Job Purpose : The HR Information Management Services (HRIMS) team is one of the portfolios in HR Services Manila. The main responsibility of HRIMS is to provide support in the collection of unstructured information from authorized requestors within the Shell HR Function, and to uphold the global standard process of managing the information within the main HR portal HR Online.
Since content editing activity in HR Online has been centralised to the HRIMS (formerly known as Global Knowledge Management team) in April 2015 (after the completion of the HR Online Refresh Project), HRIMS is now supporting 52 HR Online countries and 151 content owners, and manages 16,000+ active pages and documents in HR Online.
With a wider scope, increase in the number of countries to cater to, and with the introduction of a new platform (SharePoint), HRIMS is actively promoting the continuous improvement mindset to their stakeholders and partners in order to find ways on how to make HR Online an intuitive, one-stop shop portal for all end users.
In 2016, the portfolio expanded towards information compliance wherein apart from the HROL content management, HRIMS is also tasked to execute sustainable governance of HR Information and support HR function in embedding behaviours that enable Information Risk Management, Records Management and Data Privacy compliance.
As one of the portfolios of HR Services Manila, the HRIMS team is expected to :
To adhere and operate in accordance to the HR Information Management Standards, Group Records Management and Data Privacy;
To build expertise in the various HR system tools namely SharePoint, Employee Interaction Centre and Quick & Easy Applications;
To build strong partnership with the various teams supporting HR Online and to provide support and expertise to global and country-specific projects impacting HR Online i.
e., IT Enhancements, SAP creation of SP countries and companies, release of global HR guidelines, etc.;
To surpass monthly targets and metrics;
Principal Accountabilities :
1. Provide centralised management of HR Online contents submitted by authorised policy experts (global and local policy authors) within the Shell HR Function.
Manages HR Online contents by creating, editing and deleting contents in the portal, through the main information management tool of Shell, the Sharepoint Application;
Operates within the standardized processes of publishing contents in HR Online, to maintain consistency and quality of services provided to stakeholders and partners;
Acts as subject matter expert on HR Online functionality specific to management of content within the portal;
Onboards new content owners, contributors and country focal points to ensure adherence to the HR Online Governance Framework whilst complying to the Shell intranet standard;
Drives continuous improvement on content management activities in HR Online whilst complying to the governing standard processes and guidelines of Shell;
Promote proper information lifecycle management by driving content owners to review and validate contents using the reports generated by the team;
2. Overall owners and content editors in HR Online Sharepoint;
Follows the standard operating procedures in publishing contents in HR Online which includes the following :
o Selection of appropriate content templates
o Assigning of appropriate metadata
o Ensuring ownership of contents are stored within the page properties;
o Assigning of appropriate target audience
o Follow naming convention on file and folder creation within the Content Management Structure (CMS);
o Ensuring that contents are published in accordance to expected effectivity of policies and guidelines;
Supports HR IT teams on global and country-specific projects impacting content visibility in HR Online :
o SAP webform / application enhancements
o Creating / Delimiting country / company in SAP
o Migration of HR Online Lite countries to full HR Online
o Divestment of Shell asset projects
Manage HR Online landing page information in all tabs (Home, NPA, HR, Supervisor and Manager) : Left Navigation Menu
o Screen Elements
3. Support to HR Services System Support Team, IT-SOM HR Online Support team and WIPRO
Investigates and find resolutions to feedback and defects raised
Coordinates with necessary partners to ensure resolution is met
4. Responsible for continuous improvement of HR Online content through :
Collation and analysis of user feedback and other content management data; and develops and implements action plans based on feedback.
Continuous evaluation and improvement of GKM processes to achieve performance goals
Monthly generation and analysis of and the Full Content Map reports to identify outdated contents and engages with the appropriate Content Owner to review the contents.
5. Collaborate effectively with stakeholders and partners to build a strong community and to drive a customer-centric improvement initiatives in HR Online.
Drive and deliver quarterly engagement within the content owner community to ensure proper guidance on upcoming projects and portal changes
Collaborate with stakeholders and partners to anticipate upcoming changes and projects that may affect HR Online end-users
6. Contributes to positive work environment. Membership to HRSC functional groups and participation to company sponsored activities such as team building, pre-shifts, townhalls, etc.
Required Qualifications :
University degree, preferably in IT, Human Resources, Psychology
Analytical and Problem Solving skills is required
Awareness on Information Risk Management, Data Privacy, Information Management and Group Records Management Standards
Knowledge with SharePoint functionalities, HTML
Microsoft Excel and java scripting an advantage but not required
Customer excellence and training / facilitation skills
Ability to Influence business stakeholders to drive compliant IM behaviors & lead by example
Continuous Improvement mindset / skills
Ability to work in a dynamically changing environment
Ability to work virtually within a global community
Fluent in English
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