3 - Organization: Technology Management (From Study Group)

Question 1

“Big Data”

Answer 1

Three features have changed technology requirements for organizations: volume, velocity, and variety.

Can help HR by collecting new data, using existing data more effectively, and allowing for better strategic analysis.

Question 2

Information System Components

Answer 2

• Way to collect, organize, store, analyze, and share data.
• They feature four basic component tiers:
  
  • Presentation
  • Application
  • Data
  • Communications

Question 3

Enterprise Resource Planning (ERP) Systems

Answer 3

• Designed to allow different parts of an organization to access the same data
• Designed for a generalized user’s needs

Question 4

HR Information Systems (HRIS)

Answer 4

• Specific technology that supports HR functions
• Component of an ERP system

Question 5

“Best of breed” Systems

Answer 5

• HR technology products designed to serve unique situations or satisfy specific preferences
• May not communicate with an organization’s database successfully

Question 6

Volume

Answer 6

• Datasets have grown so large that new tools are required to store, access, and analyze them.
• Cloud computing services—in which data is saved to remote servers that are connected through the Internet—has become a popular way to manage increasing amounts of data.

Question 7

Velocity

Answer 7

• Data can flow into a system so quickly that its currency becomes an issue.
• Data analysis now requires real-time or almost real-time information.
• Data must be updated frequently or continuously throughout all points in the system.

Question 8

Variety

Answer 8

• Data is not only numbers now. It may be still images, videos, or audio recordings.
• It may be imported from social media, mobile phones, or sensors (e.g., wearable technology such as badges).
• Systems must be capable of taking in these diverse forms and integrating them for storage and access.

Question 9

Presentation Tier

Answer 9

• User interface with the system, the point at which the user can enter requests and receive responses.
• Traditional computer monitor or a mobile device.
• Incorporate a level of security to control access.
• Adaptable to users with different physical abilities
  
  • sight
  • hearing
  • physical movement

Question 10

Logic Tier

Answer 10

• Composed of system software and application software that enable operations.
• Operating system, which runs the interface with the presentation tier (or user)
• Moves data back and forth between the data tier and software
• Manages communication with hardware components (e.g., video cards, displays, printers)
• Controls system resources.

Question 11

Data Tier

Answer 11

• Stores the information that will be used by the application tier to respond to user queries.
• Data can be stored on local drives, removable devices, and servers.

Question 12

Communication Tier

Answer 12

• Enables sharing of data and applications by networking a computer (or mobile device) with other computers or servers.
• Networks can be private—e.g., local area networks, privately operated clouds, or virtual private networks (VPNs).

Question 13

Scalability

Answer 13

• How to increase the amount of data stored without increasing processing time and how to manage capacity.
• Minimizing processing time is a technical design challenge; increasing capacity is an economic challenge.
• It is difficult to build capacity for future needs without creating waste in current practices.

Question 14

Addressing IS Security

Answer 14

• Ensure confidence in security of purchased systems and software.
• Assign appropriate user security levels.
• Implement governance policies and processes to ensure transparency.

Question 15

HR Technology Applications

Answer 15

• Automate complex processes
• Produce data for other applications
• Support data analysis
• Support compliance-related activities

Question 16

Employee Self-Service Technologies

Answer 16

Enable employees to enter and edit their own data

Question 17

Manager Self-Service Technologies

Answer 17

• Enable managers to handle HR-related transactions
• Save time for everyone

Question 18

Purchasing Technology

Answer 18

1. Assess needs
2. Prioritize requirements
3. Identify and assess providers
4. Create a business case
5. Implement and assess

Question 19

1. Internal Needs Assessment

Answer 19

After identifying all stakeholders, work to assess technology needs along three main fronts:

1. HR needs
2. User needs
3. Organization needs

Question 20

2. Prioritize Requirements

Answer 20

What will meet our needs?

• On premises or in the cloud?
• Owned, leased/licensed, subscription?
• ERP solution or BoB HRIS system?

Question 21

3. Research Providers

Answer 21

• Search and review online articles and vendor websites.
• Review analyst reports.
• Ask for recommendations from industry colleagues.
• Contact existing vendors.
• Attend HR professional meetings and technology trade shows.

Question 22

4. Business Case

Answer 22

Any major IT purchase will have to:

• Align strategically with organizational and HR objectives.
• Add valuable capabilities.
• Affect organizational risk level in an acceptable manner.
• Provide a reasonable return on investment.

Question 23

Data and System Security

Answer 23

• Limiting logical and physical access to data/systems
• Defending against hacking and social engineering
• Encrypting data that is transmitted or stored

Question 24

Social Engineering

Answer 24

Train users to:

• Never disclose a password to anyone.
• Not give private information to anyone they do not know.
• Click links only from trusted sources.
• Delete unsolicited e-mails.
• Assess requests and investigate if they are unusual.

Question 25

Social Engineering Tactics

Answer 25

• Phishing
• Fake job openings
• Phony security alerts
• “Click this link” scams

Question 26

General Data Protection Regulation (GDPR) Themes

Answer 26

• Transparency
• Individual rights of access to/ control over data
• Legality of processing
• Data quality and minimization
• Data sharing
• Data transfers
• Data breaches
• Accountability

Question 27

Collaboration Policies and Approaches

Answer 27

Organizations have introduced communication practices designed to maintain structure while, as much as reasonably possible, allowing for natural aspects of human interaction.

Examples:

• Meeting times that can accommodate most participants
• Creating agendas with time estimates for each topic
• Providing the meeting host full control over technological tools
• Recording discussions/meetings
• Using passcodes to restrict participation to invitees
• Hierarchies of authority for access to documents
• Legal disclaimers outlining rights/responsibilities
• Balancing security and rights protection with accessibility

Question 28

“Bring Your Own Device”

(BYOD)

Answer 28

Realistic policies allow employees to use their personal digital devices to access the organization’s network but define certain restrictions on their use.

• Restrict the use of personal devices while the employee is working in the workplace.
• State which devices will be supported by IT and the requirements for using the device.
• Clarify financial arrangements and legal rights.
• Define security measures.

Question 29

Developing Social Network Policies

Answer 29

• Identify key risks.
• Review employee handbook for existing policies.
• Discuss risks and concerns with IT experts.
• Consult with legal counsel on compliance issues.
• Align proposed policy with organizational culture.

Question 30

Social Media Policy Inclusions

Answer 30

• Prohibitions on use of organization’s resources
• Prohibitions on disclosing confidential information
• Situations requiring employer approval for postings
• Rules about personal endorsement of organizational products/services
• Rules for posts about colleagues
• Statement that employees will be held accountable for any violations of laws or policies