OnBase Solutions for Human Resources

Every organization has a Human Resources department and it usually includes some of the most paper-intensive processes. OnBase by Hyland can integrate content and data with your ERP to simplify the management of your Human Resources department, making it more efficient and effective. Watch this webinar to learn the benefits of using OnBase by Hyland within your Human Resources department.

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Cailen Myers:
Okay, thank you everyone for joining the OnBase for human resources webinar today, a few housekeeping items before we get started, all webinars are recorded and made available on our website. All lines are currently muted. If you have any questions, please post those in the go-to webinar question panel, and we will answer them at the end of this webinar. In 2020, we started on base webinars series. The first webinar was on January 8th. They were every other Wednesday; each webinar was recorded. So please feel free to visit our website to watch the recorded webinars. We have one more webinar scheduled for this series, if you’ve not already done so, please sign up for the upcoming webinar. It is on April 29th. And if you would like to see any future webinars, please let us know here at RPI and we’d be happy to set those up for you.

Just a little bit about myself. My name is Cailen Myers. I am a senior consultant for RPI. I have over 10 years’ experience of designing, implementing, and upgrading, supporting OnBase. I do specialize in healthcare as well as the EMR and ERP integrations. I have a couple OnBase certifications and also a few Epic certifications. And on a more personal level, I am a mom to three Siberian Huskies. I do like baking and scrapbooking in my free time, which I seem to have a lot of these days. So, I have a pretty large agenda to go over today. I promise there will be time for questions at the end. Human resources is just a pretty large department so there are quite a few things to discuss, but I will briefly touch on each of these and if you have questions, I’m definitely happy to answer them at the end, or we can follow up after the webinar.

This webinar is not produced or endorsed by Hyland. The information in this webinar is current as of April 2020, and the advice and content contained in this webinar is educational only and based solely on the experience of RPI consultants. So, let’s go ahead and get started. Why should human resources go electronic? I think most human resources departments will say that they experience a lot of these pain points being lost documents, missing information on a document, the condition of a document, ripped, crinkled, you name it, the document being legible, the cost of the paper for the documents, the folder to store them in, the file cabinet, the room, the building, possibly the order of the documents.

So, if you do have a filing system, one person may order the documents different than another person. To be able to validate and review the documents, so if you have something like a new hire, how do you get this paper document to a manager to review it? Or if you have maybe in healthcare environment, a certification or license that needs to be validated, how do you get it to that person to do the validation. The location of the document. So, I know a lot of organizations have different buildings all over the place, where is your HR locations at where they store all the paper documents, and then how do you get those documents to somebody else that needs to see them? Audits, how are audits handled currently? Do you have to pull every single piece of paper when you’re being audited?

Tracking the changes, so if you do give, let’s just say an employee record to a hiring manager, how do you track any changes that were possibly made in this employee record? What if they made some type of markup on the document or they removed a document? How are those tracked? So, if we were able to get more automate more automation and better technology integrations and more employee self-service tools that would reduce the back office administrative burdens. So how can we do that?

Let’s look at one module that Hyland has to offer. OnBase folders allow users to view and organize documents electronically as they would with a folder of paper documents, but with added benefits and security of OnBase, users can access related documents in a way that is familiar, logical and easy to use. Folder structures can be automatically created and populated based on business needs without user interaction. Turning page paper file into electronic file that looks exactly the same with the same tab colors or folder covers makes using a new solution structure more comfortable for HR employees.

A good solution is capable of keeping employee documents separate from the employee file for compliance purposes. Making employee documents easy to view in a system is great, but you also need to have it easy to get into the system and a good solution that can pull in documents from other systems. And it will also allow you to easily add files on an ad hoc basis. This is a huge benefit for any HR department. In a paper-based world, workers can see the documents that are in the folder, but they can’t see if there was any documents missing and any good content services system gives users visibility into documents and what documents are missing for individuals or groups of employees.

So, some additional benefits with the folders and file system is, you’re able to mimic your existing HR folder structure, their security around who accessed it, who removed it, who made a change, you can auto folder. So that’s when we’re talking about keeping things consistent, keeping documents in the same order, not having to actually file something. Once this piece of paper or this document hits electronic system, it automatically goes into a folder structure. And then lastly, the file and folder cabinet, it makes it easy to identify what documents are missing.

So, some really good examples for the human resources department to use a folder and file cabinet would be employee files, workers’ compensation, employee assistance program, and any type of training material and attendance records. But really if you have a file cabinet, folders, paper, you can use the OnBase folders and file cabinet solution. So, I do you have a quick demonstration of what the folders and file cabinets look like in OnBase today. So, I’m going to play that really quick for us before we move on to the next module.

This is a demonstration of OnBase folders and file cabinets. The folder and file cabinets module from OnBase is nice to use in your HR department because you’re able to mimic existing HR folder structures within electronic system. For example, I’ve logged in to the OnBase unity clients. I do have my personal page showing when I log in. And from there, you can see, I have an HR file cabinet tile. You’ll notice that it’s a file cabinet because there is an envelope here to the side. If I click on the HR file cabinet. I’m able to select a name from the dropdown list of an employee’s file, I would like to open. So, let’s just do Andrew Lincoln.

Double clicking on Andrew Lincoln, his employee file will open. I’m going to make the screen a little bit larger. So, you’ll notice I have Andrew Lincoln and his employee file number. Underneath his name, I have three different tabs of information to view. I have applicant information, correspondence, and employment documents. I have my applicant information highlighted here. You can also see that I have the tab over here on the right-hand side of the screen, and you’ll notice the applicant information is yellow and the border around the documents is also yellow. So that’s how you know what tab you’re in. On the left-hand side, underneath the employee information, I have the documents that are available. So, in my applicant information tab or folder, I’m able to see an offer letter for Andrew, a cover letter and a resume. I can add any icons to these that I would like, and I can set any auto name to display here that I would like to see. Within OnBase files and folders, you of course can access word documents, TIFF images, texts, anything that you would be able to access within the MBA system.

You can select the different documents here on the side. So now let’s say I would like to look at the correspondence folder for Andrew. I’m going to click on correspondence here. Now you’ll notice my border is blue, but it says right here, please select a document and there’s no documents listed here. So currently Andrew Lincoln does not have anything, but I set up OnBase to automatically create this tab as a visual, regardless if there are documents in the system or not, and that’s something that’s configurable. So, you can have this correspondence folder automatically populate if there’s a document in the system, or if there’s not a document in the system. And then now I want to look at the employee documents. So instead of clicking here on the left-hand side, I’m actually going to click the tab over here on the right.

I am noticing as soon as I click it. Now, my document list has changed. I have four documents to choose from. A W-4 which is actually telling me it’s not found, a direct deposit form, which has also not found, an emergency medical information document also not found, and then a medical release form. I wanted to show this to you because you can set up the document types to display on the list, even if there’s no document in the system. So, this is a really nice visual to say, “Oh no, next time I see Andrew Lincoln, I need his emergency medical information because this form has not been found yet in the system.” So, this is a really great visual to know. Not only do you have a document missing, but what document is missing. And this is completely configurable, what you want to type in here that’s missing, what colors you want to use, again, customizable to your needs for your organization. So, let’s look at another employee file. So, I’m going to go back to my HR file cabinet, and I’m going to look at Bob Ross.

So again, I’m right here on the applicant information tab folder, and Bob Ross is showing he has an offer letter, but he is missing a cover letter and a resume. You’ll also notice Bob has four folders within his file, instead of three, again, we can go to correspondence. He also does not have anything in here. We can go to employment documents and that actuall