Kudler Fine Foods is a specialty food store consisting of a workforce of approximately 17 employees at their administration office, 31 employees at their La Jolla store, 38 employees at their Del Mar store and 38 employees at their Encinitas store, totaling 124 employees (Kudler Fine Foods Intranet). Each location manages their own employees’ information on their own database. This proves to be a problem since all Human Resources and employee information should be managed at the administrative office on one central Human Resources Information System (HRIS).
Another drawback to the current Kudler Fine Foods system is that the timekeeper and attendance records are done manually which is not only time consuming, but causes errors and is difficult for the HR department to manage. Kudler Fine Foods requires a timekeeper analysis process for finding a feasible solution for the company. Human Resource Information Systems Analysis Kudler Fine Foods started with one location and a relatively small workforce of employees. At the time, Intuit’s QuickBooks was sufficient to organize the finances and manage employee information.
Employees fill out time sheets which are turned into management on a weekly basis. Time tracking is done manually and the information is stored locally at the store location’s database. In the company’s infancy stage, this process was sufficient, but as Kudler Foods began to grow and open new stores, they encountered problems with the management of information. Managers rely on paper to manage employee processes. They struggle to track employee information using a combination of homegrown spreadsheets and office file cabinets.
Kudler Fine Foods
Hiring information, payroll records, benefit plan elections, and training certifications for a single employee is stored locally on a database managed at the store location. This creates errors, as information becomes lost and outdated. The replication of each change to an employee’s data across several files has become tedious to create timely reports and analysis. Now that Kudler Fine Foods has three stores, their HRIS is limited and requires a new software system and administration timekeeper that will allow them to track employee’s time, produce payroll, centralize mployee records, track applicants and offer an employee self service system where employees can print out their paychecks, modify their benefits, change their tax deductions and acquire additional job education to assist them with job promotions. Sage Abra Human Resource Management System (HRMS) Although there are many options that will meet the HRIS needs of Kudler Fine Foods, one in particular is outstanding. Sage Abra HRMS is a software solution for automating and managing Kudler Fine Foods’ core workforce administration.
This solution will not only centralize all of Kudler Foods’ employee and payroll information for all of their locations, it will allow Kudler’s Human Resource (HR) department to manage these records. Sage Abra HRMS offers the centralization of employee job and personal information; government compliance; employee benefits and attendance; payroll; recruitment; planning, analysis and reporting; as well as employee development, compensation, and retention (sageabra. com). Implementing an HRMS eliminates much of the routine paperwork associated with HR.
An HRMS automates the most manual and time-consuming human resources functions: Payroll, new-hire processing, benefits and compensation management, employee development, internal analysis, and government reporting. This automation frees up valuable time that can be spent on employee relations, compliance analysis and/or training. Sage Abra HRMS Benefits and Features Sage Abra HRMS would allow Kudler Fine Foods’ HR department to create timely, comprehensive reports for management by using either several predefined standard reports or a custom report writer.
Security features, such as audit trails, allows control and monitoring by someone with the proper permissions of sensitive employee data and tracks who made changes in the system. In addition, this HRMS system allows HR to: • Track important employee information including employment history, skills, licenses, certifications, and continuing education or training data so that employees can be helped with career development. • Record employment status, EEO, FLSA and I-9 data, as well as other information eeded to demonstrate compliance with various hiring and discrimination laws. • Manage performance and compensation information such as job definitions, reviews with documentation, employee ratings, salary ranges, pay grades, and incentives such as bonuses or stock plans. Benefits Administration For companies that offer multiple benefits such as health, life, and disability insurance, administration plans with multiple insurance carriers must be set up. This can take up to 30% of HR professional’s time just on routine benefits administration.
With Sage Abra HRMS, HR will be able to define benefit plans as well as enter employee dependents and beneficiaries. It allows tracking and monitoring of employee elections and calculates employer and employee contributions for benefits. When employees leave the company, this HRMS system tracks COBRA enrollments for improved efficiency and accuracy. Attendance Accurate attendance information is essential to managing workforce costs and processing accurate payroll. With attendance tracking and analysis capabilities of an HRMS, HR can pinpoint trends in absences and identify areas for improvements.
Reports from HRMS will demonstrate attendance histories and allow HR to analyze reasons for absence and opportunities to improve attendance levels. Payroll Sage Abra HRMS automates payroll processing and would help to keep Kudler Fine Foods in compliance with the latest government regulations for withholding, filing, and depositing taxes. With payroll and HR data stored in the same database, unnecessary paperwork is greatly reduced. Changes made to the HRMS database reflect in both payroll and HR systems. This eliminates errors and the need for duplicate entry of employee, pay rate, benefits, and deduction information.
Employee Self-Service Providing Kudler Fine Food employees with access to their own benefits, personnel, and paycheck information is a good way to reduce routine administration. Employee Self-Service (ESS) solutions allow employees and their managers to view, create, and maintain their information using a web browser. Self-service lets employees find answers to questions about paychecks and benefits, as well as update information such as contact information or dependents. ESS reduces the burden of paperwork, while retaining HR’s ability to control and approve processes.
Kudler Fine Foods would be able to use ESS technology to create a communications portal that distributes information about company policies and benefits to the entire workforce. Benefits Enrollment Automation An HRMS with online benefits enrollment enables employees to self-enroll in benefit programs, review their benefits data, and report life event changes over the Internet or a company network. The system prompts employees to choose plans based on eligibility criteria and helps them compare costs and coverage.
Kudler Fine Foods would be able to monitor the status of the enrollment in real-time. When open enrollment is over, HRMS produces detailed cost projections and other reports. Taking benefits enrollment online reduces the paper and manual data entry, can shorten the open enrollment period, and reduce the cost of open enrollment. Recruiting Automation With an HRMS, Kudler Foods would be able to standardize processes for recruiting and ensure that every candidate for employment is tracked, responded to, and treated the same.
Automated recruiting features enable HR to create and track job requisitions and track applicant data from application through hiring/rejection. For each applicant, HR can track his/her progress, as well as drug screenings and pre-employment tests. For applicants who are hired, HR can create employee records using the information stored in the candidate tracking. Online recruiting can help Kudler Fine Foods fill positions more quickly and reduce the cost per hire. Conclusion With Kudler Fine Food’s success and rapid growth, their current manual
HR system is extremely inefficient and is in need of a centralized and more powerful HRIS system that will allow Kudler’s HR department to manage and control employee data. Sage Abra HRMS offers the tools and technology needed to track, manage and report employee data while improving the overall Human Resource function, making it more highly efficient while lowering company costs.
References “Kudler Fine Foods Intranet. ” Kudler Fine Foods Human Resources. Apollo Group, 2007. Web. 13 Nov. 2010. . “Human Resource Management System. ” Sage Abra HRMS, 2010. Web. 13 Nov. 2010. .