Tuesday, March 5, 2013

New 529 Plan Deductions - Computer Technology

A 529 Plan is an education savings plan that many people use to fund the higher education costs for their kids. The plan has very specific approved expenditures, and a new one has been added - computer technology.

529 plans have long been popular with parents. This is due to the fact they provide tax-free earnings for the benefit of higher education. Much like an IRA, parents can contribute to the funds and what the gains grow tax fee over the years until their child is ready for higher education. Higher education includes college, vocational schools and graduate school.

One of the few criticism directed at the 529 plan was the limited expenditures it could be used for. The fees included the basics like tuition, room and board, supplies and books. In this digital world, it was rather odd that computers were not considered an accepted expenditure. This is particularly true since many teachers at levels as low as high school and elementary school now post homework assignments and the like online. Going to college without a computer seems practically prehistoric! This oddity has now been changed.

New 529 Plan Deductions - Computer Technology

The American Recovery and Reinvestment Act of 2009 includes a provision adding computer technology to the list of acceptable 529 plan expenditures. In fact, the provision is fairly broad. It now includes the cost of buying a computer, internet access and related services. The downside is the provision is only good for 2009 and 2010, although it is hard to imagine it not eventually becoming a permanent part of the accepted 529 plan expenditures list.

The American Recovery and Reinvestment Act of 2009, better known as the Stimulus Bill, has been criticized in many different ways. The addition of computer technology to the expenditures of the 529 Plan is not an area anyone can reasonably disagree with.

New 529 Plan Deductions - Computer Technology
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Monday, February 25, 2013

Why Does My Computer Freeze Up? - A Guide to Fix Computer Freezes

"Why does my computer freeze?" I was wondering this question myself not too long ago. I would be using my computer like any other time. When all of a sudden my computer freezes up. I cannot access any programs. My mouse is not moving anywhere. I cannot use control/alt/delete. The only thing you can do is turn off your computer manually which is unsafe for your computer and causes you to lose any information were using at the time.

Anyone who has experienced this knows how big of a pain a computer freeze is. And it is even worse for those who like me had this happening to them on a regular basis. It just seems to come out of nowhere and can be a huge nuisance.

What I learned was that the problems were coming from my Windows registry. The registry is the most important and fragile area of your computer. It contains the information that runs all of your software and hardware. As you install, update, and delete programs the registry becomes filled with unwanted information.

Why Does My Computer Freeze Up? - A Guide to Fix Computer Freezes

This unwanted information causes two problems. First off it slows down your computer considerably. Like a traffic jam, your computer becomes congested with information and needs to be cleaned out to run fast again. The other problem is windows error messages and your computer freezing up. This useless and corrupted information on the registry counteracts with other programs causing serious problems.

The only way to fix this problem and prevent these kinds of computer freezes is to repair the Windows registry. Because it is such a fragile area it was recommended to use a program to clean up registry errors for me. I did so and my computer stopped freezing almost immediately. Even better it began to run like it was brand new!

If you are interested I have recommended the program I used below to solve this problem for me. With this program you will never have to wonder why does my computer freeze up ever again. Give it a try!

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Saturday, February 9, 2013

The Effects of Computer Technology on Our Everyday Lives

These days, the computer technology industry is rapidly growing and changing. Along with that growth and change of computer technology are the people who almost instantly adapt to the changes.

Computer technology has made our lives a lot easier and convenient. For instance our banking needs. Years ago, people had to manually file the important data of their customers; now they just use the computer to find these data. In just one click, they would instantly find the name of the customer, the birth date, the address, e-mail address, phone numbers and etcetera. As for the clients of these banks, they can also easily get a quick look at their account balances through logging in to the bank website; in addition to that a lot of people are able to apply for a loan with the use of the computer.

Because of the birth of computer technology, we now have credit cards or what others call plastic money, which are very useful especially when we do not have cash on hand or when you are ordering a certain product through the internet. It's amazing how computer technology has changed so much our way of living. Nowadays, purchasing products such as cellular phones, bags, household utensils, and clothes or even paying the bills can be effortlessly done at the comfort of your own home.

The Effects of Computer Technology on Our Everyday Lives

With the use of the computer a lot of students especially those with unfortunate disabilities or severe illnesses are able to enroll to different schools through home schooling. Students are even able to take their examination tests or check out their grades by the use of the computer.

As far I know computer technology has helped a lot of businesses to better serve the community. But the computers have not only helped us in the business industry; it also has an effect on our communication systems. Long before the computers were born, writing letters were the main source of communication, which would be such a hassle most especially to those people who lived in far away places; plus telephones were quite expensive so people would pretty much prefer writing to their loved ones. And for that reason, people who are far away from civilization would really have a hard time communicating with others. Now, we have e-mails, and live chat, or even voicemails. We now already have video calling in which we would be able to see the person that we are talking to. This would be really great for people who have loved ones that are away from home. Getting in touch with one another is now a piece of cake.

Computer technology has changed our lives for the better. Without it, we would still be living in the pre historic times.

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Wednesday, February 6, 2013

A Short Article on Technology

The world has undergone enormous changes over the past decade. We now live in a world where communication is paramount. It seems that everyone and everything is connected in some way.

For school students this has made things much more efficient. Research papers that used to involve hours of laborious effort, can now be researched and documented without ever touching a card catalog or a periodical index. Worlds of information are now available at the click of a mouse.

Questions that people pondered without any answer previously can now simply be typed into any convenient search engine and answered almost immediately. There are countless sites filled with informative short articles all over the Internet. Videos and music can now be seen on demand and news from across the world can be delivered in an instant.

A Short Article on Technology

There are some people who worry that the technological revolution and evolution we are experiencing today is moving too fast. There seems to be a loss of privacy in some respects and the specter of a Big Brother society looms larger than it has since 1984. Whether their fears are well founded or not will remain to be seen, but it is unlikely that people will ever willingly give up the almost instant connections to our wired world.

Flying in the face of these fears are individuals who share their worlds through their blogs. What used to be shared with only close friends is now put online for millions of people to see if they should happen upon the blogger's website. Individuals are learning to take advantage of this by using their well placed blogs to sell products and services. The internet has allowed individuals an opportunity to step on to the same playing field as the big boys of business. With the right information and the ability to get it seen, anyone can now reach the masses and share their thoughts, feelings and even sales pitches.

Businesses as well as individuals have come to rely on the Internet as a source of advertising and actual sales. Entire business models have been constructed and thriving based solely on using Internet websites. It is rare today to find a traditional brick and mortar establishment that does not have some type of online presence. Any business that does not adapt and grow to keep up with the newest technology seriously risks being left behind in the wake of their competitors who choose to ride technology's leading edge.

Time will tell where this all will lead. We should make the most of the positive possibilities technology promises, but we should also keep a careful watch on where we are going.

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Sunday, February 3, 2013

Latest Technology in Computer Hardware

The rate at which new computer hardware products are arriving in the market is simply mind-boggling. As the technology advances, the size and the price of the devices come down, while the efficiency and capacity increase. The scenario is same in all cases, whether it is about internal components like processor, motherboard, RAM, graphics card, and hard disk or for peripheral accessories like mouse, keyboard, and monitors. Personal computers became popular only before about three decades back. But already there are huge piles of outdated and antique hardware components and devices. This is a tribute to the tremendous rate of development of latest technologies in computer hardware field. Perhaps, the newest entrant into the archeological catalogue of computer peripherals is CRT monitors. The sleek looking LCD monitors are spreading like computer virus.

Data storage devices have attracted considerable attention of the technology developers. New kinds of storage devices such as newer versions of flash memory cards, hard disks using latest technology and disks of ever-increasing capacity are the results of advancement in latest technology in compute hardware. The memory size of the random access memory (RAM) cards is soaring to enable the smooth functioning of graphics animation software packages and streaming video websites. Also, computer motherboards have undergone substantial changes over the years. More and more functions are being added to the motherboard. Also, despite the incredible improvement in performance and functionalities, the price of these components has actually fallen steadily.

The most vital component of a computer is the microprocessor. It is in this field that a battle of developing latest technologies in computer hardware takes place. The pace of development of microprocessor increases as the competition between the major processor chip manufacturing companies, Intel and AMD, intensifies. Both the companies are engaging in a neck and neck competition and continuously outdo each other in introducing new technologies.

Latest Technology in Computer Hardware

In the field of computer peripherals, the latest technology in computer hardware is in developing yet another version of wireless mouse and keyboard. The concept of wireless mouse and keyboard is about a decade old. But the development of these items is still a work in progress. The latest products of wireless mouse and keyboard are said to be highly durable and error free.

Some of the developments in the latest technology in computer hardware are gearing up for changing the present concept of desktop and laptop computers. With new developments making possible the convergence of mobile phone technology and computers, a new breed of fully functional palm-top computers are going to be introduced in near future. With touch screen monitors and without the need for a mouse, these gadgets are likely to become the next big leap in the constantly leaping technological development field.

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Friday, January 25, 2013

New Computer - Old Email, or How to Back up and Transfer Your Email

If you have a brand new computer, or are thinking about buying one in the near future, one of the things that you will need to consider is how to transfer your emails from the old system to the new system.

At least once a week in my job as a help desk analyst, I am helping a customer set up Outlook Express or Outlook (there are other email clients that are used, but these two are the most popular) on their new computer. Once we are finished with the setup and they open it up to the Inbox the question is asked "where are my old emails?" The simple answer; "on your old computer". Then of course the follow up question is; "how do I get them to the new computer?"

Easy or Hard

New Computer - Old Email, or How to Back up and Transfer Your Email

The easiest way to do this is to back them up to an external hard drive or a compact disc before you make the switch to the new computer and then copy them over to the new computer in the exact same directory. The harder way is in the case of a crashed computer or the inability to access the files normally. I cover a bit of that in another article called 'Got Backups?' which you can find at my website.

Outlook Express

With Outlook Express your emails/email folders are stored on your hard drive in a directory that is buried way down deep in the Operating System. Instead of me giving you the full path to get there, it's easiest if you have Outlook Express open, click on Tools then Options.

Copy/Paste

Once you are here, click on the Maintenance tab and then click on the Store Folder button. This will pop another window with the location of your emails. Using your mouse, highlight the path and then right click and copy it.

You will then click on the Start button, then click Run, and then right click in the Open box and Paste the path. Click Ok.

This will open another window with your email files. Unless you have added other folders to your Outlook Express, the default folders will be here with a .dbx extension (Folders, Inbox, Sent Items, Deleted Items, and Drafts).

Backup

If you are going to write these files to a CD, you can burn them at this time by using your favorite burning software (providing that you have a CD burner installed in your computer).

To copy them to an external hard drive, you must now connect that device to your computer, create a folder on that drive (I usually call it Email Backups), copy the files from the old computer then paste the files into the Email Backups folder.

Import

Once you have the files copied to the CD or external drive, then you will go to the new installation of Outlook Express and import the messages. It would be nice if you could just copy them to the new OE and be done, but Microsoft doesn't like you to do it that way.

Open up OE and then click on File, Import, Messages. This will open a new window called Outlook Express Import. Choose Microsoft Outlook Express 6 then click Next. Click in the circle that says 'Import mail from an OE6 store directory'. Click OK. Then click 'Browse' and navigate to and select the directory you have saved them to. Click OK. The next window will give you a list of all of the email folders you have previously saved. Keep 'All folders' selected and click Next.

This will begin the process of importing all of your 'old' emails into your 'new' Outlook Express. Once it has finished you will have all of your old emails back! Cool, huh?

Outlook

The procedure to save and then import your emails in Outlook is similar, but different.

To start with, Outlook uses a file extension called pst, or Personal Folder File. Don't ask me why it's called that. Call Bill Gates and ask him.

Export

You will start on the old computer and with Outlook open, click on File, then 'Import and Export'. This opens the Import and Export Wizard. Choose 'Export to a file' then click Next. Choose 'Personal Folder File' here and then click Next. In the Export Personal Folders dialogue box you have your choice of what you want to do. The easiest is to keep the default choice of just the inbox, but if you want your sent items and all the other folders, choose the top item (Personal Folders) and then choose the 'Include subfolders' option and then click Next.

The next window will have a default location listed
(usually C:Documents and Settings'your computer name'Local SettingsApplication DataMicrosoftOutlookbackup.pst). I would suggest following the same procedure as for OE (see above). Then click 'Finish' and let it do it's thing.
Once you have your pst files backed up, move to the new computer and the import process will again be similar to OE.

Connect your external hard drive to your computer or insert the CD into the drive.

Import

Open Outlook, click on File, then Import and Export. In the Import and Export Wizard, this time choose 'Import from another program or file' then click Next. In the 'Import a File' window, scroll down and select Personal Folder File (.pst) and then click Next.

In the 'Import Personal Folders' window, click the Browse button and navigate out to the location of your backed up pst file, choose it and then click Next. Click 'Finish' and it will import all of your messages.

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Ron Barrett is the owner of Ron's Computer Service, your online helpdesk for computer related problems. You can subscribe to his weekly newsletter 'Bits and Bytes: Decoding the Digital World' by sending an email to him. He is Certified Help Desk Analyst, CompTIA A+ Certified and has earned a Bachelor's Degree in Information Technology. He has worked in several companies in the role of help desk analyst, desk top support and network/email administrator. In his free time he enjoys spending time with his wife and three boys, working around the house and trying to perfect his golf swing.

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Tuesday, January 22, 2013

Effect of Technology on Our Lives

Technology is an improved route to an unimproved target. Technology is associated with innovation. It involves the transformation of ideas into something useful. Innovation is just not limited to creative people and organizations, but also involves the availability of technological and scientific talent. Technology and innovation are synergistic. Technology has definitely changed our lives and for the better.

Looking back in time, we realize how much our lives have changed due to the fruits of technology. It has provided us with freedom and less consumption of time and resources. Pointing out a particular technology for the drastic changes in one's life is simply not possible. A nation's economic growth can be measured according to the level of technology. This is because a number of factors are responsible for affecting an individual's life style. The most important factor for deciding the working of a particular technology is the presence of competition. One kind of technology seems beneficial only until a technological advancement does not occur.

The most effective piece of technology is the mobile phone, and now a days being equivalent to a civilization. Due to technological changes, the dependency upon technology has increased many folds. Some advancement occurs at such a pace that they become self-defeating. The ability to convert carbon dioxide into fuel energy is a breakthrough process and once well established in would change our dependency on nonrenewable and limited sources.

Effect of Technology on Our Lives

With time, the use of internet is rising rapidly. The World Wide Web literally connects over 700 million people round the globe. The state-of-the-art technology has improved our means of communication as well as our educational standards. Due to the innovations in technology, an individual can gain knowledge about any topic at any place and at any point of time in his/her life. It has allowed the ease of availability of education. It has also improvised upon ways to fulfill our needs and to meet our expectations. Innovations in today's tech-world can help us to solve urgent problems.

The revolution in technology has given rise to chat rooms, discussion rooms, personalized web pages and online databases. The IT sector has completely changed the outlook of human communication with e-mails, video conferencing and instant messaging. With the advent of technology, people are building bridges to decrease the distances in their mind. One basic drawback that has taken place is that people are becoming lethargic due to high trends in technology. It is shortening our ability to pay attention. Robotics, automation and computerization are on the go for changing our lives. Implementation of robotics will give higher efficiency and cheaper labor, thereby increasing unemployment rate.

Now the other side of technology is not so green. It is because of improvised technology only that we have seen nuclear and atomic wars. This has also leaded to increase in pollution as well as corruption. Hence, one must know how to balance between manpower and automation. In the world of automation, cars have created freedom as well as concrete jungle. Technology is affecting our near future so it becomes our responsibility to streamline it in the right direction.

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Sunday, January 20, 2013

My Computer Keeps Shutting Down Randomly

Computers that shut down randomly will be suffering from one of several possible problems. In order to fix this issue, it's essential that you're able to fix the problems that cause your Windows computer to shut down, and having used PCs for many years, we've found a very simple way to combat this problem for good.

The first and most probable cause of your computer's random shutdown problem is from overheating. When computers run, they generate a lot of heat, which is why they have all sorts of fans inside. However, if your computer is not cooled enough, it can act in very strange ways, including shutting down randomly. If your system gets too hot, then it will just close down in an attempt to cool off.

Fixing the problem of overheating is actually very simple. If you have a laptop, make sure that it's not hot underneath. If it is hot, then you should put it onto a desk or flat surface and allow the fans underneath to work. It's often the case that people will smother the fans on their laps, causing laptops to overheat and shut down. If you have a desktop, simply take the side off the case and then get a desk fan and let it blow onto the inner-workings of your system. This will cool it down enough to let you see if the overheating problem is actually what's causing your PC's problems.

My Computer Keeps Shutting Down Randomly

The other big cause of this problem is actually to do with Windows itself. Windows often shuts down your PC randomly if the settings that it needs to run are unavailable. The problem is that whenever you use Windows, it's constantly reading 100's of settings from the "registry database", and if any of those settings are damaged or corrupted, Windows gets highly confused and can cause your PC to shut down.

The registry database is a central storage system for the files and settings of your PC. Basically, whenever Windows is being used, it needs to recall a large number of files and settings that make your computer run smoothly and effectively. The registry has been a central part of Windows since Windows '98, but it's one of the major reasons why computers will just shut down randomly. To fix this problem, you should look at using a "registry cleaner" to scan through the registry and fix any of the damaged settings or files that are inside it. Registry cleaners are software programs which scan through your system and allow it to quickly find and fix any number of issues inside your system. These programs are software tools and are very easy to use - you just need to download one from the Internet, install it and let it fix any of the issues on your PC. It will remove all the problems it finds and should make Windows run a lot more reliably again.

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In order to stop Windows shutting down randomly, you should first stop any overheating that might be occurring and then use a registry cleaner to stop any problems with the settings of your PC.

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Thursday, January 17, 2013

Laptop Computer DC Jack Repair - How to Tell If Your DC Power Jack Needs to Be Repaired Or Replaced

DC jacks are the part of your laptop where you plug the power adapter in to charge. This is a very common piece of the laptop to get damaged because it it constantly being tugged at and pulled. If you are on the road and are constantly plugging and unplugging your laptop, there is a good chance that after 2 years, you will notice this jack start to act up.

Some common symptoms of a bad DC power jack are:

1. The computer is plugged in but it is not charging

Laptop Computer DC Jack Repair - How to Tell If Your DC Power Jack Needs to Be Repaired Or Replaced

2. If you wiggle the power adapter at the jack location, the computer goes from getting power to not getting power

3. The battery is not getting charged over night

4. the actual jack inside the computer is loose

In troubleshooting a bad DC jack, I tell my customers to first try a different power adapter. In rare cases, the power adapter is the root of the issue and the jack is fine. This is usually the cheapest fix because replacing the adapter is not that expensive.

I also suggest replacing the battery if it is over 2 years old. The battery has a life span and needs to be replaced every 2 years or so. If the battery is good and the adapter is good, your computer jack is most likely detached from the motherboard or broken all together.

Replacing the DC jack requires taking apart the whole laptop, soldering the jack that's in there, cleaning up the general area of solder and re soldering a new jack. Depending on the laptop, the job usually takes up to 2 hours and requires a surgeon's steady hand. The cost is usually around 0 for a good job and the jack will last the life of the laptop. You can find fly-by-night companies that do it for around 0 but the work is sometimes sloppy, they do not replace the jack with a new one and chances are the jack will not last the life of the computer.

Laptop Computer DC Jack Repair - How to Tell If Your DC Power Jack Needs to Be Repaired Or Replaced
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DKNJ Networks is a NJ SEO and laptop computer repair company in New Jersey providing DC jack repair, LCD screen replacement and hard drive data recovery services for Apple Macintosh and PC computers. We do search engine marketing for New Jersey business. We also create BLOGS and microSites using WordPress. Check out our website and visit our SEO BLOG for the latest tech news, tips and tutorials.


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Friday, January 4, 2013

Human Resource Information System - HRIS

Human Resource Information Systems

The purpose of this paper is to identify other companies who have faced similar human resources issues in regards to information technology. Through benchmarking different companies we can learn how other companies have handled certain human resources issues related to information technology, information systems, new technology, and data security. An overall analysis has been completed using research on IBM Europe, Ameriprise Financial, Terasen Pipelines, Shaw’s Supermarkets, CS Stars LLC, IBM, WORKSource Inc., and Toshiba America Medical Systems, Inc. This paper also includes eight synopses of companies facing similar issue to those in the reading.

New Technology

Human Resource Information System - HRIS

With the changing world and constant new technology that is available, managers need to be aware of the technology that will increase effectiveness in their company. Human resource information systems (HRIS) have increasingly transformed since it was first introduced at General Electric in the 1950s. HRIS has gone from a basic process to convert manual information keeping systems into computerized systems, to the HRIS systems that are used today. Human resource professionals began to see the possibility of new applications for the computer. The idea was to integrate many of the different human resource functions. The result was the third generation of the computerized HRIS, a feature-rich, broad-based, self-contained HRIS. The third generation took systems far beyond being mere data repositories and created tools with which human resource professionals could do much more (Byars, 2004).

Many companies have seen a need to transform the way Human Resource operations are performed in order to keep up with new technology and increasing numbers of employees. Terasen Pipelines moved its headquarters from Vancouver to Calgary to be closer to the oil and realized a major growth in employees. In the past recording keeping was done on paper and with spreadsheets. Mangers at Terasen realized that there was a need to change to a more computerized system and looked into different HRIS vendors. By making the move to a HRIS system, Terasen is able to keep more accurate records as well as better prepare for future growth. Another company that saw the benefits of keeping up with new technology is WORKSource Inc. To meet the challenge of handling 100 new employees, WORKSource Inc. acquired Web-based technology programs from GHG Corp. like electronic pay stub, electronic timesheet software, time-off system, and human resource information system (“Tips,” 2006). By adapting these new programs, WORKSource was able to reduce waste and cost.

The Internet is an increasingly popular way to recruit applicants, research technologies and perform other essential functions in business. Delivering human resource services online (eHR) supports more efficient collection, storage, distribution, and exchange of data (Friesen, 2003). An intranet is a type of network used by companies to share information to people within the organization. An intranet connects people to people and people to information and knowledge within the organization; it serves as an “information hub” for the entire organization. Most organizations set up intranets primarily for employees, but they can extend to business partners and even customers with appropriate security clearance (Byars & Rue, 2004).

Applications of HRIS

The efficiency of HRIS, the systems are able to produce more effective and faster outcomes than can be done on paper. Some of the many applications of HRIS are: Clerical applications, applicant search expenditures, risk management, training management, training experiences, financial planning, turnover analysis, succession planning, flexible-benefits administration, compliance with government regulations, attendance reporting and analysis, human resource planning, accident reporting and prevention and strategic planning. With the many different applications of HRIS, it is difficult to understand how the programs benefit companies without looking at companies that have already benefited from such programs.

One such company is IBM. IBM has a paperless online enrollment plan for all of its employees. Not only has the online enrollment saved the company 1.2 million per year on printing and mailing costs, the employees enjoy working with the online plan. "Since we began offering online enrollment, we've learned that employees want web access," Donnelly [Senior Communications Specialist] says, so they can log on at home rather than through the company intranet. So the company has been working to put in place a web-based enrollment system that employees and retirees can access from anywhere (Huering, 2003). By utilizing the flexible-benefits application HRIS has to offer, IBM was able to cut costs and give employees the freedom to discover their benefits on their own time and pace.

Another company that has taken advantage of HRIS applications is Shaw’s Supermarkets. In order for Shaw’s to better manage its workforce, the company decided it was time to centralize the HR operations. After looking at different options, Shaw’s decided to implement an Employee Self Service (ESS) system. The use of self-service applications creates a positive situation for HR. ESS gives HR more time to focus on strategic issues, such as workforce management, succession planning, and compensation management, while at the same time improving service to employees and managers, and ensuring that their data is accurate. With this solution, employees have online access to forms, training material, benefits information and other payroll related information (Koven, 2002). By giving employees access to their personal information and the ability to update or change their information as needed, HR was given more time to focus on other issues. Understanding the different applications HRIS has to offer will give companies the chance to increase employee efficiency and reduce costs.

Measuring the Effectiveness of HRIS

The evaluation should determine whether or not the HRIS has performed up to its expectations and if the HRIS is being used to its full advantage (Byars & Rue, 2004). One of the most significant challenges faced by public personnel executives today is measuring the performance of their human resources information system (HRIS) In order to justify the value-added contribution of the HRIS to accomplishing the organization's mission (Hagood & Friedman, 2002). Implementing an HRIS program may seem a necessary stem for a company, but unless it will be an effective tool for HR operations, it will not help increase efficiency and may hinder it instead.

One company that implemented a HRIS system is Toshiba America Medical Systems, Inc. (TAMS). TAMS put all employee benefits information online and created an open enrollment option when TAMS changed healthcare providers. Almost immediately upon rolling out the UltiPro portal [new HRIS technology] to employees, TAMS began seeing improvements, with an estimated 70% increase in open enrollment efficiency (Wojcik, 2004). By determining the efficiency of the new program, TAMS was able to realize the benefits of the new HRIS system.

Security of HRIS

The privacy of employee information has become a major issue in recent years. With identity theft becoming a common problem, employees are becoming more sensitive about who sees their personal information, and the security it is kept in. By making sure employee information that is kept in the HRIS is relevant to the company and making sure there is limited access (password protection) to such information, companies can make its employees more secure with the safety of their information. Whether electronic or paper, employee files deserve to be treated with great care. Establishing security and end-user privileges calls for a balance of incorporating, HR policy, system knowledge and day-to-day operations (O’Connell, 1994).

One company that faced a major security issue was CS Stars, LLC. CS Stars lost track of one of its computers that contained personal information that included names, addresses and social security numbers of workers compensation benefits. The bigger problem was that CS Stars failed to notify the affected consumers and employees about the missing computer. Though the computer was retrieved and no information seemed to have been harmed, many employees lost their sense of security with the company. New York's Information Security Breach and Notification Law, effective in December 2005, requires businesses that maintain computerized data which includes private information to notify the owner of the information of any breach of the security of the system immediately following discovery, if the private information was, or is reasonably believed to have been, acquired by a person without valid authorization (Cadrain, 2007).

Another company that experienced a breach in security is Ameriprise Financial. In late 2005, a computer that contained personal information on clients and employees was stolen. Because many of the employees at Ameriprise take their computers between work and home, the company determined there was a need to put more security into those computers. Ameriprise made sure all employees had the new security suite installed on their computers. By responding quickly to the need for more security, Ameriprise made sure all information is being kept secure. Making sure employees information is kept as secure as possible there will be more trust in the company and the HR employees working with that information.

Conclusion

IBM, Terasen Pipeline, CS Stars LCC, and Toshiba America Medical Systems, Inc. are good examples of companies facing issues similar to human resources information technology and human resources information systems. All of these companies know the importance of new technology, human resources information systems, and data security. The remainder of this paper provides synopses of more companies facing human resources issues, how the company responded to the issues, and the outcomes of the company’s responses.

Companies Benchmarked

IBM Europe

The Situation:

IBM is a global organization offering research, software, hardware, IT consulting, business and management consulting, ring and financing. It employs around 340,000 people, speaking 165 languages across 75 countries, and serving clients in 174 countries. In January 2007, IBM established a separate “new media” function within its corporate communication department. IBM main goal is to educate, support, and promote programs that utilize social media. IBM Europe decided to expand internal communication by blogging guidelines. The recognition was that blogging was already happening among IBMers, just in an unregulated way. In a similar way, institutionalizing a function to deal specifically with new media is not a corporate move, or establishing from scratch. It’s a response to the issues already emerging in the company. Now that those technologies are here, people are using them, they’re growing and there here to stay-we’re just going to put some structure around them so that we can try to optimize their use.” The users decide what technologies they want to use and how they want to use them. That main idea is that IBM understands that they must remember to respect the fact that social media are social. IBM had the need to connect its 340,000 global employees more effectively.

The Response:

IBM’s intent around social media has now been officially formalized. From January 22 2007, the company established a separate “new media” function within its corporate communication department. “Its remit: To act as expert consultants inside and outside IBM on issues relating to blogs, wikis, RSS and other social media applications. The main idea is to educate, support and promote programs that utilize these tools. IBM has a history of being a t the forefront of technology based corporate communication. From the multimedia brainstorming “WorldJam” that made news headlines back in 2001 in which 50,000 employees worldwide joined a real time, online idea-sharing session about the company’s direction. IMB has always prepared itself to use breakthrough technologies to establish a two-way dialogue with its employees. The need for social media was necessary and could no longer wait.

The Outcome:

In the last few years IBM has been recognized as being the vanguard of social-media use: IBM was on of the first Fortune 500 companies to get behind collaborative wikis, published internal blogging guidelines as far back as 2003, and is now moving fast beyond RSS and podcasts into videocasting and “virtual world” technologies like Second Life. The intranet search facility extends to all areas of the site, including new media aspects. When an employee logs onto their portal an executes a key word search, the results they get back not only come from the main intranet pages, but include results from IBM forums, wikis, blogs and podcast/videocasts tags. IMB has an understanding that employees are no longer staying in a company their entire lives. It’s just not like that any more. In Belgium for example over 50 percent of 2,300 employees have been there fewer than five years. The company has come to the conclusion that with an increasingly young and mobile workforce, the likelihood is that an employee population full of a younger generation, for whom these tools are part and parcel of life, is not that far away. In years to come IBM will have to deal with employee base for which blogging is just the natural way to interact over a web platform. IBM has created centralized platforms for most tools that fall under its remit, which includes wikis. For Philippe Borremans, new media lead Europe for IBM, has the potential business applications of a wiki cover two broad benefits: Collaborating and knowledge sharing. IBM has scored some notable successes on both fronts in the near 5000 wiki pages now up and running in the organization. The company has been a huge pick-up in interest in podcasting over the last 18 months writing can seem such a technical skill, whereas people feel they can talk more freely than they can write. One of the most consistently popular IBM podcasts, with over 20,000 downloads a week.

Ameriprise Financial

The Situation:

The Department of Justice survey estimates that 3.6 million U.S. households were victims of identity theft in 2004. Trafficking in personal date goes beyond U.S. borders: the New York Times reports that stolen financial information is often distributed among participants of online trading boards, and the buyers are frequently located in Russia, Ukraine, and the Middle East. One reason clients are concerned about data security is the widespread publicity generated by breaches at financial services firm. In late December 2205, an Ameriprise Financial employee’s laptop that contained unencrypted data on approximately 230,000 customers and advisors was stolen from a car. Other financial services firm, including Citigroup and Bank of America, also acknowledge large-scale customer data losses in 2005. President of NCS, Rita Dew, a compliance consulting firm in Delray Beach, Florida, says that the Securities and Exchange Commission requires investment advisors to have policies and procedures that address the administrative, technical, and physical safeguards related to client records and information.

The Response:

Ameriprise Financial had to fight back and had to implement “layers of protection.” It is important for employees who their primary business computer, and employees regularly transport the computer between home, office, and meeting sites. The vulnerability of this arrangement and the need for a safety software program is much needed.

The Outcome:

Employees who are transporting lab tops should install the Steganos Security Suite on their computer. This software allows employees to create an encrypted virtual drive on the laptop that serves as data storage safe. Employees stores all client related data and tax preparation software database on the encrypted drive, which employees has set up with one gigabyte of storage space. The best thing is that when an employee turns off the computer the information is stored “safe”, the software automatically encrypts the virtual drive’s data. The software also generates encrypted backup files, which employees store on CDs in a fireproof safe. This should keep the data secure if any employee’s laptop is stolen or if the drive is removed from the laptop. Other financial advisors are relying on encryption both in and out of the office. Other programs that are being used to protect client’s information are RAID Level 1 system to store data on the drives that are encrypted with WinMagic’s SecureDocs software. Encryption ensures that anyone who steals the computer will be absolutely unable to read the data, even by connecting it to another computer as a “slave drive. This has given many financial advisors the greatest peace of mind.

Terasen Pipelines

The Situation:

Terasen Pipelines is a subsidiary of Terasen Inc. located in Vancouver, Canada and is located in several provinces and U.S. states. In 2001 the company changed its headquarters to Calgary to be closer to the oil. With the big move, the company went through a growth spurt. With the company in many different locations and the growing numbers of employees, the HR department saw a need to find a new system to keep more accurate records.

The Response:

In the past Terasen had kept records on paper and with spreadsheets and with the growth of the company, this system does not work as well as in the past. In order to compensate for future growth, Terasen began to look into HRIS companies to help with the HR operations. After researching different companies, Hewitt’s application service provider model with eCyborg was found to be the right fit.

The Outcome:

Although there was difficulty adapting to a new way of recordkeeping, Terasen was able to find a system that will help support the current and future growth of the company. Fortunately, some of the HR staff had experience working with an HRIS and were able to help their colleagues imagine new processes, as aided by a system. One theme often voiced throughout this process was: "You guys don't know how hard we're working when we can make it so much easier with a system that could do a lot of this for us. You don't always have to run to the cabinet for the employee file just to get basic information. It can all be at your fingertips." (Vu, 2005). In order to help Terasen ease the HR burden of implementing a new HR system, the management of Terasen was convinced to look for a vendor to help implement and maintain a HRIS system. This system has helped Terasen better prepare for current and future growth.

Shaw’s Supermarkets

The Situation:

Shaw’s Supermarkets is the second largest supermarket chain in New England. With a workforce of 30,000 located at 180 stores throughout six states, Shaw's HR staff is responsible for managing employees' personal data. Their employee mix includes approximately 70 percent part-time employees, consisting of students, senior citizens, second-job part-timers, and career part-timers. One third of the workforce is made up of union associates, and Shaw's staff oversees the company's involvement with three unions and six separate contracts (Koven, 2002). In order to help manage the workforce, the HR staff became interested in centralizing its HR operations.

The Response:

In order to centralize HR operations Shaw’s decided to implement an ESS (employee self-service) solution. The use of self-service applications creates a positive situation for HR. ESS gives HR more time to focus on strategic issues, such as workforce management, succession planning, and compensation management, while at the same time improving service to employees and managers, and ensuring that their data is accurate. With this solution, employees have online access to forms, training material, benefits information and other payroll related information.

The Outcome:

Shaw’s has had positive feedback since implementing the ESS solution. "The reaction from our employees has been extremely positive," Penney, VP of Compensation and Benefits, says. "We even had a significant increase in our medical coverage costs, and it was almost a non-issue because the online enrollment featured the plan choices, the employee cost, and the company subsidy. An employee self-service application makes it very easy for them to understand their contributions and coverage options. I received several e-mails from employees saying this was a great change and how easy ESS was, which the case is not often when employees are selecting their benefit options." (Koven, 2002). By giving the employees more access to their information they are able to see the benefit choices available to them. Employees are also able to update their information online, which helps reduce the paperwork of the past. Shaw’s has also seen improvement in productivity because employees are updating information at home, not during work hours.

CS Stars, LLC

The Situation:
New York Attorney General Andrew Cuomo has announced that New York State has reached its first settlement with a company charged with failing to notify consumers and others that their personal data had gone missing. Cuomo’s office, which enforces the state’s 2005 Information Security Breach and Notification Law, charged CS STARS LLC, a Chicago-based claims management company, with failing to give notice that it had lost track of a computer containing data on 540,000 New Yorkers’ workers’ comp claims.

The Response:

The owner of the lost data, which had been in the custody of CS STARS, was the New York Special Funds Conservation Committee, an organization that assists in providing workers’ comp benefits under the state’s workers' comp law. On May 9, 2006, a CS STARS employee noticed that a computer was missing that held personal information, including the names, addresses, and Social Security numbers of recipients of workers’ compensation benefits. But CS Stars waited until June 29, 2006, to notify Special Funds and the FBI of the security breach. Because the FBI declared that notice to consumers might impede its investigation, CS STARS waited until July 8, 2006, to send notices to the 540,000 New Yorkers affected by the breach. On July 25, 2006, the FBI determined an employee, of a cleaning contractor, had stolen the computer, and the missing computer was located and recovered. In addition, the FBI found that the data on the missing computer had not been improperly accessed.

The Outcome:

New York's Information Security Breach and Notification Law, effective in December 2005, requires businesses that maintain computerized data which includes private information to notify the owner of the information of any breach of the security of the system immediately following discovery, if the private information was, or is reasonably believed to have been, acquired by a person without valid authorization. The law affects not only businesses in their dealings with their customers, but employers in their role as custodians of employees’ personal data. (Cadrain)

Without admitting to any violation of law, CS STARS agreed to comply with the law and ensure that proper notifications will be made in the event of any future breach. The company also agreed to implement more extensive practices relating to the security of private information. CS STARS will pay the Attorney General’s office ,000 for costs related to this investigation. (Cadrain)

IBM

The Situation:

IBM's paperless online enrollment system, introduced in 1999, has proved to be a winner for both the company's 135,000 active U.S. employees and the company, according to Cathleen Donnelly, senior communications specialist at company headquarters in Armonk, N.Y. The company saves .2 million per year on printing and mailing costs alone, Donnelly says, and the employees’ can take advantage of a variety of technologies to learn about issues, research program information and access decision support tools from their desktop computers. (Heuring, 2002)

The Response:

One of those tools, a personal medical cost estimator, enables employees to calculate potential out-of-pocket health care expenses under each of the plan options available to them, Donnelly says. Employees log in personally and are greeted by name and with important information regarding their benefits enrollment, such as the deadlines and when changes take effect. They automatically get access to health plans that are available to them, and the calculator lets them compare estimated benefit amounts for each plan.

"Employees can select the health care services they expect to use in a particular year, estimate expected frequency of use, and calculate potential costs under each plan option," Donnelly says. "The feedback that we've received from employees tells us that this tool has really helped them to make a comparison between plans based on how they consume medical services." The calculator shows both IBM's costs and the employee's. (Heuring, 2002)

The Outcome:

"Since we began offering online enrollment, we've learned that employees want web access," Donnelly says, so they can log on at home rather than through the company intranet. So the company has been working to put in place a web-based enrollment system that employees and retirees can access from anywhere.

Employees can get summary information on the plans, drill down into very specific details and follow links to the health care providers for research. Donnelly says the system has received high marks for convenience because employees can "get in and out quickly."

WORKSource Inc.

The Situation:

To meet the challenge of handling 100 new employees, WORKSource Inc. acquired Web-based technology programs from GHG Corp. like electronic paystub, electronic timesheet software, time-off system, and human resource information system (“Tips,” 2006). These tools enabled CEO Judith Hahn to handling payroll procedures efficiently and effectively.

The Response:

WORKSource has eight workforce centers, with approximately 108 employees, located throughout a six-county region. Previously, payroll, benefits, and human resources for those employees were processed and managed by a Professional Employer Organization. The company also has 52 administrative staff in its headquarters office. When the contract with the PEO terminated on June 30, 2006, those 108 employees were immediately moved to the payroll of WORKSource, which meant Hahn’s workload more than doubled effective July 2006 (“Tips,” 2006).

Hahn, in an interview with PMR, said she relied on LEAN to help get a handle on what needed to change for her to manage the increased workload. Two years earlier, Hahn’s CEO had introduced her to LEAN, a Japanese management concept of eliminating wasteful steps and motion when completing processes. “I began to read as much as possible about LEAN and joined an HR LEAN focus group” (“Tips,” 2006).

The Outcome:

Mastering the concepts of LEAN led Hahn to develop and apply her own acronym of “REASON” to her department’s payroll and HR processes. Review the process: map payroll tasks from start to finish. Eliminate waste: determine how to complete a payroll task most efficiently without unnecessary steps. Analyze alternatives: research and evaluate the applicability of new technology. Sell innovations to management: document the return on investment of each innovation. Open the lines of communication: communicate openly—and often—with all stakeholders, including employees and top management. Never allow negativity: make change simple and fun. Give employees plenty of encouragement and time to learn (“Tips,” 2006). Judith Hahn was able to implement the right human resource functions using information systems.

Toshiba America Medical Systems Inc.

The Situation:

Lynda Morvik, director of benefits and human resources information systems at Tustin, California-based Toshiba America Medical Systems Inc. (TAMS), thought it would make sense to add a benefits communication component to it. By having all the benefit information online, the TAMS employee handbook would also be a living document, enabling Morvik to make changes when necessary. Such was the case halfway through the project, when TAMS changed health care plans from Aetna Inc. to United Health Group Inc (Wojcik, 2004).

The Response:

TAMS, an independent group company of Toshiba Corporation and a global leading provider of diagnostic medical imaging systems and comprehensive medical solutions, such as CT, X-ray, ultrasound, nuclear medicine, MRI, and information systems, had been using a payroll service bureau and an in-house solution for HR that didn't include easy-to-use consolidated reporting or an employee portal. After evaluating UltiPro alongside several enterprise resource vendors, TAMS selected Ultimate Software's offering and went live in September 2002 after an on-time and on-budget implementation. Almost immediately upon rolling out the UltiPro portal to employees, TAMS began seeing improvements, with an estimated 70% increase in open enrollment efficiency (Wojcik, 2004).

The Outcome:

In an effort to expand the usage of the Web beyond the benefits enrollment process, TAMS has posted a library of documents and forms on its HR portal, including the benefits handbook, which garnered a 2004 Apex Award for publication excellence. That same year, Business Insurance magazine also gave TAMS the Electronic Benefit Communication (EBC) award for outstanding achievement in communicating employee benefits programs over the Web. To continue elevating its use of Ultimate Software's HRMS/payroll solution, TAMS modified the UltiPro portal to meet the imaging company's unique needs (Wojcik, 2004). It was completely integrated with several proprietary applications created to address compensation and performance management issues so that TAMS employees have a central location for comprehensive workforce and payroll information from a Web browser that they can access with a single sign-on (Wojcik, 2004).

References

Byars, Lloyd L. & Rue, Leslie W. (2004). Human Resource Management, 7e. The McGraw-Hill Companies.
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Human Resource Information System - HRIS
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Steven Brown, MBA is a loving husband and father of two boys. He enjoys his time with his family by providing a strong family foundation of Christian Faith. After completing his Bachelors degree, Steven wanted to further his ability to teach and share to others his mindset that they can do anything if they would believe in themselves.

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