We are aware of the need to communicate a change in terms and conditions in writing however as a growing organisation (2,500+) we are looking into more efficient ways of doing this. Currently we are using mail-merge and scripts to create a password protected PDF letter for each employee, distributing using an email script, and then using another script to push the PDFs into the correct employee's electronic file.
While this works, it's not really efficient and it leaves members of our team without access to their laptops for loooooooong periods of time, while the scripts are doing their thing.
There must be smarter/more efficient ways to communicate individual changes, at scale and ensure that copies are maintained in files accordingly. I'd be interested to hear how other organisations of a similar size are handling this process.
Thanks!
I feel your pain except we do it the same way for almost 10K staff!
We are currently looking at implementing the compensation module within our HR system (oracle) and are hoping that this will take the pain away.
Hi Samantha, we too use Success Factors - we push the pay rises through the compensation module, then it creates a manual statement that the manager can share with the employee ahead of it becoming visible to themselves on their own employee file (in the system - not their actual file). It is really good, but it relies on the data being correct in the first place and the % increase being applied to the correct salary. We also found an issue with it rounding part-time salaries so we had to generate them manually. It works for large populations though!
Hi Samantha - our HR system (Success Factors) allows us to generate letters that the employee can then see online when they login, which avoids some of the issues you're describing. I am sure you've looked at what your own HR software can do so if that's not an option there are third parties like Paydata and Payscale (Curo) that operate stand alone software although these obviously come with a cost.