hr solutions
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HR Solutions. Katie Shaw & Colleen Alber. I know there are some documents that I have to keep in paper form…. BUSTED!!!. You can go paperless as long as you can ensure that your document management systems are secure, accurate, reliable and accessible. - PowerPoint PPT PresentationTRANSCRIPT
HR SolutionsKatie Shaw & Colleen Alber
I know there are some documents that I have to keep
in paper form…
BUSTED!
!!
You can go paperless as long as you can ensure that your
document management systems are secure, accurate, reliable and
accessible.
I can’t scan employee’smedical information in a
document management system…BUSTED!
!!
Medical forms and documentation can be scanned and stored in a
document management system. They are required to be kept
separate from the employee file and have specific security
measures in place.
Some employee documentsrequire a signature…
BUSTED!
!!TRUE, but…
Signatures are required on HR docs,
but they don’t have to beWET signatures.
Certificate-based, electronic and pins
are all acceptable signatures.
Maybe most HR documents can be electronic, but there is no way
that the I-9 Formcan be stored electronically…BUSTED!
!!
Considerations
Examine each document type and ensure it can be electronically maintained in compliance with regulations
For example: USCIS, OSHA, IRS
Establish security protocols so that only authorized individuals can access each electronically maintained file
Retain paper copies of any records that cannot be clearly, accurately or completely transferred to an electronic system
Suspend document scanning in the event of litigation
“Setting the Scene”
The Basics Human Resources is a very
paper-based department
Varied documents both functionally and in format
Significant securityrequirements
Many legal implications about storage and retention of documents
On average, 50% of a HRdepartment’s time is spentprocessing employeeinformation and answeringquestions
Forrester Research
”“
Key Challenges
Hire the best people
Retain valued employees
Reduce costs, do more with less
Support compliance initiatives
Develop the next generation of leaders
Improve linkage between pay and performance
How does your HR department currently operate?
Paper Based
EnterpriseLegacy Home grown Outsourced services
Other HR System
Human Resources Systems
SAPOracle
PeopleSoftJD Edwards
LawsonSYSPRO
Microsoft Dynamics GPNETSUITE
ADPEnterprise systems…
Older legacy systems…Home grown systems…
Outsourced services…
Designed to integrate with and complement existing HR and Payroll
solutions…
(Not replace them.)
These systems just house the data.
The problem is that…
…it’s about documents…
Application for EmploymentResumeCover LetterReferencesAssessment ScoresInterview ResultsOffer LetterEmployment ContractNon-DisclosureEmergency Contact FormEmployee ReviewsE-mail CommunicationsAnd more…
The Whole Picture
documents
OnBase
Link Documents and Processes to Data
data
HR System
HRIS
How can OnBase help?
12
3
Employee File Management
Policy Administration
Form & Process Automation
Quick wins:
1Employee File Management
PAPER
“ The average employee file has over 50 different documents ”
Hyland Software, HR Department
”“
Paper challenges
50 documents x # of employees = PAPER!
TOO MANY employee folders, file cabinets and file shares
Often printing electronic documents to file them!
Search, manage, retain, process, dispose, etc.
Compliance
Security
Disasters!
QUIT PAPER!THE SOLUTION
“Where do I start?”
OnBase has many import methods!
Scan paper
documents
Import digital files
Fill out electronic forms
Let’s focus on paper.
Scan Approach…appropriate
toolsfor each location
Let’s make this happen!
Define HR Document Types and Keyword Types
Use HRIS data to establish AutoFill Keyword Set
Batch Scanning or Sweep add OCR for full-text search
Batch Index…separate documentsselect Document Typeenter primary Keyword to expand AutoFill
Multiple SEARCH methods!
Define structures for automatic Folder creation
Live Demo!
Awesome, we’re electronic.
Business SystemsRooted in the Organization
HRIS
ERP EmailPayroll Legal
Application Enablerbridges the gap between
OnBase and the HRIS system
Application Enabler Retrieve Documents
Index Documents
Generate Bar Codes
Launch Workflow
Create E-Forms
Run Custom Queries
Launch Folder Interface
HRIS
F8
Mouse Click Keyboard Event
Ease of Access
Live Demo!
Outlook Integrationbrings OnBase to the
user’s primary application
Integration for Microsoft Outlook 2010
Document
Retrieval
Bring the documents to the data / user !
Bottom Line:
2Policy Administration
Why?
•Compliance Requirements
•Education, Safety and Training
•Improve Business Operations
•Minimize Organizational Risk
Policy and Procedure Administration
Policy & Procedure Administration
Is a Priority forHR Departments!
Benefits
Employee
Handbook
Manuals
Training
Insurance
UpdatesSafety
Thousands
of employees worldwide
Ok, wait justa second.
Email Intranet
Spreadsheet Third-party
It’s about the tracking!
Let’s make this happen!
Define policy Document Type
Establish DKT Reading Group, start with “All Employees”
Employees need username/ password, but not DTG/DT privileges
Create policy documents, etc.
Import into OnBase
Assign to DKT Reading Group
Track / report automatically!
Live Demo!
3Form & Process Automation
Anyone can create professional looking forms!
Advanced Form Features
Tabbed NavigationTabbed Navigation
AutoFill Keyword Sets
Field Masking and Validation
Calendar
Collapsible Sections
Repeating Sections
Themes and Signatures
12.0
Cascading Data Sets
12.0
But it’s also aboutthe process!
Let’s make this happen!
Define/create Keyword Types and Document Types
Build Form Template using Designer
Test Drive
Publish to OnBase
Share to external site
Assign to Workflow
Process in Workflow
Live Demo!
12
3
Employee File Management
Policy Administration
Form & Process Automation
Quick wins:
Thank you!Katie Shaw & Colleen AlberHyland.com/Community