Electronic HR system for a fast-growing company

Mjøs Metallvarefabrikk can look back on 2018 as its best year ever in terms of results. The company has a long tradition and a deliberate strategy for adopting new technology in its production processes. With increased growth, the need arose for a technical tool (electronic personnel system) to maintain control and system in the personnel process. Especially when following up and controlling documentation. This is also where GDPR comes into play.

GDPR was a catalyst for the whole process. We had identified the need for an electronic HR system, but now we realized it was the right time," says Steinar. He adds, "By implementing a HR system and running much of the documentation through this system, it helps us operate in accordance with GDPR and the new Personal Data Act.

Mjøs Metallvarefabrikk saw the need for a tool for managers and the need to streamline manual processes. Mjøs saw that the employee portal could be used to give employees greater opportunity for participation through responsibility for submitting digital holiday applications and self-reporting, control and ownership of their own absence, but also easier access to information through the digital staff handbook.

"We saw an opportunity to streamline some of the tasks that were previously of a more manual nature for managers and HR managers."

Mjøs found 4human HRM through an online search and they included several other suppliers in the mapping process of the preliminary project. They set up the advantages and disadvantages of all the systems, and measured all the systems against their requirements specification for an electronic personnel system and what needs they wanted to cover.

« 4human HRM didn't score very high on design, but what's most important... is that things work. That the solution is good and has proven functionality. Usability, that's what's important."

Steinar says – Some of the competitors of 4human is investing very hard in "chatbots" and AI. This is undoubtedly an important area of focus going forward, but we had to look at what you deliver today and how you could satisfy our needs with today's functionality. He reflects further - For us, the real utility value today appeared to be somewhat limited, at least as we analyzed it, considering our business and size.

Steinar says – 4human was the only supplier able to deliver in all areas based on our requirements specification. The other competing suppliers who were in the final round could deliver approximately the same functionality, but not everything as an integrated part of the system. Among other things, when it came to time registration. For us, this was important.

Steinar reflects on the conclusion by choosing 4human « 4human were competitively priced, could deliver in all areas and were consistently good. It became quite clear over time that if we were to realize the efficiency gains we needed a personnel system that could handle all the processes as an integrated part of the solution, but also with API to our MPS system.

"We need to have a strategy for implementing the different modules and use them in a good way so that we can reap the benefits of the interaction between them."

Mjøs Metallvarefabrikk has employees who work shifts, and clock in and out of jobs in the MPS system. The operators register into this system every day when production starts and then find 4human a solution that clocks the employee into the time registration module in 4human HRM at the same time as registering in the MPS system. This saves the employee from having to log in to multiple platforms and they can use the system they are already familiar with from before.

There are several employees who do not use the MPS system directly at the start of work. For these, the plan is that they clock in on 4human HRM via tablets at the entrances and exits of the various production buildings. Through the employee portal in 4human HRM then gives all employees access to their time accounts to be able to see, among other things, flexitime when the time and planning modules are fully implemented.

For Steinar, it's important that managers perceive the system as an aid in a busy working day and that it will make their tasks easier and faster to solve than before. Steinar grins a little as he says "It can always be challenging to adopt new systems, but we're good at it. We have 154 years of experience. It's in our DNA." He is convinced that when employees learn to use the tool in a good way, they will experience it as a useful tool. A good introduction, thorough training and a realistic pace of implementation are essential to achieve this.

"Adopting new systems can always be challenging, but we're good at it. We have 154 years of experience. It's in our DNA."

For Steinar, it's just as important to provide employees with closer follow-up on a day-to-day basis, so that they feel better cared for through good communication with their immediate manager and that information is more easily accessible to each employee through the employee portal. Steinar says: "We've had a few rounds with the employees and trained them in the use of the employee portal. I still get some inquiries from employees wondering where they register their absence and which absence codes they should use. This is only positive! I want to be accessible. I believe that good facilitation and gradual implementation are key.

Part of Steinar's focus is performance appraisals, and he believes that managers and employees will experience how using the performance appraisal module in 4human HRM can simplify the entire process surrounding the implementation of the interviews. Steinar also says that performance appraisals are an area where opinions are divided. Also at Mjøs, as in many other companies. To quote Rune Semundseth from the user days in September – “Even if the experience of the performance appraisal has been bad, it does not mean that there is anything wrong with the performance appraisal itself as a tool.” Administration, follow-up of the implementation and documentation of performance appraisals will now be easier with the help of the functionality in 4human HRM. It frees up capacity for managers to focus on the conversation itself.

Steinar's focus now is to simplify and develop the template for the conversations, he says: "We've made some changes to what should be included in a conversation. Instead, we're focusing on the employees themselves being able to decide to a greater extent what the conversation should contain. We're also focusing on the implementation and ensuring that it's carried out when it's supposed to be - and that we increase the frequency of meetings between employees and their immediate manager, preferably with shorter performance reviews as a supplement to the annual appraisal.

"We'll do evaluations after each round and see if there's anything we need to do differently next time, for example the content of the conversation."

Steinar wants to reap other long-term benefits from the electronic HR system, benefits that may not be as obvious. These include reduced sickness absence and improved job satisfaction and coping, including the presence of managers and better follow-up. - These are important factors for a health-promoting and stimulating workplace.

There are exciting times ahead for Mjøs Metallvarefabrikk and it will be fun to follow you for many years to come!