This template is perfect for organising your company HR policies.
This template is perfect for organising your company’s HR policies. Communicate and manage your employee policies with a searchable knowledge base. Share it with new team members to help them ramp up to your organization’s policies and perks, or with clients to minimize one-off requests. Communicate and manage employee policies with a search-friendly knowledge base. Share it across teams to help everyone get up to speed quickly. Or share it with clients to avoid one-time requests. Keep your HR info updated with reminders to review topics & detailed changes.
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Planning the structure of your internal HR knowledge base is an important step in creating a successful HR Knowledge Management System (KMS).
The following are some key points to consider when planning your HR KMS:
The first thing to decide is what kind of information you’ll be storing. This includes both structured and unstructured data. Structured data refers to data that has been categorized into predefined categories. Examples include employee records, job descriptions, policies and procedures, etc. Unstructured data refers to data without a defined structure. Examples include notes, memos, emails, etc.
Once you know what kinds of information you’re going to store, you’ll need to determine how you’ll organize it. You may choose to categorize it by department, position, location, etc. Or you might decide to group similar items together so they can easily be found. For example, if you’re using a spreadsheet application like Excel, you could create one sheet for each department and then add all the relevant documents pertaining to that department to the appropriate sheet. If you’re using an online document management system, you could create folders for each department and then upload all the relevant files to those folders.
Once you’ve decided how you’ll store the information, you’ll also need to decide who will have access to it. The most common way to set up a HR KMS is to give everyone in the organization access to everything. However, this isn’t always practical. In many cases, only certain people will need access to specific pieces of information. For example, if your organization uses a payroll software package, you might want to restrict access to only the payroll manager. On the other hand, if you’d like to allow anyone to edit their own personal profile, you might want to open up access to everyone.
If you’re giving everyone access to everything, you’ll probably want to put some restrictions in place. For example, you might not want to let everyone view every single piece of information about every single person in the organization. Instead, you might want to limit access to just the basic information (name, address, phone number). You might even want to limit access to only the information that’s needed to perform a particular task. For example, if someone wants to apply for a job, you might want to give them access to only the information related to that job.
You should consider how frequently you plan to update the content of your HR knowledge management system. Some systems are updated by staff daily or weekly. Others are updated once a year or whenever new changes occur. Whatever frequency you choose, make sure you keep it consistent throughout the organization. Otherwise, you run the risk of having outdated information floating around the network.
One of the biggest challenges with creating a new HR knowledge management system is figuring out where to start. One option is to use an existing system as a starting point. After all, if you’ve got a good system already in place, why reinvent the wheel? Another option is to take advantage of the tools available within your current system. For example, if the system you’re currently using has a built-in search engine, you might be able to use that tool to help you find the information you need.
Depending on the size of your organization, there may be legal requirements that must be followed when setting up a new HR KMS. These requirements vary from state to state, but typically include things like privacy laws, data security regulations, and employee rights. Before you begin planning your new system, check with your local government offices to see whether any additional requirements exist.
The following terms are key to understanding the basics of human resources:
HIPAA stands for Health Insurance Portability and Accountability Act. This act was passed by Congress in 1996 and signed into law by President Clinton. It requires all healthcare providers to protect patient information. In order to comply with this regulation, you will need to have a Privacy Impact Assessment (PIA) completed before implementing your HR Knowledge Management System.
If not, it’s time to start one! Training programs can be very effective if they are well-planned and implemented. They should include: