HRPortal White Paper

Building a Human Resources Portal using
Microsoft Business Portal
Published: March 2005

Table of contents
Introduction...........................................................................................................1
What is an HR Portal?..............................................................................................1
Why create an HR Portal? ........................................................................................3

Reduce administrative costs .................................................................................3
Increase productivity ...........................................................................................3
Increase information access..................................................................................3
Enable manager access for improved decision making ..............................................3
Elements of an HR portal .........................................................................................4

Human Resources Management Self Service Suite ...................................................4
Information pages...............................................................................................6
Queries .............................................................................................................7
SharePoint features .............................................................................................7
Implementing your HR portal ................................................................................. 11

1. Define goals ................................................................................................. 11
2. Interview key users ....................................................................................... 12
3. Identify existing information ........................................................................... 12
4. Identify the elements youll need to create and set up ........................................ 12
5. Consider security........................................................................................... 13
6. Create and set up your HR portal elements ....................................................... 14
Common procedures ............................................................................................. 15

Creating a SharePoint web part ........................................................................... 15
Securing a SharePoint web part .......................................................................... 15
Sample pages ...................................................................................................... 17

Company Center page ....................................................................................... 18
401(k) page ..................................................................................................... 19
Annual Employee Survey page ............................................................................ 21
Benefits page ................................................................................................... 24
Classifieds page ................................................................................................ 26
Diversity page .................................................................................................. 27
Employee Handbook page .................................................................................. 29
Employee Stock Purchase Plan page .................................................................... 31
Performance Management page .......................................................................... 33
Our HR Team page ............................................................................................ 35
Employees page................................................................................................ 37
Forms page ...................................................................................................... 39
Summary ............................................................................................................ 41
Building a Human Resources Portal using Microsoft Business Portal i

Introduction
Its a common scenario played out at Business Portal customer
sites. Youve read about Business Portal. Youve seen it
demonstrated at trade shows. You purchased it. Youve installed it.
Youve set up users. Now what?
This white paper will answer the Now what? question. To put it
simply, now its time to customize Business Portal to meet your
companys needs. Now its time for Business Portal to earn its keep.
Throughout this paper youll find ideas and tips on how to customize
Business Portal to meet your companys Human Resources needs.
Youll see how you can use the features of Business Portal and
Microsoft Windows SharePoint Services to bring the capabilities
and functions of your Human Resources department to your
employees desktops.
By using the Business Portal and SharePoint features available to
you, you can create an HR portal where:
Employees will go to look up 401(k) information, enter
timecards, and change their personal information.
Managers will go to approve timecards, post job openings,
and review performance management information.
Human Resources team members will go to find employee
data, communicate benefits changes and company policies,
and discuss team issues.
And thats just the beginning. So lets get started.
What is an HR Portal?
By definition, a portal is a unified place that connects people to
contextually relevant information, services, and applications. And
Business Portal does just that. Its role-based, meaning that if
youre assigned to the Salesperson role, youll see information for
salespeople when you log on to Business Portal. Similarly, if youre
a manager, youll see the pages and web parts designed for
managers. You wont waste time skimming through information and
web pages that have nothing to do with you or your job.
So what does this have to do with an HR portal? Wellplenty.
Business Portal provides the right information to the right people.
The HR portal you create is a specialized piece of Business Portal.
Building a Human Resources Portal using Microsoft Business Portal 1

Your HR portal will provide HR-related content and applications to
those who need itthose assigned to the Employee, Manager,
Payroll Administrator, and Human Resources Administrator roles.
For example, your Human Resources department manages all kinds
of informationeverything from what procedures are covered under
your companys dental plan to how many hours of vacation time you
have available. Your Human Resources department needs a way to
provide the dental plan information to all employees, and a way to
provide your vacation information to just you. An HR portal will help
you do this.
You can create pages and web parts that display all of your HR-
related content. And more importantly, you can make sure that
those pages and web parts are available to the right people.
After you create an HR portal, you can develop other specialized
pages and web parts that are geared towards other audiences. For
example, you can create pages and web parts geared toward your
finance team, sales team, or executive team.
As youll see, an HR portal is an important piece of your Business
Portal implementation.

Why create an HR Portal?
When you implement an HR portal in your organization, youll be
able to realize several benefits. Heres a look at a few of them:
Reduce administrative costs

Remember the days when employees had to fill out paper
timecards, managers had to sign each timecard and then send them
to the Payroll department, and payroll clerks had to manually
process them? All of that becomes a distant memory with an HR
portal that includes Business Portals Human Resources
Management Self Service Suite. The applications in this suite will
enable your employees, managers, and payroll clerks to complete
their tasks onlinesaving them time, and saving your company
money.
Increase productivity
Your employees have a job to do. By implementing an HR portal,
you minimize the time employees spend doing secondary tasks
such as searching for information about the enrollment deadline for
the next ESPP offering period, or trying to figure out how much
vacation time they have left. By creating an HR portal, youll put
this information at your employees fingertips, so they can complete
these tasks quickly, and get back to their real jobs.
Increase information access

By implementing an HR portal, youll provide better service to your
employees. For example, employees will be able to find HR-related
information themselves, without having to make a phone call to the
HR department. Similarly, managers will have information about
their team available to them. They can post a job opening or change
an employees pay rate themselves, quickly and easily.
Enable manager access for improved decision making

Information is the key to making a good decision. With your HR
portal, youll put the right information in the hands of your decision
makers. For example, managers can view their employees
performance and compensation history with just a few clicks. Your
HR team leaders can perform queries on employee records and
quickly find the information they need to make decisions and set
goals.

Elements of an HR portal
Now that weve highlighted a few reasons why you should
implement an HR portal in your organization, lets take a look at the
elements of an HR portal.
Human Resources Management Self Service Suite

The HRM Self Service Suite is a collection of applications, accessible
from within Business Portaland the cornerstone of an HR portal.
Using the applications in this suite, employees can update their
personal information, enter timecards, view paychecks, submit
vacation requests, and complete other related tasks without the
assistance of a Human Resources team member.
There are five applications in the HRM Self Service Suite:
Employee Profile
The Employee Profile application helps employees modify their
personal information, such as their address and emergency contact
information. Managers can also use Employee Profile to review their
employees performance and position history.

Employee Pay
The Employee Pay application helps employees view their pay and
benefits information. Managers can also use Employee Pay to review
their employees compensation history and modify employee pay
rates.
Time and Attendance

Using the Time and Attendance application, employees can submit
timecards, enter vacation requests, and view the amount of time-off
theyve accrued. Managers can then approve the timecards and
vacation requests with a couple of clicks.

Skills and Training
The Skills and Training application enables employees and their
managers to view the skills, education, certifications, and company
training on record for them.
Recruitment
The Recruitment application enables employees to apply for job
openings in the company and view the status of their submitted
applications. Managers can use the Recruitment application to post
job openings, view applications, and track the cost incurred by the
company to fill a position.
Information pages
An information page displays a combination of web parts (called
result viewers) to present data relevant to a user in a specific role.
The back office data displayed on an information page is for display

only. Information pages provide a safe way to display back office
data without worrying about a user modifying or deleting the data.
As web parts on an information page, result viewers can
communicate with each other by publishing and subscribing to data.
For example, if you select an employee in the Employees result
viewer, detailed information about that employee is displayed in the
Employment Details result viewer.
Queries
A query is the primary mechanism used to execute requests for
information from a business entity. Business Portal provides out-of-
the-box queries you can use to retrieve and analyze back office
data. You can quickly modify these queries to display specific data,
or you can create new queries to display the information you need.
Queries can be displayed on Business Portal query pages, or in
result viewer web parts.
SharePoint features
Business Portal is built on one of Microsofts most innovative
collaboration and productivity tools: Windows SharePoint Services.
This architecture allows you to use SharePoint features, such as
document libraries and announcement lists on your Business Portal
pages.
Heres a brief overview of some of the features you can use in your
HR portal:

Document library
A document library is a collection of files you can share with your
employees. For example, its a great way to share all of your 401(k)
information with your employees.
Picture library
A picture library is a collection of pictures you can share with your
employees. For example, you can display pictures from a recent
company event and include a brief description of each photo.
Links list
A links list is a collection of links to internal and external web sites.
For web sites your employees access frequently, provide links to
them here.

Announcements list
An announcement list is an effective way to communicate to your
employees and keep them informed of recent news and updates.
When you post an announcement to the announcement list, you can
specify how long you want the announcement posted by entering an
expiration date.
Contacts list
A contacts list is an excellent way to make employees aware of who
to contact with their HR-related questions. In the following pages,
youll see how we reused the HR Contacts web part, shown below,
on several of the pages in our HR portal.
Events list
An events list is an effective way to help employees remember
important company dates. You can choose to display events in an
easy-to-read list, or in a calendar view.
Heres an example of the list view:

Heres a look at events in the calendar view:
Discussion board
Discussion boards provide a forum for conversing about topics that
interest your team. Team members can start new discussions, sort
and filter discussions, and create alerts so that they are notified of
changes to the discussion board.

Surveys
Surveys provide a way of polling team members. For example, you
can create an annual employee satisfaction survey and display it in
Business Portal.
When you create the survey, you can indicate whether users can
respond to the survey more than once, and whether survey
responses are anonymous.
Implementing your HR portal

The following steps will help guide you through the implementation
of your HR portal.
1. Define goals
The first step in implementing your HR portal is to define the goals
you want to achieve. Write these goals downtheyll help guide
your implementation. The goals you identify will help you determine
what applications you need to install, what pages you need to
create, and what content you need to make available.
For example, you may implement an HR Portal because:
You want to eliminate a paper-based time card entry process.
You want to implement employee self-service applications.
You want your HR team to have better access to employee
data.

2. Interview key users
The second step in implementing your HR portal is to interview key
users of the HR portal, such as employees, managers, and HR team
members. When you interview these users, find out:
What information do they use on a daily basis?
What information would help them make more accurate
decisions?
What data do they need that they currently dont have access
to?
3. Identify existing information

The next step in implementing your HR Portal is to do a content
inventory. What information do you already have? For example, is
your companys 401(k) plan listed in a Word document thats lying
around on someones hard drive? Are there existing web
applications or web sites that your employees use?
Create a list of the content you already have that you want to make
available in your HR Portal. List the content, where its currently
located, what format its in, and who maintains it. Heres an
example:
4. Identify the elements youll need to create and set up

The fourth step in implementing your HR portal is to identify the HR
portal elements youll need to create and set up. This list should
help you identify:
Who is going to install and set up the HRM Self Service Suite?
What new pages do you need to create?
Where will each page be located in the menu structure?
What web parts will be on each page?
Who will create each page?

The following list is an example. It shows HR portal elements that
need to be created and configured, and who is assigned to each
task.
Theres one item in the list that deserves special attention: the
location of pages in the menu structure. Its important to keep in
mind that not all of the pages you create will be located in the same
area of Business Portal. For example, some of the pages you create
will contain information you want available to all employees in the
company. Such pages should be located under the Company tab in
the menu structure. Pages created for your HR team members
should be located under the HR tab.
5. Consider security
Security is one of the most important issues you need to consider
when implementing a software program. Its especially important
when youre implementing a software program that manages your
employees personal information. In this step of your HR portal
implementation, you need to plan how you are going to control
access to informationso that the right people see the right
information.
Here are a few points to remember when setting up security for
your HR portal. For complete security information, see the Business
Portal Administrators Guide.
Roles
One of the first steps in setting up Business Portal is to add users
and assign them to roles. Roles allow you to control access to
Business Portal data, tasks, and pages. You can use roles to group
Business Portal users based on job responsibilities. For example,
Employee, Manager, and Human Resources Administrator are
examples of roles.
You can assign users to default Business Portal roles, or you can
create new roles for your specific business needs.

Data permissions
Before we explain what a data permission is, you must first
understand what a business entity is. A business entity is a
representation of a transaction, document, or other record from the
back office. Employee, applicant, and timecard are examples of
entities.
Entities contain subsets of data called entity attributes. For
example, employee ID, employee name, and employee address are
attributes of an employee entity.
A data permission controls which attributes from the business entity
are viewable to users in a specific role. Data permissions allow you
to specify exactly what information is available to each role.
Pages
Each page in Business Portal is assigned to a specific role or roles.
When you create a new page, you can select which role or roles can
access it. For example, if you assign a page to the Manager role, all
users assigned to the Manager role can access the page and view
the web parts displayed on it.
SharePoint features
SharePoint features, such as a document library or discussion
board, can be displayed as web parts on Business Portal pages.
Heres a brief overview of how security for these web parts is
handled:
View access If you have access to a page, you can view all
web parts on the page, including SharePoint document
libraries and lists.
Write access By default, only members of the Business
Portal Administrator role can add and modify items in
SharePoint web parts.
You may want your HR team leaders to be able to add and
modify items in SharePoint web parts, as well. For instructions
on how to do this, see Securing a SharePoint web part.
6. Create and set up your HR portal elements

The next step in the process is to create and set up the HR elements
you listed in step 4. For complete step-by-step instructions refer to
the following manuals:
Business Portal Administrators Guide Explains how to
install Business Portal and set up users, roles, and data

permissions. It also explains how to create pages and web
parts.
HRM Self Service Suite Administrators Guide Explains
how to install and set up the Human Resources Management
Self Service Suite.
These manuals are available on the Business Portal CD. You can
also access these manuals on the CustomerSource web site at:
https://mbs.microsoft.com/customersource/support/documentation/
UserGuides/businessportal_25FP_userguides.htm
Common procedures
When implementing your HR portal, youll most likely be adding lots
of SharePoint web parts. To help you along with this process, weve
included some common procedures you may want to refer to.
Creating a SharePoint web part

The following steps explain how to create a SharePoint web part.
HINT: Although these steps show how to create a document
library, they also apply to other SharePoint features, such as
announcement lists, surveys, and discussion boards.
1. Open Business Portal and go to the Create Page page (Site
Settings > General Settings > Create).
2. Click Document Library.
3. Follow the instructions displayed to create your document
library.
4. After you have created the document library, go to the
Business Portal page where youd like to display it.
5. Click Modify Shared Page > Add Web Parts > Browse.
The Add Web Parts tool pane appears.
6. Select BusinessPortal Gallery and browse through the web
parts listed until you find your document library.
7. Select your document library and drag it onto the page.
Securing a SharePoint web part

By default, only members of the Business Portal Administrator role
can add and modify items in SharePoint web parts.

You may want your HR team leadersand in some cases,
employeesto be able to add and modify items in SharePoint web
parts, as well. The following steps show how we modified security
for the 401(k) Information document library, found on the 401(k)
sample page.
HINT: Although these steps show how to modify security for a
document library, they also apply to other SharePoint features, such
as announcement lists, surveys, and discussion boards.
1. Click the web part title, 401(k) Information. The 401(k)
Information document library appears in full-page form.
2. Click Modify settings and columns.
3. The Customize 401(k) Information page appears. Click
Change permissions for this document library.
4. The Change Permissions: 401(k) Information page
appears. Click Add Users.
5. The Add Users: 401(k) Information page appears. To set
up permissions for a specific user, enter the users email
address. Or, to set up permissions for group of users, enter a
cross-site group name.
In this example, we wanted members of the Human
Resources Administrator role to be able to add and remove
documents from the 401(k) Information document library.
Therefore, we entered the cross-site group name, BP Human
Resources Administrator All.
For more information about cross-site group names, see the
Business Portal Administrators Guide.
6. Select the appropriate permissions.
In our example, we selected View, insert, edit, delete
items.
7. Click Next.
8. Confirm the user names and indicate whether you want to
send an email notification to the user or users.
9. Click Finish.

Sample pages
To give you some ideas on how you can implement the HR portal
elements weve discussed in this paper, here are some sample
pages.
Pages for employees:

Company Center page
401(k) page
Annual Employee Survey page
Benefits page
Classifieds page
Diversity page
Employee Handbook page
Employee Stock Purchase Plan page
Pages for managers:

Performance Management page
Pages for HR team members

Our HR Team page
Employees page
Forms page

Company Center page
The Company Center page is an out-of-the-box feature of Business
Portal. It contains general announcements for all employees, as well
as provides links to other pages within the Company Center.
With a few customizations, you can make this page more visually
appealing and provide key information to your employees.
Heres how we customized this page:

1. Created the Company Picnic picture library
The Company Picnic web part is a SharePoint picture library. It
provides a fun glimpse of a recent company event.
The picture library was modified so that only the Thumbnail and
Description columns are displayed.
2. Created the Company Events events list
The Company Events web part is a SharePoint events list. It
provides a quick glance at important, upcoming company events
that all employees should attend.

3. Created the Extras and Activities links list
The Extras and Activities web part is a SharePoint links list. In this
example, it provides links to external web sites our sample
company, Fabrikam, supports and encourages employees to become
involved with.
401(k) page
The 401(k) page is a sample page we created to store all of our
401(k) information. Employees can come to this page and find
information about 401(k) benefits, read the latest announcements,
and find a list of HR team members they can contact if they have
questions.
Heres how this page was created:

1. Created the page
We created a new portal page called 401(k). While creating this
page, we assigned it to the Employee role so all employees can
access the page. We also choose the Header, Footer, 3 Columns
page layout.

2. Created the 401(k) Announcements announcements list
The 401(k) Announcements web part is a SharePoint
announcements list. Its the perfect place for your HR team to
highlight changes to your companys 401(k) plan.
3. Created the HR Contacts contacts list
The HR Contacts web part is a SharePoint contacts list. If employees
have any questions about the information on this page, they can
contact the HR team members listed here.
4. Created the 401(k) Links links list
The 401(k) Links web part is a SharePoint links list. It provides links
to external web sites and tools employees may find helpful in
making 401(k) decisions.
5. Created the 401(k) Information document library
The 401(k) Information web part is a SharePoint document library.
It contains all documents relating to 401(k) benefits, including the
official 401(k) plan, eligibility information, and even a Frequently
Asked Questions document.
The document library was modified in the following ways:
Only the Type and Name columns are displayed.
A column called Category was added.
The documents are grouped according to Category.
6. Modified security
By default, only users assigned to the Business Portal Administrator
role can add, modify, and delete items from SharePoint web parts.
We wanted our HR team leaders to be able to add items to the web
parts on this page. Therefore, we modified security so that the BP
Human Resources Administrator All cross-site group has
permission to view, insert, edit, and delete items in the SharePoint
web parts. For step-by-step instructions, see Securing a SharePoint
web part.

Annual Employee Survey page
The Annual Employee Survey page is a sample page we created to
get employee feedback. The page provides basic information to
employees about the survey and how it is administered. When
employees are ready to begin the survey they click the Respond to
Survey button.

Once employees click the Respond to Survey button, they can
begin providing their feedback. Heres a look at some questions we
asked in our sample survey:

1. Created the page
We created a new portal page called Annual Employee Survey.
While creating this page, we assigned it to the Employee role so all
employees can access the page. We also choose the Header,
Footer, 3 Columns page layout.
2. Added the We Want To Hear From You web part
The We Want to Hear From You web part was created by dragging
the Page Viewer web part (from the BusinessPortal Gallery) onto
the page.
Next, we created an .html page that contains general information
about the survey. This .html page explains why were conducting
the survey and informs employees that all survey responses are
anonymous.

Then, we configured the Page Viewer web part to point to the .html
page that we created. We also renamed the web part to We Want
To Hear From You!
3. Created the survey
Our survey contains questions geared toward measuring employee
satisfaction. While creating this survey, we made the following
selections:
User names will not be shown in survey results.
Multiple responses per user are not allowed.
Users can read only their own responses.
4. Security was modified
To allow employees to respond to this survey, we modified security
so that the BP Employee 1 cross-site group has permission to
respond to survey questions. For step-by-step instructions, see
Securing a SharePoint web part.

Benefits page
The Benefits page is the repository for documents that detail our
medical plans, flexible spending accounts, life insurance and
disability information, and other benefits.
Its a great way to organize all your benefits information so that
employees can quickly and easily locate the information they need.

1. Created the page
We created a new portal page called Benefits. While creating this
page layout.
2. Created the Benefits Announcements announcements list
The Benefits Announcements web part is a SharePoint
announcements list. Its the perfect place for the HR team to
highlight changes to the companys benefits information.

4. Created the Benefits Information document library
The Benefits Information web part is a SharePoint document library.
It contains all documents relating to medical plans, flexible spending
accounts, life insurance, and other benefit information.
web part.

Classifieds page
Its time to move the company bulletin board online! This sample
Classifieds page shows how easy it is for employees to post new ads
and review existing ads. By grouping the ads into categories, youll
help employees find that desired item.

1. Created the page
We created a new portal page called Classifieds. While creating
this page, we assigned it to the Employee role so all employees
can access the page. We also choose the Header, Footer, 3
Columns page layout.
2. Created the Classifieds announcements list
The Classifieds web part is a SharePoint announcements list.
Employees can post announcements describing the items theyre
selling, including prices and their contact information.
The announcement list was modified in the following ways:

The announcements are grouped according to Category.
We wanted our employees to be able to add items to the web part
on this page. Therefore, we modified security so that the BP
Employee 1 cross-site group has permission to view, insert, edit,
and delete items in the SharePoint web part. For step-by-step
information, see Securing a SharePoint web part.
Diversity page
A Diversity page is a great way for your company to promote
diversity, celebrate your employees heritage, and educate
employees about the benefits of a diverse workplace.

1. Created the page
We created a new portal page called Diversity. While creating this
page layout.

2. Created the Diversity Announcements announcements list
The Diversity Announcements web part is a SharePoint
announcements list. Its the perfect place for the HR team to
highlight upcoming cultural events in the company and community.
4. Created the Diversity Programs document library
The Diversity Programs web part is a SharePoint document library.
It contains documents describing the companys diversity
objectives, opportunities, and resources.
The document library was modified so that the Type and Name
columns are displayed.
5. Created the Womens Conference picture library
The Womens Conference web part is a SharePoint picture library. It
provides a glimpse at a recent event sponsored by the sample
company, Fabrikam.
The picture library was modified so that the Thumbnail and
Description columns are displayed.
web part.

Employee Handbook page
Is your companys Employee Handbook sitting on a shelf in a three-
ring binder? If so, its time to move that information online. By
placing those documents in a document library on a Business Portal
page, youll ensure that all employees have access to the most
current company guidelines and policies.

1. Created the page
We created a new portal page called Employee Handbook. While
creating this page, we assigned it to the Employee role so all

3. Created the Employee Handbook document library
The Employee Handbook web part is a SharePoint document library.
It contains the companys policies and guidelines.
web part.

Employee Stock Purchase Plan page
The Employee Stock Purchase Plan page is a sample page we
created to store all of our ESPP information. Employees can come to
this page and find enrollment and plan information, read the latest
announcements concerning the ESPP, and find a list of HR team
members they can contact if they have questions.

1. Created the page
We created a new portal page called ESPP.
HINT: The name ESPP will appear in the pages menu tab. We
later modified the page name to be more descriptive: Employee
Stock Purchase Plan.
While creating this page, we assigned it to the Employee role so all

2. Created the ESPP Announcements announcements list
The ESPP Announcements web part is a SharePoint announcements
list. Its the perfect place for the HR team to highlight changes to
the Employee Stock Purchase Plan.
4. Created the ESPP Links links list
The ESPP Links web part is a SharePoint links list. It provides links
to external web sites and tools employees may find helpful in
making ESPP decisions.
5. Created the ESPP Information document library
The ESPP Information web part is a SharePoint document library. It
contains all documents relating to the ESPP benefits, including the
official plan, enrollment guidelines, and even a Frequently Asked
Questions document.
web part.

Performance Management page
The Performance Management page helps managers prepare for
employee performance reviews. The page gives managers access to
documents that help them prepare and conduct reviews. It also
reminds them of important dates in the review process, and
provides them with a list of HR team members they can contact if
they have questions.

1. Created the page
We created a new portal page called Performance Management.
While creating this page, we assigned it to the Manager role so
that only managers can access the page. We also choose the
Header, Footer, 3 Columns page layout.

3. Created the About Performance Management at Fabrikam
document library
The About Performance Management at Fabrikam web part is a
SharePoint document library. It contains documents describing how
managers should set goals and rate employee performance.
The document library was modified so that the Type and Name
columns are displayed.
4. Created the Performance Management Important Dates
events list
The Performance Management Important Dates web part is a
SharePoint events list. It reminds managers of important dates in
the performance review process, such as the dates on which
employees and managers must submit their review forms.
web part.

Our HR Team page
The Our HR Team page is an example of how you can create a team
site within Business Portal. For example, this page enables HR team
members to find out more about their team members, learn when
the next team meeting is, and participate in team discussions.

1. Created the page
We created a new portal page called Our HR Team. While creating
this page, we assigned it to the Human Resources Administrator
role. (In this example, all members of our HR team are assigned to
the Human Resources Administrator role.) We also choose the

2. Created the HR Team Members picture library
The HR Team Members web part is a SharePoint picture library. It
provides HR team members with a way to learn more about the
people they work with every day. Weve customized this picture
library to display the position title, hire date, and an interesting fact
about each HR team member.
3. Created the HR Team Meetings event list
The HR Team Meetings web part is a SharePoint events list. Its an
easy way for HR Team Members to keep track of when their team
meetings are scheduled.
4. Created the Chatting with the HR Team discussion board
The Chatting with the HR Team web part is a SharePoint discussion
board. Its a great way for all team members to participate in a
team conversation.
We wanted our HR team to be able to add items to the web parts on
this page. Therefore, we modified security so that the BP Human
Resources Administrator All cross-site group has permission to
view, insert, edit, and delete items in the SharePoint web parts. For
step-by-step instructions, see Securing a SharePoint web part.

Employees page
The Employees page is a sample information page. The result
viewer web parts on this page communicate with each other. For
example, by selecting an employee in the Employees web part, data
about that specific employee is displayed in the Employment
Details, Personal Details, and Home Address web parts.

1. Created the page
We created a new portal page called Employees. While creating
this page, we assigned it to the Human Resources Administrator
role. (In this example, all members of our HR team are assigned to
the Human Resources Administrator role.) We also choose the

2. Created the publishing web part
The Employees web part is a publishing result viewer web part. This
means that when you select an employee in this web part, data
about that employee is displayed in the other result viewers on the
page.
The Employee web part was created by dragging the Primary
Publishing Result Viewer web part (from the BusinessPortal
Gallery) onto the page. We then configured it to display a query
containing employee first and last names.
Its important to note that you can add additional queries to this
web part. For example, you can choose to display a list of all
employees, or only the employees in the Accounting, Purchasing, or
Sales departments.
3. Created the subscribing web parts

The Employment Details, Personal Details, and Home Address web
parts are subscribing result viewer web parts. This means that when
you select an employee from the Employees web part, data about
that employee is displayed in the subscribing web parts.
These web parts were created by dragging the Form ResultViewer
web part (from the BusinessPortal Gallery) onto the page. We then
configured each web part to display a query containing employee
data.

Forms page
There are several forms and templates your HR team uses on a
daily basis. Instead of keeping those forms and templates in a file
cabinet, or tacked up to a wall, put them online. A document library
provides you with a central place to store and manage these
documents.

1. Created the page
We created a new portal page called Forms.
HINT: The name Forms will appear in the pages menu tab. We
later modified the page name to be more descriptive: HR Forms
and Templates.
While creating this page, we assigned it to the Human Resources
Administrator role. (In this example, all members of our HR team
are assigned to the Human Resources Administrator role.) We also
choose the Header, Footer, 3 Columns page layout.

2. Created the HR Templates links list
The HR Templates web part is a SharePoint links list. It provides a
link to HR-related templates available on the Office Online web site
(http://office.microsoft.com/en-us/templates).
3. Created the HR Forms document library
The HR Forms web part is a SharePoint document library. It
contains all of the documents the HR team needs on a regular basis,
such as the job description form, request for references letter, or
the manager feedback form.
web part.

Summary
Throughout this paper youve found ideas and tips on how to
customize Business Portal to meet your companys Human
Resources needs. Specifically, youve learned:
What an HR portal is
The benefits an HR portal can provide
How to implement an HR portal
Now its time for you to take these ideas and concepts and put them
into practice in your own organization. By using the Business Portal
and SharePoint features available to you, you can create an HR
portal where:
Employees will go to look up 401(k) information, enter
timecards, and change their personal information.
Managers will go to approve timecards, post job openings,
and review performance management information.
Human Resources team members will go to find employee
data, communicate benefits changes and company policies,
and discuss team issues.
With some planning and some easy customizations, you can create
your very own HR portal. The HR portal you create will deliver the
right information to the right people, helping your organizationand
your employeesreach their full potential.
Disclaimer
The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the
date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment
on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication.
This White Paper is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, AS TO THE
INFORMATION IN THIS DOCUMENT.
Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this
document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic,
mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft
Corporation.
Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in
this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not
give you any license to these patents, trademarks, copyrights, or other intellectual property.
2005 Microsoft Corporation. All rights reserved.

Microsoft, SharePoint, and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States
and/or other countries.
The names of actual companies and products mentioned herein may be the trademarks of their respective owners.

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Building a Human Resources Portal using

Microsoft Business Portal

Published: March 2005

Why create an HR Portal? ........................................................................................3

Elements of an HR portal .........................................................................................4

Implementing your HR portal ................................................................................. 11

Common procedures ............................................................................................. 15

Sample pages ...................................................................................................... 17

Building a Human Resources Portal using Microsoft Business Portal i

Building a Human Resources Portal using Microsoft Business Portal 1

Building a Human Resources Portal using Microsoft Business Portal 2

Reduce administrative costs

Increase information access

Enable manager access for improved decision making

Building a Human Resources Portal using Microsoft Business Portal 3

Human Resources Management Self Service Suite

Building a Human Resources Portal using Microsoft Business Portal 4

Time and Attendance

Building a Human Resources Portal using Microsoft Business Portal 5

Building a Human Resources Portal using Microsoft Business Portal 6

Building a Human Resources Portal using Microsoft Business Portal 7

Building a Human Resources Portal using Microsoft Business Portal 8

Building a Human Resources Portal using Microsoft Business Portal 9

Building a Human Resources Portal using Microsoft Business Portal 10

Implementing your HR portal

Building a Human Resources Portal using Microsoft Business Portal 11

3. Identify existing information

4. Identify the elements youll need to create and set up

Building a Human Resources Portal using Microsoft Business Portal 12

Building a Human Resources Portal using Microsoft Business Portal 13

6. Create and set up your HR portal elements

Building a Human Resources Portal using Microsoft Business Portal 14

Creating a SharePoint web part

Securing a SharePoint web part

Building a Human Resources Portal using Microsoft Business Portal 15

Building a Human Resources Portal using Microsoft Business Portal 16

Pages for employees:

Pages for managers:

Pages for HR team members

Building a Human Resources Portal using Microsoft Business Portal 17

Heres how we customized this page:

Building a Human Resources Portal using Microsoft Business Portal 18

Heres how this page was created:

Building a Human Resources Portal using Microsoft Business Portal 19

Building a Human Resources Portal using Microsoft Business Portal 20

Building a Human Resources Portal using Microsoft Business Portal 21

Heres how this page was created:

Building a Human Resources Portal using Microsoft Business Portal 22

Building a Human Resources Portal using Microsoft Business Portal 23

Heres how this page was created:

Building a Human Resources Portal using Microsoft Business Portal 24

Building a Human Resources Portal using Microsoft Business Portal 25

Heres how this page was created:

Building a Human Resources Portal using Microsoft Business Portal 26

Heres how this page was created:

Building a Human Resources Portal using Microsoft Business Portal 27

Building a Human Resources Portal using Microsoft Business Portal 28

Heres how this page was created:

Building a Human Resources Portal using Microsoft Business Portal 29

Building a Human Resources Portal using Microsoft Business Portal 30

Heres how this page was created:

Building a Human Resources Portal using Microsoft Business Portal 31

Building a Human Resources Portal using Microsoft Business Portal 32