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HR Solutions

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.

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HR Solutions

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  1. HR Solutions Katie Shaw & Colleen Alber

  2. I know there are some documents that I have to keep in paper form… BUSTED!!!

  3. You can go paperless as long as you can ensure that your document management systems are secure, accurate, reliable and accessible.

  4. I can’t scan employee’smedical information in adocument management system… BUSTED!!!

  5. 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.

  6. Some employee documentsrequire a signature… BUSTED!!! TRUE, but…

  7. Signatures are required on HR docs,but they don’t have to beWET signatures.Certificate-based, electronic and pinsare all acceptable signatures.

  8. Maybe most HR documents can be electronic, but there is no waythat the I-9 Formcan be stored electronically… BUSTED!!!

  9. 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

  10. “Setting the Scene”

  11. 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

  12. On average, 50% of a HRdepartment’s time is spentprocessing employeeinformation and answeringquestions “ ” Forrester Research

  13. 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

  14. How does your HR department currently operate?

  15. Enterprise Legacy Home grown Outsourced services Other HR System Paper Based

  16. Human Resources Systems SAP Oracle PeopleSoft JD Edwards Lawson SYSPRO Microsoft Dynamics GP NETSUITE ADP Enterprise systems… Older legacy systems… Home grown systems… Outsourced services…

  17. Designed to integrate with and complement existing HR and Payroll solutions… (Not replace them.)

  18. The problem is that… These systems just house the data.

  19. …it’s about documents… Application for Employment Resume Cover Letter References Assessment Scores Interview Results Offer Letter Employment Contract Non-Disclosure Emergency Contact Form Employee Reviews E-mail Communications And more…

  20. Link Documents and Processes to Data The Whole Picture documents OnBase data HR System HRIS

  21. How can OnBase help?

  22. 1 Quick wins: Employee File Management 2 Policy Administration 3 Form & Process Automation

  23. 1 Employee File Management

  24. Slows PAPER Business

  25. “ The average employee file has over 50 different documents ” “ Hyland Software, HR Department ”

  26. 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!

  27. QUIT PAPER! THE SOLUTION

  28. “Where do I start?”

  29. OnBase has many import methods! Scanpaper documents Importdigital files Fill out electronic forms

  30. Let’s focus on paper.

  31. Scan Approach …appropriate tools for each location

  32. 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

  33. Live Demo!

  34. Awesome, we’re electronic.

  35. Business Systems Rooted in the Organization HRIS Payroll Legal Email ERP

  36. Application Enablerbridges the gap betweenOnBaseand the HRIS system

  37. Retrieve Documents Index Documents Generate Bar Codes Launch Workflow Create E-Forms Run Custom Queries Launch Folder Interface Application Enabler HRIS

  38. Ease of Access Mouse Click Keyboard Event F8

  39. Live Demo!

  40. Outlook Integrationbrings OnBaseto theuser’s primary application

  41. Document Retrieval Integration for Microsoft Outlook 2010

  42. Bottom Line: Bring the documents to the data / user !

  43. 2 Policy Administration

  44. Policy and Procedure Administration Why? • Education, Safety and Training • Compliance Requirements • Improve Business Operations • Minimize Organizational Risk

  45. Employee Handbook Benefits Training Policy & Procedure AdministrationIs a Priority forHR Departments! Safety Insurance Updates Manuals

  46. Thousands of employees worldwide

  47. Ok, wait justa second.

  48. Intranet Email Third-party Spreadsheet

  49. It’s about the tracking!

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