment Management • Identifies equipment available by location • Creates inventory of equipment available for courses and shows status ( av ailable, assigned, or under repair) THE PORTALS HR MANAGER PORTAL - ORGANIZATION TRAINING & DEVELOPMENT SUITE COURSE DEVELOPMENT SUMMARY DESCRIPTION Φ Provides pre-designed templates for developing web-based courses φ Utilize tools and applications to support web-based courses φ Provides platform for delivering web-based courses 3.4.5 COURSE DEVELOPMENT BUSINESS NEED As organizations face greater challenges w ith a faster pace of change. Emplovees ill need to have learning resources available just in time and w hen conv enient to Employ ees The expense and expertise of implementing on-line courses can be ov erwhelming to organizations Thi application provides the technology and expertise related to on-line course dev elopment and delivery so that our clients, their training professionals, and Employ ees can become users and benefit from on-line learning without being technology experts or incumng the startup costs related to technology KEY USERS AND GOALS Employee • Participates in interactive on-line training courses at their ow n convenience HR Manager « Dev elops interactive on-line courses based on pre-designed templates • Tools and applications to support on-line courses that facilitate dev elopment and course interactivity FEATURES/FUNCTIONS • Provides templates and guides for course dev elopment • Pro ides on-line tools and applications for dev eloping on-line courses • Prov ides delivery platform with associated tools like hstser and pπv ate chatrooms tor online courses THE PORTALS HR MANAGER PORTAL - ORGANIZATION TRAINING & DEVELOPMENT SUITE ASSESSMENT TOOLS SUMMARY DESCRIPTION Φ Provides database of assessment tools to be used for recruiting, resource management. employee development and career planning Φ Allows clients to benefit from AAC pre-negotiated rates and volume discounts 3.4.6 ASSESSMENT TOOLS BUSINESS NEED This application provides a central source of endor and client developed assessment tools to support the Employee Development and Organization Development applications HR Managers may designate which assessments are readily available to Business Managers and Employ ees and which tools require internal consulting before being administered The application prov ides Business Managers and Employees w ith a better understanding of av ailable resources and how they may be used for personal and professional grow th This application allows the client to take advantage of pre-negotiated vendor discounts KEY USERS AND GOALS HR Manager • Provides a central source of assessment • Automates process for registeπng for assessments • Tracks assessment results for indiv idual employees and the organization as a w hole FEATURES FUNCTIONS • Pro ides a database of assessment opportunities and assessment results • Allows Employees and Business Managers to register for assessments on-line • Notifies HR personnel when an Employee or Business Manager has requested an assessment that needs to be scheduled • Integrates with the Employee Development and Organization Development applications THE PORTALS HR MANAGER PORTAL PAY & PERFORMANCE (HR MANAGER VIEW) 55d SUMMARY DESCRIPTION Φ Automates processing for individual salary adjustments, based on company rules Φ Can be used for salary increases, awarding cash bonuses, and stock plans Φ Automates updates to job, organization, and pay data Φ Workflow tool triggers related processing 1.3.1 ; 3.3 PAY & PERFORMANCE BUSINESS NEED The Pav & Performance application streamlines the administration of an organization s total rewards programs loweπng administration costs and increasing program effectiv eness Total rewards programs can involve mam different options with complex administration rules Individual superv isors mav or mav not be familiar with all programs These programs tv picallv require one or more manual review steps Administration eπors a lack of familiaπty and delav in the rev iew and appeal process can dramaticallv reduce the effectiv eness ot total rew ards programs This application eliminates eπors. guesswork and delav s bv supporting and automating the delivery of total rewards programs KEY USERS AND GOALS Business Manager • Automates total rewards programs, freeing the Business Manager from paperw ork « Claπfies supervisors responsibilities and reduces the possibilitv for delav bv assigning review s and monitoπng progτess • Empowers the Business Manager to deliver the πght total re ards at the πght time HR Manager ® Automates total rewards programs treeing the HR Manager from paperwork • After an initial training penod. reduces eπors and Business Manager questions sav ing tune for the HR Manager ® Facilitates and improves the use of existing total rewards programs increasing impact bv enhancing dehverv 8 Frees the HR Manager to focus on total re ards design and implementation - not administration FEATURES/FUNCTIONS β Integrates with the Organization Chart application to determine the rules and reporting relationships for total rewards programs β Integrates with Pav roll/HRIS δ Summarizes individual and reporting group total rewards historx a Allow s supervisors to allocate total rewards bv reporting group 0 Supports modeling and administration for base pav changes including merit and market increases, and promotions 3 Supports modeling and administration 'or rew ard programs including cash and non ush av ards Supports modeling and administration for short and long term incentiv e programs, including cash bonuses, stock options, restπcted and unrestricted stock, phantom shares, and performance shares Workflow tool assigns reviews as total rewards actions are completed Monitors total rewards programs and deliv ers repoπs to key superv isors THE PORTALS HR MANAGER PORTAL RECRUITING & STAFFING (HR MANAGER VIEW) 55e SUMMARY DESCRIPTION Φ Automates recruiting process and provides a decision support system for interview team. managers and HR Φ Provides a resource to interview teams for interview questions φ Maintains a pool of candidates for interviewing and potentially hiring 1.4.2; 3.2 RECRUITING & STAFFING BUSINESS NEED The Recruiting & Staffing application automates and facilitates the recruiting process This application tracks candidates and the interview process, and interfaces w ith the Job/Role Analy s ι and Performance Management applications It includes features that assist the interv iew team and managers by automating aspects of the interv iew process and prov iding cπtical comparati v information to support the hiπng decision The application allow s efficient management ot candidate information, the inter iew process, and data regarding search firms and online recruiting vendors Key outcomes of the module include • Automates the recruiting process • Provides a decision support sy stem for the interv tew team. Business Managers, and HR Managers β Monitors expenses and key indicators related to recruiting and staffing • Provides a resource to interview teams for targeted and strategic inter iew questions • Maintains a pool of candidates for interv iewing and potentially hiπng KEY USERS AND GOALS Interview Team • Provides a simple process for rating candidates on competencies and fit with the companv s Prov ides a resource of questions and responses to help rate a candidate ' s competencies Business Manager • Pro ides an automated process for selecting, notifying and monitoπng the progress of the interview team • Provides key comparativ e information on candidates to support hiring decision • Provides an automated process for hinng candidates and communicating decisions regarding all candidates • Facilitates the dev elopment of a "Day One " development plan HR Manager -> Monitors expenses and key indicators related to recruiting and staffing a Maintains a pool of candidates for interv ie ing and potentially hiring 8 Automates communication and key processes and centralizes information related to recrui tin : and hiring FEATURES/FUNCTIONS Processes Regarding Candidates 3 Seamless integration as the careers section ot v our corporate eb-site » Gathers and tracks information on the candidate and maintains a pool of eligible candidate- 01/61948 « Information on hired indi iduals may be forw arded to the Emplovee Dev elopment application to provide the basis for a development plan once the employ ee begins work • Data captured from specific applicant documents becomes part of the new employee s record • External candidate self-profiling • Provides a web-based resource for posting open positions ° Client determines the depth of information prov ided in job postings and w hether the candidate can send their resume directly to a Business Manager w ithout being screened by HR « Internal candidate search allows immediate identification of best fit candidates from a large pool based directly on performance feedback Interface with Job/Role Analvsis • Accesses information from the Job/Role Analy sis application that defines kev corporate leadership, and role competencies β Defines the position requirements, such as pπmarv responsibilities, education years of expeπence and "fit" with the manager s style and culture of the organization Creates and tracks open positions and maintains information such as job title type mew or replacement etc ). requirements, descπptions and expenses incurred while filling the position Interview Process and Supporting Information • Forms and tracks progress of inter iew team • Notifies manager when all interviews have been completed • Interviewers input their candidate ratings and the system generates reports to support the selection of a qualified candidate » Prov ides a resource on things to look for in the face-to-face interv iew and ev aluation scales designed to help interv iewers measure the extent to which a candidate has or does not hav e a competencv » Creates a customized screening interv lew Customized screening interv ιew i can be sav ed an rev ised as the specifications of the position change • Creates an in-depth customized interv ιew based on a database of behav ιoral and probing questions In-depth interv iew guides can be created, saved and modified as the requirements and specifications of the position change Evaluation and Comparison of Candidates - Business Manager 9 Fιnaiιst-to-role compaπson - identification of high performing finalists • Prov ides an ob j ective compaπson of final candidates Integrates change tactor and descnbes the relative difficultv of ev aluating each competencv a Allow s the Business Manager to notify HR through application of desired candidate to hire • Links to Employee Administration suite for new hire process • Allow s creation of "Day One" development plan for candidate hired Integrates w ith the Emplov ee Dev elopment application Aαπunistraπon ot tne Recruiting process - HK Manager ® Interviewee-to-role comparison - immediate identification of best-fit interv lewees from a large pool. « Tracks expenses related to search firms, advertising vendors, web-based recruiting v endors and candidate interviews. ® Pre-screens candidates based on skills and education matching • Tracks the status of interviews « Generates employment and rejection letters Interface with Web-Based Recruiting Vendors • Candidates drawn from multiple sources are filtered and managed in one application • Centralized candidate pool. « Recruiter-defined skills assessment questions. • Pay per use pπcing. • Ongoing communication w ith the people w ho possess desirable sets of skills and talents THE PORTALS HR MANAGER PORTAL PROJECT ONLINE (HR MANAGER VIEW) 55f SUMMARY DESCRIPTION Φ Coordinate the project management process between , ., clients, and vendors φ Tracks roles and responsibilities, project timeline, and workflow processing 3.1 ; 5.1 PROJECT ONLINE BUSINESS NEED This application assists clients, and vendors in the project management process and pro ides the client w ith an on-line, real-time resource to monitor the project performance and adherence to the project timeline The application includes predefined formats and lay outs anc i flexible enough to accommodate v aπous project ty pes ithin the functionality and data integration The client manager initiates the process by creating the timeline and structure ot the project, including all personnel and vendors associated w ith the project Kev outcomes ot thi- apphcation include « Prov ides secure and organized on-line access for each client to only v ιew their ow n outstanding projects • Presents the project timeline with all key deli erables and steps • Establishes project roles and responsibilities for all parties 3. client, vendors etc > • Shows completion status of each project step with backup information to explain completion status ( for example, if a project step is receiv ing all HMO proposals by a certain date tne project task should link to a listing of each HMO with their indiv ldual completion statuses > • Links all project participants from all parties to their specific project deliverables and prov ides all appropriate contact information and email connections KEY USERS AND GOALS Client/HR Manager • Prov ides a comprehensive timeline of project • Warehouses a centrally located, on-line list of all inv olved parties and representativ es • Show s status of all project steps on a system generated dynamic basis • Contains comments for earners and project steps The _ Group, _. » Organizes the project management process • Allows easy assessment of the project development and key areas of concern • Warehouses a centrally located, on-line list of all involv ed parties and representativ es β Prov ides an on-line platform for project team organization and responsibility allocation Vendors • Allow s the rev iew of outstanding items owed for proposal « Receives system-generated e-mail reminders for outstanding items and expected due date^ • Permits posting and transmission of zip code service areas and benefits FEATURES/FUNCTIONS β Flexible user interface to adapt to most project timelines and requirements • Ability to add project steps after the initial implementation • On-line client review and reporting capabilities ithout the client being able to make changes • PC-based data entry or database conversion to on-line reporting • Integrates with vendor database to facilitate account representative responsibility determination for new vendor offeπngs • Comments sections associated with each protect step to centralize protect intellectual -apual » Real-time identification of past due items THE PORTALS VENDOR PORTAL 57 THE PORTALS VENDOR PORTAL PROJECT ONLINE (VENDOR VIEW) SUMMARY DESCRIPTION Φ Coordinate the project management process between ι _, clients, and vendors φ Tracks roles and responsibilities, project timeline, and workflow processing 19C 3.1 ; 5.1 PROJECT ONLINE BUSINESS NEED This application assists ". clients, and v endors in the project management process and pro ides the client ith an on-line, real-time resource to monitor the proiect performance and adherence to the project timeline. The application includes predefined formats and lay outs, anc ■> flexible enough to accommodate vaπous project types w ithin the functionality and data integration The client manager initiates the process by creating the timeline and structure ot tr.r project, including all personnel and vendors associated with the project Key outcomes ot this application include • Prov ides secure and organized on-line access for each client to only v ιew their ow n outstanding projects • Presents the project timeline with all key deliverables and steps • Establishes project roles and responsibilities for all parties ( . client, vendors, etc ι • Shows completion status of each project step with backup information to explain completion status (for example, if a project step is receiving all HMO proposals by a certain date, the project task should link to a listing of each FLMO with their indi idual completion statuses • Links all project participants from all parties to their specific project deliverables and prov ides all appropriate contact information and email connections KEY USERS AND GOALS Client/HR Manager • Prov ides a comprehensiv e timeline of project • Warehouses a centrally located, on-line list of all inv olved parties and representativ es β Show s status of all project steps on a system generated, dy namic basis • Contains comments for earners and project steps The .- . Group, _. • Organizes the project management process. • Allows easy assessment of the project development and key areas of concern « Warehouses a centrally located, on-line list of all inv olv ed parties and representativ es » Prov ides an on-line platform for pro j ect team organization and responsibility allocation Vendors β Allow s the rev iew of outstanding items owed for proposal • Receiv es sy stem-generated e-mail reminders for outstanding items and expected due date^ • Permits posting and transmission of zip code serv ice areas and benefits FEATURES/FUNCTIONS • Flexible user interface to adapt to most project timelines and requirements • Ability to add project steps after the initial implementation • On-lme client review and reporting capabilities ithout the client being able to make changes • PC-based data entry or database conversion to on-line reporting • Integrates with vendor database to facilitate account representative responsibility determination for new vendor offeπngs • Comments sections associated with each project step to centralize project intellectual capital • Real-time identification of past due items

Claims: l WHAT IS CLAIMED IS: 2 3 1. A system for accessing a plurality of databases comprising: 4 a thin client interface layer that receives data through at least one user-accessible 5 interface; and 6 an intermediate layer that receives the data from the thin client interface 7 layer and provides the data to one or more of the databases that: 8 checks the data to determine which databases need access to the received 9 data; 0 formats the data for each database that needs to have access to the 1 received data; and 2 communicates the formatted data to each database that needs to have 3 access to the received data. 4 s 2. The system of claim 1 wherein the in which the user-accessible interface 6 comprises an Internet web browser. 7 s 3. The system of claim 1 wherein the intermediate layer comprises a business object 9 that implements a desired functionality; a rules engine that checks the received 0 data against a set of predetermined rules for such data; and a messaging layer that i communicates the data to the databases that need access to the received data via a 2 rules engine that formats the data for a database associated with the rules engine. 3 A system for providing human resource services comprising: at least one user interface that allows a user to access plurality of human resource related databases via a plurality of portals, each portal providing the user with access to a collection of databases; and an intermediate layer that receives input from the user interface, checks the input against a rules engine, and provides the input to a plurality of databases in which the received input is stored, such that the input need only be entered once at the user interface to be stored in the plurality of databases.

Inventors: BENEDICT CHARLES C JR, BENEDICT CHRISTINE M, CARLSON DAVE, CRUMP JOHN W IV, HENDRIS JAMES F JR, KOLASKI THOMAS M, TISSOT FLORENCE M, BENEDICT, CHARLES, C., JR., BENEDICT, CHRISTINE, M., CARLSON, DAVE, CRUMP, JOHN, W., IV, HENDRIS, JAMES, F., JR., KOLASKI, THOMAS, M., TISSOT, FLORENCE, M.
Applicants: AAC GROUP INC, THE AAC GROUP, INC.
Application year: 2001
Main classification: H04L12
IPC codes: G06F17, G06Q30, H04L29