how to build and apply a global corporate hr disaster
TRANSCRIPT
How to Build and Apply a Global How to Build and Apply a Global Corporate HR Disaster Corporate HR Disaster
Management SystemManagement System
Tim TurnerTim TurnerRisk & Controls ManagerRisk & Controls Manager
Human Resources, Intel CorpHuman Resources, Intel Corp
ObjectiveObjective
At the end of this session, you should be At the end of this session, you should be able to:able to:––Define processes, templates and tools to prepare Define processes, templates and tools to prepare
to care for people needsto care for people needs
––Identify needed channels for communicationIdentify needed channels for communication
––Support business recovery objectivesSupport business recovery objectives
AgendaAgenda
Discuss HR preparedness Discuss HR preparedness –– 90 minutes90 minutes
Break Break –– 10 minutes10 minutes
Exercise (5 groups)Exercise (5 groups)––Prep Prep –– 40 minutes40 minutes
––Report out Report out –– 25 minutes25 minutes
Summary Summary –– 15 minutes15 minutes
TopicsTopics
Overall emergency management Overall emergency management preparationpreparation
Elements of HR planning (include crisis Elements of HR planning (include crisis leadership)leadership)––PeoplePeople
––ProcessesProcesses
––AssetsAssets
––CommunicationCommunication
Break out sessionBreak out session
IntroductionIntroduction
Tim Turner; Crisis ManagerTim Turner; Crisis Manager7 years of disaster management experience 7 years of disaster management experience –– War, network virus, hurricanes, fire, earthquake, tsunami, War, network virus, hurricanes, fire, earthquake, tsunami,
volcano, bombings, SARS, 9/11, etcvolcano, bombings, SARS, 9/11, etc
10 years experience with ERP systems and 10 years experience with ERP systems and processes:processes:–– SAP (FI/CO/MM/PP)SAP (FI/CO/MM/PP)–– PeopleSoft (HR)PeopleSoft (HR)
Educational background in accounting and MBAEducational background in accounting and MBAMarried with 6 childrenMarried with 6 children
Human ResourcesHuman Resources
Traditional Lifecycle:Traditional Lifecycle:Recruitment & hiring (comp & Recruitment & hiring (comp & benben))Payroll & reimbursementsPayroll & reimbursementsHealth Benefits (including dental, disability, life, EAP)Health Benefits (including dental, disability, life, EAP)Corporate stock administrationCorporate stock administrationRelocation & ImmigrationRelocation & ImmigrationEmployee CommunicationsEmployee CommunicationsTraining/Career Development (succession planning)Training/Career Development (succession planning)Performance evaluation (promotion, pay increase, discipline)Performance evaluation (promotion, pay increase, discipline)Employee relations (union)Employee relations (union)–– Open door escalationOpen door escalation–– Call CenterCall Center–– EthicsEthics
Retirement Services or TerminationRetirement Services or TerminationMiscMisc (Legal, Projects, M&A, Diversity, Org Development, etc)(Legal, Projects, M&A, Diversity, Org Development, etc)
Human ResourcesHuman Resources
Other areas to consider:Other areas to consider:Speaking to the pressSpeaking to the pressNotification to Notification to ““next of kinnext of kin””ExpatExpat evacuationsevacuationsDepartment specific Department specific communicationscommunicationsCrisis counselorCrisis counselor
BC Planning PrioritiesBC Planning Priorities
1.1. People Safety and SecurityPeople Safety and Security2.2. Emergency CommunicationEmergency Communication3.3. Emotional First AidEmotional First Aid
Mission: mobilize to ensure employee* Mission: mobilize to ensure employee* needs are met in the event of a crisisneeds are met in the event of a crisis
Planning Crisis ManagementPlanning Crisis ManagementRecovery
Communication Response
Emergency OperationsCorp Leadership / Coordination
HR Crisis Management
HR Leadership / Coordination
Site Plans/ Ops Plan/ IT/ Business Groups
Implementation / Sustaining
Generic plan for critical businessGeneric plan for critical businessPay EmployeesEnsure employees have unencumbered access to compensation
Financial Ensure we close the books and report quarterly financials
Unexpected Event
Emergency
Traumatic Event
Keeping the core business running
Exercising effective leadership
Returning business back to
Corp Emergency Operations
NetworkEnsure IT infrastructure is available
BuildEnsure factory can build core products
usual
Keeping the core business running
Exercising effective leadership
Returning business back to usualProcure
Ensure raw materials are procured and paid for
LogisticsEnsure finished goods are shipped to customer
CommunicationsMake sure messages to employees, customers and outside sources are accurate and timely
Elements of Crisis ManagementElements of Crisis Management
Physical Assets
Employee
Processes
Communicate
Ensuring all departments
have continuity
plans
DrillsDrills
EmployeesEmployees
Who are you going to call?Who are you going to call?And, what are they doing?And, what are they doing?
Employees and first responders Employees and first responders must be personally preparedmust be personally prepared
BC plans should encompass nonBC plans should encompass non--””8 to 58 to 5”” emergency
Asset
EE
Process
emergency
Common HR PrioritiesCommon HR Priorities
1.1. People Safety and Security People Safety and Security ((ExpatExpat EvacEvac if needed)if needed)2.2. Emergency CommunicationEmergency Communication3.3. Emotional First AidEmotional First Aid
4.4. Business & System RecoveryBusiness & System RecoveryA.A. EmployeeEmployee’’s should have access to their pays should have access to their payB.B. EmployeeEmployee’’s are familiar with health and compensation s are familiar with health and compensation
benefitsbenefitsC.C. NonNon--critical processes have appropriate planscritical processes have appropriate plans
Once HR has mitigated the people side of the crisis, the focus turns to payroll as
the top business priorityAsset
EE
Process
Workplace Violence PreventionWorkplace Violence PreventionHR MgmtMake recommendations inrelated issues including:- Discipline - Termination- Movement
WRT CORE TEAM
OH Liaison between employee and healthcare provider
HR LegalCompliance Oversight, Coaching and leadership
Doing what is best for EE’s & Company
Proactive resoluti
Security OperationsRelationship with local law enforcementEmployee safety
InvestigationsBackground investigations
on of issues
Coordinated decision-making
Doing what is best for EE’s & Company
Proactive resolution of issues
Coordinated decision-making
WPV
Traumatic Events
Asset
EE
Process
HR is a key partner in resolving threats
Emergency CommunicationEmergency Communication
Internal Website
ExternalWebsite
Toll free numbers
HR Call centersTravel
HR ensures robust employee communication channels. (working with Public Relations)
CorpOperators
Primary
Secondary
News
Asset
EE
Process
Process: manual BC plansProcess: manual BC plans
Providing pay advance to employees in absence of Providing pay advance to employees in absence of payroll systems payroll systems –– Cost/benefit for DR capability verses cost of system Cost/benefit for DR capability verses cost of system
reconciliation, requires collaboration with IT & HRreconciliation, requires collaboration with IT & HR
–– Defining advances with employeesDefining advances with employees
Suppliers must be involved from the beginningSuppliers must be involved from the beginning–– Banks, health benefits, Retirement, etcBanks, health benefits, Retirement, etc
Little things get blown out of proportionLittle things get blown out of proportion–– Leave of Absence, Termination, New hires, etcLeave of Absence, Termination, New hires, etc
Asset
EE
Process
Processes: core systemsProcesses: core systems
Effective coordination with business groups on Effective coordination with business groups on system process prioritysystem process priority–– What is your top priority when systems are responding What is your top priority when systems are responding
slowlyslowly–– Ability to manage users during 100% CPU utilizationAbility to manage users during 100% CPU utilization–– Segregating core systems for containmentSegregating core systems for containment–– Understanding process bottle necks to ensure additional Understanding process bottle necks to ensure additional
resources can be utilizedresources can be utilized
Go/No Go decision processGo/No Go decision processIT understands business objectivesIT understands business objectivesFail back process is understood; sometime the Fail back process is understood; sometime the clean up of DR processes is the most costly aspect clean up of DR processes is the most costly aspect of BCof BC
Asset
EE
Process
Process: Supplier managementProcess: Supplier management
Include BC expectation upfront with Include BC expectation upfront with RFP processRFP process––Define BC expectation on recovery Define BC expectation on recovery
proceduresprocedures
––Include quality and security measuresInclude quality and security measures
––Identify communication needs with Identify communication needs with employees during unexpected eventsemployees during unexpected events
Ensure consistent supplier evaluationsEnsure consistent supplier evaluations––Discuss supplier BC capabilities on a Discuss supplier BC capabilities on a
regular basisregular basis
––Annual supplier performanceAsset
EE
Process
Annual supplier performance
Asset PlanningAsset Planning
This includes not only the safe and secure work This includes not only the safe and secure work environmentenvironment–– Initial concern for alternate worksite with ergonomic Initial concern for alternate worksite with ergonomic
cubicles that includes network access, restrooms, cubicles that includes network access, restrooms, building security, etcbuilding security, etc
–– Exempt employees may need home office, laptops, VPN Exempt employees may need home office, laptops, VPN supportsupport
But also, this is special equipmentBut also, this is special equipment–– Check printersCheck printers
–– Call center phonesCall center phones
–– Special laptop computersSpecial laptop computers
–– Check stock, pens, envelops, stampsCheck stock, pens, envelops, stamps
–– Time clocks with cardsAsset
EE
Process
Time clocks with cards
DrillsDrills
Test the BC capability using current eventsTest the BC capability using current events–– Build realistic drill scenarios that test specific areas of yourBuild realistic drill scenarios that test specific areas of your
BC planBC plan–– Ask yourself: what is different about this potential threat Ask yourself: what is different about this potential threat
and what will it test? (example: H1N5 will test emotional and what will it test? (example: H1N5 will test emotional response)response)
If you have global operations, test the ability to If you have global operations, test the ability to follow the sunfollow the sun–– How is status communicated and passed down (location, How is status communicated and passed down (location,
templates, timeliness, etc)templates, timeliness, etc)–– Who is the crisis manager throughout the 24x7 coverageWho is the crisis manager throughout the 24x7 coverage
Be careful of too many cooks in the kitchenBe careful of too many cooks in the kitchen–– How do global organizations align with teamsHow do global organizations align with teams
Functionally test the HR lifecycle (hire, benefits, Functionally test the HR lifecycle (hire, benefits, pay, relocate, promote, retire, terminate, etc)pay, relocate, promote, retire, terminate, etc)
SummarySummary
#1 priority is about the people#1 priority is about the peopleEvery unexpected event has put the Every unexpected event has put the ““spot lightspot light”” on on HRHRHR is one of many mission critical operations at the HR is one of many mission critical operations at the corporate level corporate level –– employee pay must to be employee pay must to be integrated in corporate plansintegrated in corporate plansPeoplePeople’’s response and expectations will be s response and expectations will be unknownunknownPersonal preparedness does impact the companyPersonal preparedness does impact the company’’s s recovery capabilityrecovery capabilityTrust in the planning process; focus on supporting Trust in the planning process; focus on supporting the first responders during an eventthe first responders during an event