Quiz 19 Technology Management - cp
The HR director wants to transition from paper-based record keeping to digital record keeping. Which factors should the director consider before engaging in a purchasing process for HR technology? Answers Prioritizing the needs of external vendors Identification of readily available equipment Alignment of user and departmental objectives Application of uniform guidelines for needs assessments
CORRECT Alignment of user and departmental objectives Rationale User, departmental, and organizational readiness are all essential factors in the purchase of HR technology, so alignment of user and departmental objectives should be considered. An equipment solution or guidelines for needs assessments should be customized to fit each situation. While external vendors may be stakeholders, the needs should be tied to departmental and business objectives.
How has the cloud repositioned HR software? Answers As a service to be consumed As a service to be licensed As a product to be licensed As a product to be managed
CORRECT As a service to be consumed Rationale The cloud repositions software as a service to be consumed. Software is migrating away from being sold or licensed as a complete singular product and moving toward a subscription service.
What is the first step in an HRIS implementation? Answers Evaluating available systems Selecting a project committee Assessing organizational needs Soliciting vendors
CORRECT Assessing organizational needs Rationale Needs must be determined before selecting a project committee, soliciting vendors, or evaluating available systems. The organizational needs will drive what vendors are selected and what systems will be reviewed. The first step in an HRIS (Human Resource Information System) implementation is assessing organizational needs. Before selecting an HRIS system or vendor, an organization needs to assess its HR needs and the specific functions it wants the HRIS to perform. The assessment should include a review of the current HR processes, the data that needs to be collected and managed, and any issues or challenges with the existing HR system. By conducting a needs assessment, the organization can identify the specific HR functions that need to be automated or improved and develop a clear understanding of the features and capabilities needed in the HRIS. This can help the organization select an HRIS system or vendor that meets its specific needs and is aligned with its HR strategy and goals. Additionally, a needs assessment can help the organization determine the resources required for the HRIS implementation, such as staff, budget, and timeframes. This can help ensure a successful implementation that meets the organization's goals and objectives. Overall, assessing organizational needs is a critical first step in an HRIS implementation. It can help the organization identify the specific HR functions that need to be automated or improved, develop a clear understanding of the features and capabilities needed in the HRIS, and determine the resources required for a successful implementation.
A fitness organization requires its employees to wear technology that tracks wellness bio-data. What challenges to this technology are likely to emerge? Answers Biohacking and DNA privacy Carpal tunnel syndrome OSHA violations High cost
CORRECT Biohacking and DNA privacy Rationale Challenges likely to emerge from wearable technology include biohacking and DNA privacy issues. Other potential issues include the duty to accommodate and arguments about the commodification of labor. One challenge that is likely to emerge with requiring employees to wear technology that tracks wellness bio-data is the issue of privacy. Employees may be concerned about the confidentiality and security of their personal health data, and the organization will need to implement policies and procedures to protect this sensitive information. There may also be concerns about data ownership and how the information collected will be used, as well as potential discrimination based on an individual's health status. Additionally, there may be technical challenges with ensuring the accuracy and reliability of the data collected by the technology.
An economic comparison of options for a new applicant tracking system shows that the cost of the system best suited to meet the organization's long-term goals exceeds the amount management has budgeted. What should the HR manager present to management to support the purchase of the more expensive system? Answers SWOT (strengths, weaknesses, opportunities, threats) analysis Business case Marketing plan HR forecasting
CORRECT Business case Rationale Business cases outline the allocation of organizational resources to strategic initiatives (such as applicant tracking systems). Marketing plans provide an overview of the business's marketing and advertising goals. Neither a SWOT analysis (an identification of an organization's internal strengths and weaknesses and external opportunities and threats) nor HR forecasting (the projection of labor needs and their effects) would convince management to spend more than the original budget on a new applicant tracking system. The HR manager should present a business case to management to support the purchase of the more expensive applicant tracking system. The business case should outline the benefits and return on investment (ROI) of the system over the long-term, including cost savings from decreased time to hire, increased quality of hires, and improved efficiency of recruitment processes. The business case should also address the risks and limitations of the less expensive options and demonstrate why the more expensive system is the best option for meeting the organization's long-term goals.
How can internal social networks benefit an organization? Answers By creating employer brands By helping the organization to gain perspectives from customers By fostering a desired workplace culture By helping the organization remain current on HR trends
CORRECT By fostering a desired workplace culture Rationale Social networks have many value-added uses, for both the organization and its employees, with each answer being a potential benefit to one or the other. However, internal social networks specifically can assist in creating a desired workplace culture and can improve communication and collaboration in the organization. The other answers would be most likely achieved through the use of external social networks. Internal social networks can benefit an organization in several ways, including: Fostering collaboration and communication among employees across different departments and locations. Encouraging knowledge-sharing and innovation. Facilitating the building of communities of practice and support. Enhancing employee engagement and retention by enabling them to connect with each other and the organization in meaningful ways. Promoting a positive workplace culture by allowing employees to express themselves, share their experiences, and contribute to the company's mission and values. Allowing HR to gather feedback, monitor sentiment, and track employee engagement and satisfaction, thus enabling them to make data-driven decisions about talent management and development.
Which is the best action an HR business partner should take when receiving an e-mail from the director of finance, that they have never communicated with before, asking for an employee's tax documents for an urgent mortgage verification request? Answers Forward the e-mail to the HR director for further instructions. Call the director of finance's office and offer assistance. Verify the director of finance is in the company directory and reply. Reply to the director of finance's e-mail request promptly.
CORRECT Call the director of finance's office and offer assistance. Rationale This is a possible case of a spear-phishing attack, in which a cyber intruder asks for information or asks the recipient to click a link to a document or website. Any unusual request from an atypical sender should trigger suspicions and a cautious response. The safest course is to phone the extension number in the organization's directory and confirm the e-mail request. If it was a phishing attack, it should then be reported to the IT system manager.
What has become a popular solution to the problem of the volume of data created by big data strategies? Answers Software as a service Cloud computing Scalable on-premises servers Online analytical processing
CORRECT Cloud computing Rationale Cloud computing allows organizations to store some of the cast amounts of data they have collected on remote (off-premises) servers connected accessed through the internet. Software as a service tends to solve issues related to the labor required to create and maintain software. Scalable servers do address the issue of increasing data volume, but this approach predates cloud computing. Online analytical processing is one of the reasons why data are multiplying so quickly in organizations. Cloud computing has become a popular solution to the problem of the volume of data created by big data strategies. Big data refers to the large volume of structured, semi-structured, and unstructured data that is generated by organizations today. This data comes from various sources, including social media, sensors, customer interactions, and other business applications. The volume of data generated can be overwhelming for organizations to manage, store, and analyze using traditional methods. Cloud computing provides a scalable and cost-effective solution to this problem. Cloud computing allows organizations to store their data on remote servers managed by third-party providers. These providers offer a variety of data storage and analysis tools that allow organizations to manage and analyze their data more effectively. Cloud computing also provides elastic computing resources, allowing organizations to scale up or down their computing needs based on demand. This means that organizations can quickly and easily provision computing resources to handle the large volumes of data generated by big data strategies, without the need for significant capital investment. Overall, cloud computing has become a popular solution to the problem of big data due to its scalability, cost-effectiveness, and flexibility.
To reduce security concerns with increased internet use, which practice should HR enact? Answers Backing up all organizational data to off-site locations Encrypting employee computers and network communications Allowing data transfer to personal mobile devices Requiring annual polygraph testing of employees
CORRECT Encrypting employee computers and network communications Rationale Sensitive data can be protected by encrypting employee laptops, desktops, and network communications to ensure secure storage and sharing of confidential information. Encrypting employee computers and network communications is a practice that HR should enact to reduce security concerns with increased internet use.
Your organization needs to integrate functions and data for customer relationship management, manufacturing resource planning, finance, supply chain, and human resources. Which would be the best type of technology to implement? Answers Application service providers (ASPs) Ad hoc reporting system Human resource information system (HRIS) Enterprise resource planning (ERP) system
CORRECT Enterprise resource planning (ERP) system Rationale An ERP system is an integrated information system that serves all departments in an organization. Such a system typically includes software for functions such as customer relationship management, manufacturing resource planning, finance, supply chain, and human resources.
Which action should HR take in order to fully realize the benefits of workplace data analytics? Answers Eliminate real-time data processing tasks in the office. Use dashboards as tools to review relevant data. Gather good-quality data to make relevant decisions. Use only data gathered by HR professionals.
CORRECT Gather good-quality data to make relevant decisions. Rationale Data analytics is the process of studying data to detect patterns and relationships that can be used to make predictions and improve decisions. The challenge of data analytics for HR is to identify what data should be captured and how to use the data to model and predict capabilities so the organization gets an optimal return on investment on its human capital.
What is the implication to the HR function of the increased use of applicant tracking systems (ATS)? Answers Better-quality applicants who will succeed in the positions they enter Decreased loyalty to employer and lower retention rates Increased time to hiring because of the amount of data Greater ease in measuring the effectiveness and efficiency of the recruitment process
CORRECT Greater ease in measuring the effectiveness and efficiency of the recruitment process Rationale An ATS collects and stores data about all stages of the recruitment and hiring process, which allows better control over the process but also more opportunities to measure the effectiveness and efficiency of the process.
An HR function has purchased applicant tracking software that allows external recruiters to access certain areas of the organization's information system. Throughout the purchasing process, HR has excluded the IT function. What is a possible outcome? Answers IT refuses to allow the software to be loaded into the system. The vendor will refuse to implement the new system. The applicant tracking system will not meet the HR organization's needs. The applicant tracking system will not work properly.
CORRECT IT refuses to allow the software to be loaded into the system. Rationale HR's approach to this project does not recognize IT's responsibilities and needs. IT may refuse to allow the system to be installed on a shared system out of concern for security and incompatibilities or because they cannot estimate the demand the additional technology will have on IT's support resources.
Big data brings with it three requirements: volume (the ability to store massive amounts of data), velocity (the ability to refresh data rapidly), and variety. What does variety refer to? Answers Importing, storing, and integrating data in different formats Integrating data from devices made from different manufacturers Collecting data from networks composed of highly dispersed points Data that can be used for multiple purposes (e.g., business analysis and employee engagement)
CORRECT Importing, storing, and integrating data in different formats Rationale Data is now available in varied forms: text, images, movie and audio files, logs, and so on. The ability to capture all these types of data creates richer opportunities for analysis and decision making.
Which technology has the biggest impact on benefits administration? Answers Virtual reality technology Internet access Wireless communication Streaming video
CORRECT Internet access Rationale Benefits administration has gone from a paper-driven process to an online process. Employees can access an employee self-service portal from remote locations at any time of the day via the Internet.
In addition to information technology, which other business function should HR work with when developing a "bring your own device" (BYOD) policy? Answers Executives Finance Operations Legal counsel
CORRECT Legal counsel Rationale HR should work with the organization's legal counsel to ensure that the policy and practices do not violate any state or local laws, such as those related to password privacy. HR should work with legal counsel when developing a "bring your own device" (BYOD) policy. This is because the policy involves issues related to data security, privacy, intellectual property, and compliance with employment laws, which are areas of expertise for legal counsel.
HR works with IT to develop policies and procedures for Internet use and social media posts on the organization's network. Which best describes the impact of this policy? Answers Increasing productivity and eliminating outside distractions Limiting legal liability and ensuring data security Preserving the organization's employee value proposition Facilitating the monitoring of employee work practices
CORRECT Limiting legal liability and ensuring data security Rationale Policies restricting access to certain websites (e.g., sexual content) aim at managing risk to the organization's data security posed by questionable sites. The policy may also deter downloading of materials that could be used to harass other employees and pose legal liabilities for the organization. This policy is not aimed at increasing productivity or monitoring activity. It may indirectly preserve the organization brand by preventing problems, but this is not its primary purpose.
Which will be one of the most interesting applications of artificial intelligence (AI) in HR? Answers Running a standard online interview with job candidates Allowing HR professionals to work remotely Providing more valuable observations about online job candidates Eliminating error-prone data transfer tasks
CORRECT Providing more valuable observations about online job candidates Rationale AI technology uses the analytical ability of computers to imitate human cognition, to form unscripted paths of questioning, and to make connections among the data the system has uncovered. One of the most interesting applications of artificial intelligence (AI) in HR is the potential to provide more valuable observations about online job candidates. AI can be used to analyze various data points and patterns in a job candidate's application materials, such as their resume, cover letter, and responses to online assessments or questionnaires. This can help identify potential red flags or areas of concern, as well as highlight strengths and qualifications that may not be immediately apparent. For example, AI algorithms can be trained to identify key phrases or language patterns that may indicate a candidate's level of motivation, communication skills, or other attributes that are important for success in a particular role. AI can also be used to assess non-traditional data sources, such as social media profiles, to gain a more complete picture of a candidate's background and interests. By providing more valuable observations about job candidates, AI can help HR professionals make more informed hiring decisions, reduce bias in the selection process, and improve overall recruitment outcomes. Overall, the use of AI in HR has the potential to revolutionize the way that organizations approach talent acquisition and management, enabling them to make more data-driven decisions and leverage new sources of information to identify and develop top talent.
Which should be a primary concern for employers regarding the "bring your own device" (BYOD) technology approach? Answers Protection of employee privacy Expense reimbursement to employees Security and data integrity threats Decline in face-to-face communication
CORRECT Security and data integrity threats Rationale While asking people to bring their own devices can lower costs and improve efficiency, effectiveness, and morale, it also raises a host of security concerns. Many security scenarios raise the risk for the unauthorized disclosure or destruction of business data. Fortunately, most of these concerns can be addressed through a well-crafted policy. The primary concern for employers regarding the "bring your own device" (BYOD) technology approach is security and data integrity threats. When employees use their personal devices for work-related activities, it can create security risks as sensitive company data may be stored on the device or transmitted through insecure channels. This could lead to data breaches, theft, or loss of important company information. Additionally, personal devices may not have the same level of security protocols as company-owned devices, making them more vulnerable to malware and hacking attempts. Employers must also consider privacy concerns when implementing a BYOD policy, as employees may not want their personal data to be monitored or accessed by their employer. To address this, employers can implement measures such as data encryption, password protection, and remote wipe capabilities to protect company data and respect employee privacy. Expense reimbursement to employees may also be a concern for employers, as employees may expect to be reimbursed for the use of their personal devices for work-related activities. Employers should establish clear policies regarding reimbursement to avoid any misunderstandings or conflicts. Finally, while the use of personal devices may lead to a decline in face-to-face communication, it can also increase flexibility and productivity as employees can work from anywhere at any time. Employers must weigh the benefits and risks of a BYOD policy and establish clear guidelines to ensure that the use of personal devices does not compromise security, data integrity, or employee privacy.
Which technology can reduce HR's transactional workload? Answers Social media Blogs Self-service systems Webconferencing
CORRECT Self-service systems Rationale Self-service technology can relieve HR of many data entry/revision tasks; managers and employees can perform these transactions themselves.
What is the key benefit of an enterprise resource planning (ERP) system over function-based stand-alone systems? Answers Forecasting capabilities to run planning scenarios Greater analytical power and capabilities Shared, current database for all departments User-customized data interfaces for greater security
CORRECT Shared, current database for all departments Rationale An ERP integrates current data from across an organization's functional areas, while a stand-alone system would require a customized bridge to access the ERP database. While integrated data enables a more thorough analysis, stand-alone systems can provide significant analytical power. Customization and forecasting can be performed in integrated and stand-alone systems.
Technology automates many HR tasks, shrinking the HR department. Yet, as HR evolves from transactional to transformational work, the workload may increase and become more complex. Staff may complain about being overloaded. Which is the best way to solve this problem? Answers Reassign tasks according to the staff's technological proficiency levels. Decrease additional spending on technology. Outsource customer service related to manager self-service systems to an outside vendor. Support training to help HR staff make full use of available technology.
CORRECT Support training to help HR staff make full use of available technology. Rationale The best solution is to make sure that staff are making good use of all the capabilities that their technology includes. Sometimes staff are not aware of these capabilities or lack confidence in their knowledge. Training will help. Reassigning tasks wastes resources. Resisting technology means not benefiting from its capabilities. Outsourcing customer service will strain relationships with HR's clients as they become less familiar with issues and less visible to their clients.
What is the impact that a service level agreement has when an organization moves from licensing software to software as a service (SaaS)? Answers It eliminates the need for clarification on who is the customer and who is the client. The organization will not need to implement or customize software. It does not define concerns over users' pay-per-use. The organization will need to provide real-time monitoring only after the installation.
CORRECT The organization will not need to implement or customize software. Rationale The migration from the licensing of a product to subscribing for a service is often handled through a service level agreement (SLA). SLAs formally define service expectations and terms. Real-time monitoring service levels are addressed as well as customer versus client concerns. The client does not need to install or customize software; both are done by the vendor.
Which is a challenge when following a best-of-breed HRIS purchasing strategy? Answers Accepting increased access to data by employees Integrating data and technological infrastructure Working with multiple vendors Having a common interface across applications
CORRECT Working with multiple vendors Rationale Organizations that implement a best-of-breed (BOB) strategy pick the best applications for each HR functional area, working with one or more vendors. For example, the organization might use a recruiting solution from one vendor and a payroll system from another. Increased access for many users (such as employees, managers, health insurers, workers' compensation carriers, senior executives, job applicants, and regulatory agencies) may apply to BOB or integrated solutions. The other choices here are characteristics of integrated solutions.
An organization is entering the decline phase of its growth, and leaders are uncertain about its future. Still, all departments must continue to fulfill their tasks, now with a steadily decreasing head count. HR would like to purchase new technology that would support required productivity levels without new hiring. Would a software as a service (SaaS) technology meet this organization's needs? Answers No, it will require too much support from the overburdened IT function. Yes, it will be compatible with the organization's current technology. Yes, because the service can be scaled to the organization's changing needs. No, it will decrease the organization's flexibility and ability to shift to other solutions.
CORRECT Yes, because the service can be scaled to the organization's changing needs. Rationale SaaS technology would meet this organization's needs because the service is generally priced according to the volume of use. Up-front costs are minimized, which fits with the limited cash flow in this type of organization and makes switching to another solution fairly simple. Another benefit of SaaS here is that, in most cases, it will not place a heavy burden on IT; the vendor performs most support tasks. The possible disadvantage is that integrating the software with existing technologies may be a challenge that IT cannot perform. A software as a service (SaaS) technology could potentially meet the organization's needs as it can be scaled to the organization's changing needs. However, whether or not SaaS technology is the best option would depend on factors such as the specific needs of the organization, the capabilities of the technology, and the cost-benefit analysis of using SaaS technology compared to other options. Therefore, more information would be needed before determining whether SaaS technology is the best solution for this organization.
