solutions overview human resources optimized by processflows hr+

Solutions Overview

Human Resources optimized by ProcessFlows HR+

Agenda

• “Setting the scene”

• How can HR+ help?

• A sample HR process

• Summary

Setting the Scene

The Basics

Human Resources is a very

paper-based department

Significant security requirements

Varied documents both

functionally and in format

Many legal implications about storage and retention of

documents

Key Challenges

Hire the best people

Retain valued employees

Support compliance initiatives

Reduce costs, do more with less

Develop the next generation of leaders

Improve linkage between pay and performance

“ On average, 50% of a HR department’s time is spent processing employee information and answering questions ”

Forrester Research

The Solution

ProcessFlows solutions for HR enable organisations to capitalise on

methods that eliminate unnecessary costs and add value:

Automate HR Processes

Provide immediate access to key documents to employees

Dramatically reduce paper in HR

Control secure access to documents to the right people

Manage documents to conform to compliance needs

Designed to Integrate with and Complement existing HR and Payroll solutions…

(not replace them!!!)

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HR+

SAPOracle

PeopleSoftJD Edwards

LawsonSYSPRO

Microsoft Dynamics GPNETSUITE

ADPEnterprise systems…

Older legacy systems…Home grown systems…

Outsourced services…

The problem is that…

These systems just house data

But what about the paper!?

Application for EmploymentCVCover LetterReferencesAssessment ScoresInterview ResultsOffer LetterEmployment ContractNon-DisclosureEmergency Contact FormEmployee ReviewsE-mail CommunicationsAnd more…

“ The average employee file has over 50 different documents ”

Applications through different media

Email, web, post

Uploading of CV and cover letters

Initial review by HR

Routing to recruiting Manager

Arrange interview

Capture feedback at all stages of process

Managers make Hire or No-hire decisions

All documents created or captured during recruitment and induction pass into Employee’s file

Performance management

Manage leaving process

Ensure all company equipment Is returned

Hold information for statutory period

Destroy documents once statutory period has passed

Secure website

List forms which need to be completed

Checks and reminders to make sure info is completed

Route to HR to make offer

Capture salary and package information

Produce Offer Letter and supporting documents

Send to Applicant

The Whole Picture

data

HR SystemHR System

HRIS

HR+

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How can ProcessFlows HR+ help?

CaptureCapture ManageManage DeliverDeliver IntegrateIntegrate AdministrateAdministrate

HR+

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DesktopScanning

Multi-functionDevices

RemoteScanning

email

inbound faxes

system reports/forms

electronic documents

print to “tiff”

web services

file import automation

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HR+

Import e-mail and attachments from Outlook to OnBase

Retrieve documents from OnBase in Outlook

Launch Workflow directly via the Outlook interface

Automatic document type and keyword assignment

Store e-mail in a variety of formats

Store attachments in native format

Message handling options

Integration for Microsoft Outlook 2007Integration for Microsoft Outlook 2007

Import email message

Attach from OnBase

Workflow in Outlook

Workflow tasks from message

Microsoft Office

Office Integration


HR+

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Compliance, Confidentiality and Security

Security

Individual user and user group based

Users granted cumulative rights of all groups they belong to

Can access specific document types to which they are allowed access

Highly granular access to product featurese.g. Printing, email, annotations, versions

Document, Database and Keyword encryption, which can be managed by HR not IT

Auditing

Complete and comprehensive transaction logging

All actions are loggede.g. login, retrieval, update, logoff, etc.

Administration interface to access audit information

Custom reports can be viewed using OnBase Report Services

Workflow

JANE

ANDREW

PAT

Notifications

Timers

Load Balancing

Calendars

Org Charts

Identify missing Documents

Document Retention

Enforces a structured retention policy for document destruction

Supports compliance

Minimises legal risks associated with accumulation of expired records

Reduces processing expense

Save storage space


HR+

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Employee Record Search

Employee Number

Name

Department

Employee Records

Name

Date of Birth

Department

Manager

Post Code

Regional Office

Document retrieval

Custom Queries

Line of Business

Foldering

Document Composition

January 1, 2010

Dear Mr. Hastings,

Re vacancy: Web Developer

Following your interview, I am pleased to offer you the above position with GardenSol. Your initial basic salary will be £21,800per year payable monthly in arrears by bank transfer. Full package details to follow.

I do hope you will accept this offer but if you have any questions please do not hesitate to contact me.

Yours sincerely,

<Image Placeholder>

<Date>

Sam Hastings22 Oxford RoadBicester OX12 4TF

<Name> <Address> <City>

Carol Knowles<HR Administrator>

Business Business ApplicationApplication

User InputUser Input

<State> <Zip>

<Amount>

,

<Vacancy Name>

<Fullname>

HR+Powered BY ONBASE


HR+

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Integrate without Programing

Process Example..

HR+

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Employee

Manager

INITIATE SETUP PROCESS COMPLETE

HR GeneralistHR Generalist

Internal Departments


Request Supplies

Create Employee

Profile

Accepts Offer

Complete Checklist

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Arrives

Final Review

Employee

Manager

INITIATE SETUP PROCESS COMPLETE

Request Supplies

Create Employee

Profile

Complete Checklist

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Final Review

E-FormsE-Forms

Exception ReportsException Reports

FoldersFolders

Document ImagingDocument Imaging

WorkflowWorkflow

Accepts Offer Arrives



HR GeneralistHR Generalist

New Starter Forms

ROI on Induction process

Shorten the productivity curve

Increase employee engagement

Reduce processing cost per new hire

Clerical induction tasks eliminated

Eliminate manual handling and routing time

Reduce manual and duplicate data entry

Decrease induction delays

Establish consistent induction process

Instant access to all employee documents

Summary

Streamline day-to-day HR processes

Automate routing and distribution of documents requiring approval

Reduce storage costs and eliminate any document loss

Provide security features to protect employee privacy and comply with regulations

Reduce time performing routine functions

Distribute employee communications and audit reading compliance

Comply with, and automate document retention policies according to business rules