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Human Resources Information Systems HRIS
A Case Study
is an integrated
suite of three portal products that provide human resources (HR) information
to Microsoft employees. These secure, audience‑based portals provide
one-click access to pertinent HR information, transactional tools, and
personalized employee data in a single, integrated user interface. HRWeb
increases employee productivity and maximizes the effectiveness of the HR
In the past decade, Microsoft has grown from approximately 10,000
employees to over 50,000, making efficient HR service delivery a bigger and more
important challenge. Microsoft Corporation views its employees as its greatest asset. The
company has always prided itself on hiring smart, highly productive people who
are focused on developing innovative products, programs, and services. To ensure
ongoing employee satisfaction and enthusiasm, Microsoft provides an impressive
benefits package, including such perks as stock option grants, an employee
discount stock-purchasing program, comprehensive healthcare, and an employer
matching 401(k) retirement-savings program. Providing
employees with real-time access to both policy and personal data for each of
these programs is a mission critical service.
To address this challenge, Microsoft looked to its own software and
technology to develop a set of cutting edge self-service transactional tools.
Manual processes like benefits enrollment, payroll, and performance evaluations
were automated, reducing time required to administer HR programs. In 1995
version one of HRWeb was created as a loose framework for individual HR
services, tools, and Web sites.
In 2000, survey and focus group research was conducted with employees to
evaluate the employee experience. The results revealed high satisfaction with
automated HR service delivery, but employees were spending too much time
searching for HR information and data across various Web sites and tools. As a
result, HRWeb was redesigned into a unified portal providing a central location
for HR information. To complete the portal suite, employee personalized data
pages and Life Events Wizards were developed, in addition to portals for
managers and HR professionals
In keeping with the HRWeb
philosophy of providing an environment that allows employees to “get in, get
out, and get back to work”, five personalized data pages were created with the
most frequently requested information: My
Benefits, My Finances, My Performance, My Personal Information, and My Time Off.
Data pages are the most popular feature on HRWeb. For example, the My Finances data page receives an average of
16,000 visits per month.
Life Events Wizards were developed to guide employees step-by-step through complex processes such as
having or adopting a baby, getting married, or joining the company. These types
of life changes usually have an impact to benefit plans, time away from work, or
the employee’s personal information. Wizards are specific to each employee and
can be saved or modified as the employee completes or skips each step. The New
Employee Wizard guides employees through orientation tasks. It receives
approximately 1,200 visits per month.
Today, when managers access
HRWeb, they are presented with an additional tab that opens the Manager Portal.
HRWeb’s security only displays the tab when the user is recognized as a
manager. The personalized data pages that present employee data for the
manager’s team only include My Employee
Time Reporting, My Employees’
Performance, My Poll Results, and My
Open Headcount. An example of the benefits of the Manager Portal is the My
Poll Results data page. Each year Microsoft conducts an anonymous employee
survey to gauge employee satisfaction and overall organizational health. Prior
to the development of Manager Portal, poll results were disseminated to managers
manually via individual e-mails or paper reports. Because of the labor involved
and the sensitivity of the information, it was difficult to reach many managers.
The introduction of the My Poll Results
page allows managers to view survey data immediately and securely, after poll
results are compiled. Results are displayed for the entire organization,
including company and peer comparison data.
summarizes the employee’s health benefits elections such as physician, life
insurance coverage, and beneficiaries, with links to the detailed plans.
provides a quick snapshot of an employee’s
bonuses, merit increases, stock options, and links to other financial benefits.
displays employee level, review score, life time average review score, merit
increase information, and review bonus.
displays employee name, address, emergency contact information, and links
to make changes.
My Time Off
displays vacation hours, sick hours, overtime hours reported, balances
for the current year, and hours at risk to expire.
The success of HRWeb can be measured in two ways—user
satisfaction and employee productivity gains. An independent survey of Microsoft
employees in 2001 found that 92 percent go to HRWeb first for HR information,
and 78 percent use the Microsoft intranet more than any other resource for HR
information. Each month, HRWeb reaches nearly 100 percent of employees
worldwide, has between 200,000 and 500,000 visits, and handles peaks of over 2
million pages viewed. Employees are able to find what they need and get back to
work easily. The average visit to HRWeb lasts only 5 minutes. If, on average,
HRWeb saves every Microsoft employee just one hour per year in face-to-face
meetings or searching for information, Microsoft saves up to 3 million dollars
in productivity. In addition, this type of efficient and cost effective service
delivery allows HR professionals to focus on more strategic, client-centered
For more information about Microsoft products or
services, call the Microsoft Sales Information Center at (800) 426-9400. In
Canada, call the Microsoft Canada information Centre at (800) 563-9048. Outside
the 50 United States and Canada, please contact your local Microsoft subsidiary.
To access information via the World Wide Web, go to:
2002 Microsoft Corporation. All rights reserved.
case study is for informational purposes only.
MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.
is a registered trademark of Microsoft Corporation in the United States and/or
other countries. The names of actual companies and products mentioned herein may
be the trademarks of their respective owners.
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