AWARD ENTRY FORMHR TECHNOLOGY AND INNOVATION OF THE YEAR AWARD

Instructions:

• Please use font: Arial and point size 10 when completing your entry. • Text boxes are included under each section within this template and can be expanded by pressing ‘enter’. • Please stick to the word count and use of this particular template to make your submission. They will be checked and if your

entry exceeds the word count it will be sent back to you to amend.• All pages of this document must be read and filled wherever applicable. Ensure that the declaration box on the last page is

read, agreed to and signed.• Any additional documents can be attached under the ‘supporting documents’ section (size: under 1MB each).• Once your entry is ready to be submitted, you can upload your entry form and supporting information via the HR Circle of

Excellence Awards website at the entry submission page, email them or send a hardcopy of the same to: Awards Committee

Institute of Human Resource ManagementCardinal Otunga Plaza

P.O. Box 6132 -00300 Nairobi, KenyaTel: +254 (0) 20 2213745, +254 (0) 20 2240213

Mobile: 0727 792 001, 0786 135 559Fax: + 254 (0) 20 2244557

Email: hrawards@ihrm.or.kewww.ihrm.or.ke/hr_awards

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Purpose of the Award

The key elements that are important for Leveraging HR Technology in an organization are those that facilitate the digitization of HR

processes. These include the scale and depth of technology implementation, the ease with which HR data can be accessed and

analyzed, whether automation has facilitated alignment of HR goals with business goals, and ensuring that it is a process of continuous

improvement rather than a one-time intervention. This award therefore recognizes the ability of the organization in incorporating all

these key elements to make their internal HR processes more efficient and also better align their HR goals to business goals.

Glossary of Key Terms Used:

FY:

Financial Year: Please consider 1st July to 30th June as the financial year for providing details in this form.

Rating Scale:

Please use a scale of 1 to 10 (with 10 being ‘best’ or ‘most positive’ and 1 being ‘least’ or ‘most negative’) to communicate ratings/

scores.

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PwD:

Persons with Disability

Executives:

The top three tiers of your organization i.e. the CEO, Executive Board (or equivalent) and first level reports (does not include Non-

executive directors). If reporting for a business unit, data should represent the highest parent entity of your organization, not the senior

team in any business unit or country of operation.

Senior managers:

Middle management - Level of experience typically 8- 15 years

Managers:

First level managers or Junior Management - Level of experience typically 0-8 years

Others:

All staff who do not have any people managerial responsibility (i.e. no one reporting to them)

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NOMINEE INFORMATION:

Name of individual being nominatedTitle of individual being nominatedOrganization of individual being nominatedContact information for individual being nominated (phone/email)

I hereby agree to be nominated for this award.

Signature of Applicant: Date:

NOMINATOR INFORMATION:

Name of nominatorTitle of nominatorOrganization for nominatorContact information for nominator (phone/email/address)Relationship to nomineeHow did you hear about this award or event

I hereby nominate the above individual and submit the attached information for consideration.

Signature of Nominator: Date:

N/B: You can nominate yourself or your peers.

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Submissions must be received on or before May 10, 2019 at 11:59PM

Please apply online, mail or email the completed application form and all supporting documents to:

Awards Committee,Institute of Human Resource Management

Cardinal Otunga PlazaP.O. Box 6132 -00300 Nairobi, Kenya

Tel: +254 (0) 20 2213745, +254 (0) 20 2240213Mobile: 0727 792 001, 0786 135 559

Fax: + 254 (0) 20 2244557Email: hrawards@ihrm.or.kewww.ihrm.or.ke/hr_awards

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Information provided by the applicants on this form will be used only for purposes of determining the awards winner

Section A: Participant Information

All questions are mandatory, unless stated otherwise. Your questionnaire may not be considered complete if these questions are left blank.

1. Company Name:____________________________________________________________________________________

2. IHRM Membership Status: Member Non-Member

3. Type of Entity Large Companies MSME*

4. Nature of ownership in Kenya: Corporate Partnership / HUF Trust Government body Foreign owned Multinational corporation Other (specify) _______________________

5. Date of Incorporation in Kenya (dd-mm-yyyy): ____-____-____

6. Revenues (as of FY 2017-18) <Kshs. 50 million per year Kshs. 50-200 million per year

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Kshs. 200-500 million per year >Kshs. 500 million per year

7. Is your organization listed on the Stock Exchange? Yes No

If yes, please share which Stock Exchange and current share price:

8. Details of SPOC (Single Point of Contact): This could be the CHRO or relevant Functional Head.

I. Name: _________________________________II. Designation: ____________________________

III. Contact number : ________________________IV. Email address : __________________________

Postal address: __________________________

9. In which year did your organization start/implement the HR digitization process? ________________________________

a. HR Metrics:

Metrics Unit FY 2015 - 16 FY 2016 - 17 FY 2017 - 18

Revenue Growth %

Profit Growth %

Total Employee Headcount – FTE/ Permanent Employees Nos.

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Employee Headcount Growth – FTE/ Permanent Employees

%

Total Contractual Employee Headcount Nos.

Total HR Employee Strength Nos.

HR to Employee Ratio %

Gender Diversity Ratio [females to males] %

Average Employee Age Years/ Months

EBIDTA per employee In Kshs.

Voluntary Attrition Rate (Annual) %

Employment Offer Conversion Rate %

Mandatory Training conducted - Technical Skills (per employee per year)

No. of Man days

Mandatory Training conducted - Soft Skills (per employee per year)

No. of Man days

Employee Engagement Scores On a scale of 1 to 10

External Customer Satisfaction Scores On a scale of 1 to 10

Total People Investments including: Total amount spent on employees (Salaries,

Benefits, Taxes, health insurance etc.): Total amount spent in support of employees (Real

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estate, communications, supplies, IT etc.): Total amount spent in lieu of employees (Leasing

company expense, temp workers, costs related to outsourcing etc.):

Total amount invested in training & development (learning cost, travel cost, non-salary development costs etc.):

In Kshs.

10. Is HR Technology an independent function in your organization? Please elaborate on the existing team composition.

Section B – Quantitative Measurements

This section covers the quantitative aspects of the initiatives under the concerned category. Providing all the information under this section will enhance your nomination and aid the jury in accurate evaluation of your application.

Sr. No.

Metric Unit FY 2015 - 16 FY 2016 - 17 FY 2017 - 18

1. Scale of implementation1a. Number of offices covered No. of facilities

covered & percentage

1b. Number of HR processes fully digitized

Nos.

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1c. List/ name the HR processes fully digitized (as on date)1d. Number of HR processes partially digitized

Nos.

1e. List/ name the HR processes partially digitized1f. Number of HR processes still manual Nos.1g. List/ name the HR processes still manual

2. Budget Allocation for HR Digitization In Kshs.3. Budget Utilization %4. HR Digitization Budget as a Percentage

of total HR budget%

5. Split of Digitization budget across various areas

5a. External consultant fees %5b. External training programmes and

workshops%

5c. In-house training %5d. Installing new hardware %5e. Installing new software %5f. Others (Please specify) Specify measure

being used5g. Others (Please specify) Specify measure

being used6. Number of people impacted through

these initiatives (employees using digitized formats)6a. Total number of employees impacted Nos.

6b. % of total headcount impacted %7. Number of man-days saved in each of

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the HR processes7a.RecruitmentTechniques No. of Man days

7b. Employee induction and orientation No. of Man days7c. Compensation and Benefits No. of Man days

7d. Performance Management systems No. of Man days7e. Administrative systems (Attendance,

Leave, Travel, etc.)No. of Man days

7f. Learning and Development No. of Man days7g. Communication No. of Man days

7h.Satisfaction surveys, Exit interviews, etc.

No. of Man days

7i. Other HR System (Please specify) Specify measure being used

8. Measure of success of the initiatives8a. Satisfaction Score with the initiatives On a scale of 1

to 108b. Increases in productivity due to initiatives

%

8c. Others Specify measure being used

9. Reduction in Response time of inquiries to HR

%

Total number of programs/workshops conducted for smooth implementation

Unit In year of implementation

Second year Third year

7a. Recruitment Techniques No. of Man days7b. Employee induction and orientation No. of Man days

7c. Compensation and Benefits No. of Man days7d. Performance Management systems No. of Man days

7e. Administrative systems (Attendance, Leave, No. of Man days

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Travel, etc.)7f. Training and Development No. of Man days

7g. Communication No. of Man days7h.Satisfaction surveys, Exit interviews, etc. No. of Man days

7i. Other HR System (Please specify) No. of Man days7j. Other HR System (Please specify) No. of Man days7k. Other HR System (Please specify) No. of Man days

Note: You may choose to attach supporting documents of maximum 20 pages/slides for a particular Award category. These collaterals will be accepted only in the form of PPT, PDF or WORD documents. No excel formats, video/ audio submissions, links hyperlinked in text will be accepted.

Section C - Qualitative Measurements

Qualitative measurements are based on initiatives that have been implemented, or are ongoing in the organization. These would allow for understanding and evaluating the nature of initiatives, the issues which were addressed by these initiatives, the impact on stakeholders and efforts to sustain these initiatives.

Please restrict your responses in this section to approximately 500 words per response.

What were the key issues/challenges or triggers related to instituting these initiatives? Who was the primary driver – top management or HR?

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Describe the key initiatives that emerged to address the above-mentioned issues/challenges and their key objectives.

To what extent has the digitization of HR processes improved key organization performance as compared to the manual process? Do also share the challenges you faced during technology adoption and how they were addressed.[Key pointers: Alignment with business goals, measuring KPIs, Measuring intangibles, showing correlations and patterns, enabling predictions, etc.]

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How did you assess the effectiveness of the initiatives undertaken and what were the results?[Key pointers –level of employee self-reliance achieved, Ease of access and control over employee information, Greater transparency and fairness as perceived by the employees, Reduced administrative burden, Time saved, etc.]

What impact have your initiatives had on your key stakeholders?[Key pointers – Employee Satisfaction, Better Engagement, Talent attraction & retention, reduced operating costs, increased managerial empowerment resulting in improved decision making ability, etc.]

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What are the key factors that are required for the initiatives to sustain and grow over the next few years?[Key pointers: Continued support and involvement of top management, Budget allocations, periodic audits, formal defined policy, periodic technology training for HR/staff, increasing level of employee involvement etc.]

What was the cost effectiveness of the interventions?[Key pointers – Cost per employee etc.]

What are some of your Planned Digitization Initiatives for the next 2 to 3 years?

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Please use the space below to add any further details/information

Note: You may choose to attach supporting documents of maximum 20 pages/slides for a particular Award category. These collaterals will be accepted only in the form of PPT, PDF or WORD documents. No excel formats, video/ audio submissions, links hyperlinked in text will be accepted.

DECLARATION

I agree to the terms and conditions and declare that this entry form is eligible for entry. I confirm all facts and figures contained within are accurate and true. I will be available should the judging panel wish to clarify any information within this entry form.

Once this entry has been submitted to the judges after the entry deadline, this form will not be refunded nor withdrawn from the category under any circumstance.

Name:

Signature:

Date:

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I also agree that if my company is short-listed in the finals, the

company will have representation at the awards ceremony.

Contact number:

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