On the Mind: Security Protocols

February 3rd, 2012

“The mantra of any good security engineer is: Security is not a product, but a process.  It’s more than designing strong cryptography into a system; it’s designing the entire system that all security measures, including cryptography, work together.” – Bruce Schneier

At OCI, security is the most critical component of our strategic plan and company values.  In fact, it is the cornerstone of the foundation of OCI. As employees, information security policies and procedures are incorporated into every aspect of our daily activities.  Ranging from facility security, to encrypted documents, to password protected mobile devices (to name a few examples), we live security every day.

As we continue to grow and are ever-improving our security protocols, we’ve identified a few key indicators of our security success.

Specifically, we look at the following items:

  • Security Policies
  • Organization of Information Security
  • Human Resources Security
  • Physical & Environmental Security
  • Communications & Operations Management
  • Access Control
  • Information systems acquisition, development and maintenance
  • Information security incident management
  • Business continuity management
  • Compliance
  • Management

We are constantly monitoring and measuring our security policies.  Are you evaluating your security procedures? Click here to read about OCI’s tips for audit preparation, and stay tuned for more information about security updates at OCI.   Also, always remember:

“Passwords are like toothbrushes.  They are best when new and should never be shared.” – Kara Kirschner-Brooks, CUDE; Learning & Development Specialist

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Are Your Leave Specialist KSAOC’s Enhanced by Your HR Technology? Part II

January 26th, 2012

In part one of this series, we talked about how an FMLA software tool can enhance HR’s ability to perform at a high level and remain FMLA compliant. We focused on Leave of Absence Specialist KSAOC’s traits such as leadership and innovation. Today’s post continues the theme but focuses on what KSAOC’s are associated with the maximization of return-to-work (RTW) efforts and how this can be enhanced through the strategic purchase of appropriate HR technology.

Let’s think about just a few of the KSAOC’s associated with effective RTW efforts.  First, regardless of the size of your organization you must recognize and establish best practices for your RTW policies. This way these policies can be repeated by everyone responsible for returning your employees to work, which leads to both consistent and streamlined practices. Secondly, you must have the ability to examine your RTW programs. How often are employees with similar types of injuries receiving the same opportunities for transitional duty assignments?

A third skill involves the aptitude to effectively oversee all employee accommodation needs regardless of whether any lost time is incurred. The Specialist must track approval dates, request types, ADA Accommodation types, restrictions etc., which will maximize his/her efforts in accommodating employees successfully.  Last, you must be analytically oriented and have the capacity to freely access your RTW data. Why? You need to measure and understand the improvements in program effectiveness and related statistics indicating the value your efforts add to the organization.

So, how will these KSAOCs be accomplished with a technology solution?

A software solution that is used to track the time component of every absence and accommodation provides a framework for consistent application of policies throughout your organization. What better way to automatically remind specialists of key tasks and procedures and to ultimately increase employee productivity! Since this type of HR technology will be used to track the time benefit of all absences and accommodations, job listings will be easily accessed from the HR technology solution as they will naturally be a part of the robust database. Subsequently, not only should available and applicable job types be accessible, but the user should be able to run reports highlighting the different types of transitional duty assignments most often associated with specific injury types.

An efficient return-to-work transition will be facilitated by an HR technology solution because the technology will be able to track and record all of your key milestones and communications. As a result, deadlines are less likely to be missed and the appropriate letters are sent out at just the right time. Finally, an HR technology solution will take the ‘haphazard’ out of your return-to-work program. Instead of trying to make program improvements based on notions, decisions can be made based on trends and from past year’s data.

Interested in learning more about managing absence with HR Technology? Download OCI’s Leave Management Whitepaper.

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Industry Trends in 2012

January 20th, 2012

2012 will likely be a year of change. As the economy slowly continues to recover, we’ll be evaluating our country’s leaders and making decisions that will surely impact the HR, employee benefits, and risk management professions.

In addition, the technology landscape will continue to evolve and create opportunities that have never existed before. In the year to come, keep an eye on the trends below to help you and your organization adapt to the changes in 2012.

  • Traditional reporting engines and silo’d data warehouses will be replaced by new, integrated data management models built around the Big Data theory.
  • Workforce analytics and HR data mastery will become a critical component of all successful HR departments.
  • HR leaders will take charge of their HR technology platforms, rather than relying on IT departments.
  • Legal compliance will become more and more complex, especially in the case of leave management.
  • Data security and content integrity will be in the spotlight due to cloud computing, Smartphones, social networks, and insider threats.

Want to learn more about what’s to come in 2012? Check out HRMorning.com’s 7 Crucial Health Reform Law Dates in 2012 for upcoming key dates.

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Are your Leave Specialist KSAOC’s Enhanced by your HR Technology?

January 13th, 2012

What are the KSAOC’s (Knowledge, Skills, Abilities and Other Characteristics) required in managing an employee leave of absence? While numerous requirements come to mind, the Leave of Absence Specialist should be a leader and innovator for his or her organization in regards to FMLA compliance, maximization of RTW efforts, and understanding and reducing disability and workers’ compensation costs and utilization. Today’s blog will focus on the first of these areas: FMLA compliance.

In order for the Leave Specialist to ensure FMLA compliance, he/she must remain vigilant in their knowledge of all law changes related to family medical leave. This knowledge is dependent upon a reliable source that will assist them in this obtaining accurate and current information.  Additionally, this knowledge isn’t sufficient unless it’s transformed into rules and policies which are enacted and executed by the Leave Specialist. The development of such rules and policies can be created and implemented internally or outsourced to an organization that specialize in leave management programs. The Leave Specialist must also effectively manage the program to ensure that enforcement of the FMLA policy is consistent. Without equal fair treatment of all employees out on leave, trouble is likely to ensue.

One may wonder how this can be successfully achieved…

The answer is that KSAOC’s are best achieved through the use of HR technology software. Not only should this type of application provide a library of pertinent FMLA and state FML laws, but it should also be consistently updated to appropriately track eligibility and availability of any applicable family leave benefits. In other words, it should be your “go to” system for all of your leave management needs, and help alleviate some of your workload and administrative burden, while also helping you demonstrate the ROI of your HR department.

In addition, specific company leave policies should be incorporated into the system. Be sure to develop these business rules prior to using the system to ensure that Leave Specialists across the organization are administering the leave benefit in the same manner.

Questions about FMLA software?  Visit www.oci.com.

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OCI: 2011 in Review

December 29th, 2011

2011 proved to be another successful year for OCI! Thanks to our customers and business partners, we’ve continued to expand our services, our client list, and provide excellent service to our existing customers. Since the launch of LeaveXpertTM in 2010, we’ve seen a significant shift in our position in the marketplace and continue to learn and evolve as we better understand the human resources landscape.

In 2011, LeaveXpertTM continued to be one of our best-selling products and we’ve added a number of new clients in a variety of industries. As the demand for LeaveXpertTM grew, OCI grew as well adding new sales staff and further penetrating the human resource marketplace. We’ve gained invaluable insights into what human resources professionals need and, as a result, have developed two versions of our newest and most popular product, LeaveXpertTM Compliance and LeaveXpertTM Enterprise.

But 2011 wasn’t only about LeaveXpertTM. At OCI, we’ve continued to expand our data integration, reporting and data warehousing services and expect to make some exciting enhancements to our offerings in 2012. Our existing data integration and data warehousing clients have renewed their contracts for years to come and in many cases added additional services.

Our customer service team has repeatedly out-performed itself by meeting and often exceeding customer timelines and expectations. We’ve also continued to keep data quality and security at the forefront of our operations and we’re preparing for an ISO 27001 certification in the coming year.

Here at OCI, we’re very thankful for a prosperous 2011 and for our clients and business partners for their role in our success. We wish you a successful 2012!

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‘Twelve Weeks of FMLA’

December 16th, 2011

(A dialogue between Santa Claus (HR), Blitzen (Employee), Dasher (Supervisor), Rudolph(Replacement Worker), and Dr. Prancer)

Santa Claus
On the 30th day before FMLA Blitzen Reindeer gave to me,
A notice of his need for surgery .

Blitzen
On the 25th day before FMLA Santa Claus gave to me,
Eligibility status notification,
Within 5 days of notice of my need for pending surgery.

Santa Claus
On the 24th day before FMLA the postman gave to me,
Certification form proof of delivery,
1 day after eligibility status notification,
Within 5 days of Blitzen’s notice of his need for pending surgery.

Santa Claus
On the 9th day before FMLA Dr. Prancer faxed to me,
Blitzen’s medical certification,
Within 15 days of proof of delivery,
1 day after eligibility status notification,
Within 5 days of Blitzen’s notice of his need for pending surgery.

Santa Claus
On the 1st day of FMLA Blitzen’s supervisor, Dasher cried to me,
‘Where’s Blitzen’s replacement?’
9 days after receipt of Blitzen’s medical certification (Are you serious?),
Within 15 days of proof of delivery,
1 day after eligibility status notification,
Within 5 days of Blitzen’s notice of his need for pending surgery.

Dasher
On the 2nd day of FMLA Santa Claus gave to me,
Rudolph the Red-Nosed Reindeer as a replacement for Blitzen finally!
1 whole day after Blitzen’s 1st day of absence,
9 days after receipt of Blitzen’s medical certification (Are you serious?),
Within 15 days of proof of delivery,
1 day after eligibility status notification,
Within 5 days of Blitzen’s notice of his need for pending surgery.

Santa Claus
On the 10th day of FMLA Dr. Prancer faxed to me,
Notice of the end of Blitzen’s short term disability,
8 days after Rudolph being a temporary replacement
1 whole day after Blitzen’s 1st day of absence,
9 days after receipt of Blitzen’s medical certification (Are you serious?),
Within 15 days of proof of delivery,
1 day after eligibility status notification,
Within 5 days of Blitzen’s notice of his need for pending surgery.

Dasher
On the 1st day back to work Blitzen came by my office to talk,
To complain of pain resulting from his surgery,
1 day after notice of the end of Blitzen’s short term disability,
8 days after Rudolph being a temporary replacement
1 whole day after Blitzen’s 1st day of absence,
9 days after receipt of Blitzen’s medical certification (Are you serious?),
Within 15 days of proof of delivery,
1 day after eligibility status notification,
Within 5 days of Blitzen’s notice of his need for pending surgery.

Santa Claus
On Blitzen’s 5th day back to work Dr. Prancer faxed to me.
An updated medical certification indicating Blitzen’s restrictions,
4 days after Blitzen complained of pain,
1 day after notice of the end of Blitzen’s short term disability,
8 days after Rudolph being a temporary replacement
1 whole day after Blitzen’s 1st day of absence,
9 days after receipt of Blitzen’s medical certification (Are you serious?),
Within 15 days of proof of delivery,
1 day after eligibility status notification,
Within 5 days of Blitzen’s notice of his need for pending surgery.

Santa Claus
On his 15th day back to work Blitzen was out for therapy.
He had exceeded his therapy hours by one-half dozen,
Just 10 days after receipt of an updated medical certification,
4 days after Blitzen complained of pain,
1 day after notice of the end of Blitzen’s short term disability,
8 days after Rudolph being a temporary replacement
1 whole day after Blitzen’s 1st day of absence,
9 days after receipt of Blitzen’s medical certification (Are you serious?),
Within 15 days of proof of delivery,
1 day after eligibility status notification,
Within 5 days of Blitzen’s notice of his need for pending surgery.

Santa Claus
On Blitzen’s 20th day back to work Dr. Prancer faxed to me.
Notification of Blitzen’s completion of therapy treatment,
5 days after he had exceeded his treatment hours,
Just 10 days after receipt of an updated medical certification,
4 days after Blitzen complained of pain,
1 day after notice of the end of Blitzen’s short term disability,
8 days after Rudolph being a temporary replacement
1 whole day after Blitzen’s 1st day of absence,
9 days after receipt of Blitzen’s medical certification (Are you serious?),
Within 15 days of proof of delivery,
1 day after eligibility status notification,
Within 5 days of Blitzen’s notice of his need for pending surgery.

Santa Claus
On the 25th day back to work Blitzen felt good enough to say,
‘I feel so good I could deliver presents!’
5 days after notification of Blitzen’s completion of treatment,
5 days after he had exceeded his therapy hours,
Just 10 days after receipt of an updated medical certification,
4 days after Blitzen complained of pain,
1 day after notice of the end of Blitzen’s short term disability,
8 days after Rudolph being a temporary replacement
1 whole day after Blitzen’s 1st day of absence,
9 days after receipt of Blitzen’s medical certification (Are you serious?),
Within 15 days of proof of delivery,
1 day after eligibility status notification,
Within 5 days of Blitzen’s notice of his need for pending surgery.

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OCI Unveils Multiple Versions of LeaveXpert

December 7th, 2011

Check out the press release sent today about the new versions of LeaveXpertTM: Compliance and Enterprise.

“In response to our customers’ ever-changing needs, we’ve developed two versions of LeaveXpertTM to provide effective leave management regardless of a company’s size, number of leaves, or absence policies,” said Archie Anderson, President of OCI.

While both versions of LeaveXpertTM provide improved legal compliance and increased administrative productivity, the new offerings now allow you to select an FMLA administration and tracking tool or a total absence management solution.

So, what’s different between Compliance and Enterprise?

LeaveXpertTM Compliance provides tracking and management of all state and federal FMLA policies. System generated alerts, task management, and correspondence tools provide effective communication of time-sensitive information and direct leave specialist activities to remain compliant with company-specific policies and legal requirements. Click here for more information about LeaveXpertTM Compliance.

LeaveXpertTM Enterprise offers all of the functionality of Compliance and provides the added benefit of integrating additional leave types. It also offers additional reporting capabilities that measure the direct and indirect costs of absence including disability, FMLA, workers’ compensation, sick leave, state leaves, and company-specific absences. Click here for more information about LeaveXpertTM Enterprise.

For more information about the new versions of LeaveXpertTM , click here to view our comparison guide.

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Making Big Data Work for You – Part Two

December 1st, 2011

In Part One of this series, we explained the concept and emerging issue of Big Data. In this portion of the series, we’ll explain how you can strategically utilize big data to drive improvements in your department and organization.

To better understand how to use big data, we need to understand that opportunities are available by managing the expansive amounts of data out there. Big Data provides us with opportunities such as revenue growth through the optimization of recommendation engines and personalized marketing efforts. It can also help us improve operational efficiencies thanks to mobile devices, apps, online ads, networks, etc.  And last, it can help us to reduce risks by studying entire data sets instead of looking at sample data only.

So how do we actually achieve the revenue growth, reduced risk and improved operations? We start by asking questions.

  • Do we have the “right data”?
  • Do we have the right experts?
  • Do we understand how to apply operational intelligence data?
  • Do we have leadership buy-in?

To answer these questions, an organization needs to become big data strategic by focusing on full data sets versus assumptions from traditional data sampling. A company must commit to becoming data-centric vs. application-centric. With a platform and method approach to data, menial tasks of hunting, gathering and fixing data can be drastically reduced, however, more emphasis on interpretative and analytic skills will be needed in the workforce. From there, the decision-making process becomes distributed among all departments, not just key management.

Suddenly, vast amounts of seemingly disconnected data become business intelligence. You become a key decision maker.

Let’s look at a few examples to best illustrate how this process works.

Example 1: Basic Business Intelligence

  • Analyze the Who, What, When, Where, Why, How Often data of Workers’ Comp injuries

Why is this important?

  • Identifying causation assists in preventing further injuries

Who is in charge of this?

  • Safety Committee/ADM, Operations, HR, Risk Management

Example 2: Intermediate Business Intelligence

  • Add your business variables to the Basic Level Analysis:
    • Operational variables (patient characteristics)
    • Environmental factors (e.g., flooring, air quality)
    • Training Protocol
    • Equipment (e.g., Lifting mechanisms, etc)

Why is this important?

  • Protects workers and reduces WC costs

Who is in charge of this?

  • Risk Management, Safety, HR

Example 3: Complex Business Intelligence

  • Develop a system to understand the physical and cognitive needs of each employee in the facility to reduce WC injuries and improve swift RTW

Why is this important?

  • Reduces immediate costs, reduces WC Law Suits, and reduces the Loss Development Factor which can decrease influence future cost of WC coverage.

Who is in charge of this?

  • EVERYONE

These examples allow us to see how utilizing big data can provide improved operational efficiencies, reduce risks, and ultimately impact an organization’s bottom line. By following the recommendations and approach to managing big data in Part One, HR and risk management professionals have the information needed to answer the questions above and implement a strategic plan and see impactful results.

For more information on business intelligence and analytics, please visit us here.

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OCI Teams Up With the Denver Rescue Mission

November 16th, 2011

“The Denver Rescue Mission could not feed hundreds of thousands of people without support from the community.  OCI is stepping up to provide food when help is needed most.”

- Alexxa Gagner, Director of Public Relations, Denver Rescue Mission

The Denver Rescue Mission is a non-profit organization dedicated to serving the needy in the Denver metro area.  Since 1892, they have been providing a wide range of services for the community, ranging from shelter, meals, clothing, and a health clinic for the homeless, in addition to community outreach activites such as mentor programs, tutoring, and childcare.

For the holiday season, OCI employees are sponsoring a canned food drive for the Denver Rescue Mission.  “I’m pleased that our team of employees across our Denver and Cheyenne locations, desire to participate and give back to the community,” said Archie Anderson, President of OCI.  “By participating in even a small way, our team hopes to help those in specific need during these continuing difficult economic times.”

OCI has a long history of donating to charitable organizations and we are appreciative that non-profit organizations provide volunteer opportunites for local businesses and individuals to give back to the community.  We plan to continue our outreach efforts into 2012 and beyond.   To find out more about the Denver Rescue Mission, visit www.denverrescuemission.org.