Ch. 18
Technology Management
BASK Definition
The use of existing, new and emerging technologies to support the HR function, and the development and implementation of policies and procedures governing technology use in the workplace.
BASK Key Concepts
HR software and technology; data and information management; electronic self-service; standards and policies for technology use; social media management.
HR Technology Systems
| System | Purpose |
|---|---|
| HRIS (human resource information system) | The core system for gathering, storing, maintaining, retrieving, revising and reporting employee data |
| HRMS / HCM suite | Broader integrated human capital management platforms: HRIS plus payroll, talent management, benefits and analytics |
| ATS (applicant tracking system) | Manages recruiting: job postings, applications, screening and candidate communication |
| LMS (learning management system) | Delivers, tracks and reports training |
| Performance management system | Goals, feedback, reviews and calibration |
| Total rewards / compensation system | Pay planning, benefits enrollment, total rewards statements |
| Payroll / timekeeping | Pay processing, time and attendance |
| Analytics and big data software | Dashboards, predictive analytics |
| Collaboration software | Shared workspaces, messaging, video |
| Employee engagement platforms | Pulse surveys, recognition, continuous listening |
| Generative AI, machine learning, digital assistants | Chatbots that answer HR questions, AI drafting, skill matching, attrition prediction |
| Blockchain | A secure, decentralized record. Possible uses include verifying credentials and international payroll. |
Selecting and Implementing HR Technology
- Needs analysis: current-state problems, requirements and stakeholders (HR, IT, finance, end users).
- Business case and budget.
- Request for proposal (RFP), vendor demos and reference checks.
- Evaluate vendors on functionality, integration, security, cost (total cost of ownership) and support.
- Implement: data migration and cleansing, configuration, testing, training and change management.
- Go live, then evaluate adoption and ROI.
Cloud / software-as-a-service (SaaS) systems are hosted by the vendor and accessed online, with subscription pricing and automatic updates. On-premises systems are installed on the company's own servers.
Data and Information Management
The BASK lists: data integrity (accuracy and consistency), confidentiality, security, disclosure rules, backups, cloud-based software, cybersecurity, data retention, data linkages and trend forecasting, data ethics training, personal and organizational data protection, and awareness of bias in AI inputs and outputs.
Key Practices
- Role-based access controls: people see only the data they need.
- Encryption and multi-factor authentication.
- Audit trails of who accessed or changed data.
- Record retention schedules that follow legal requirements, and secure disposal when retention ends.
- Data privacy laws: in the U.S., HIPAA (for health plan data), state laws such as the California Consumer Privacy Act/CPRA (which covers employee data), and state biometric laws (such as Illinois BIPA). Globally, the EU's General Data Protection Regulation (GDPR) covers personal data of people in the EU and restricts transfers of data outside the EU.
- Breach response: follow a written plan, notify the affected individuals and authorities as required by law, and investigate.
Employee and Manager Self-Service (ESS/MSS)
Self-service lets employees and managers handle routine HR tasks themselves online. The BASK lists scheduling, timekeeping, updating contact information, benefits enrollment, HR ticketing systems, digital assistants, translation apps, LMS access, career planning and accessibility.
- Benefits: lower administrative cost, faster service, better data accuracy (employees update their own records) and employee empowerment.
- Risks: a learning curve, access gaps for employees without computers, and data security concerns.
Technology Use Policies
The BASK lists these policy areas:
- Bring-your-own-device (BYOD): security requirements, the company's right to wipe company data, and pay for off-the-clock work (non-exempt employees answering e-mails after hours must be paid).
- Offsite network access: VPN use and security.
- Acceptable use: company websites, computers used for personal activity, internet messaging, corporate and personal e-mail. State that employees have no expectation of privacy on company systems.
- AI policies: permitted uses, prohibited inputs (such as confidential or personal data), human review of AI outputs, transparency, fairness and bias auditing, and data privacy.
Monitoring employees: the Electronic Communications Privacy Act (ECPA) of 1986 generally prohibits intercepting electronic communications. Its exceptions, the business-use exception and prior consent, let employers monitor company systems when there is a legitimate business reason and a clear policy. Some states require notice of electronic monitoring (for example, New York, Connecticut and Delaware).
Social Media Management
The BASK lists internal social media platforms, social media policy, employer branding and targeted recruitment advertising.
Social Media Policy Cautions
- Policies must not prohibit NLRA-protected concerted activity, such as employees discussing pay or working conditions online.
- Don't ban all "negative" comments about the company.
- You can prohibit harassment, threats, disclosure of trade secrets, and speaking on the company's behalf without authorization.
- Many states limit employers from requesting applicants' or employees' social media passwords.
- Be careful using social media to screen candidates. You may see protected information, such as religion, age or pregnancy. A common practice is to have someone outside the hiring decision screen only for job-related information.
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