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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+
Powered BY ONBASE
CaptureCapture ManageManage DeliverDeliver IntegrateIntegrate AdministrateAdministrate
HR+
Powered BY ONBASE
DesktopScanning
Multi-functionDevices
RemoteScanning
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
CaptureCapture ManageManage DeliverDeliver IntegrateIntegrate AdministrateAdministrate
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
CaptureCapture ManageManage DeliverDeliver IntegrateIntegrate AdministrateAdministrate
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
CaptureCapture ManageManage DeliverDeliver IntegrateIntegrate AdministrateAdministrate
HR+
Powered BY ONBASE
Integrate without Programing
Process Example..
HR+
Powered BY ONBASE
Employee
Manager
INITIATE SETUP PROCESS COMPLETE
HR GeneralistHR Generalist
Internal Departments
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
Internal Departments
Internal Departments
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