Automate your Human Resource Processes with Enterprise Content Management

Whether your focus is on recruiting, retention, professional development, benefits, regulatory compliance, or any other employee-focused process, Human Resources departments and professionals are managing more complex processes than ever. Imagine how that would change if you could minimize paperwork, automate data entry, and improve the employee’s work experience.

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Abbey Oliver:
Hi, everyone. We are actually experiencing some technical difficulties with our camera today. Sorry about that. But all the content that you will need will be within this slide deck and from our voices, so we’ll just move forward. Today we are covering automating human resources processes.

I just want to cover a few housekeeping items. This webinar will be recorded and shared on our vlog and our YouTube channel in a few days. For those of you dialing in today, the slide deck will be shared via e-mail immediately after the webinar.

We also do have a moderator standing nearby, so if you have questions, feel free to submit them and we will answer them, most likely at the end of our webinar. Also, if you have any additional ideas for upcoming webinars, please feel free to reach out and let us know.

I am Abbey Oliver. I am a senior consultant here at RPI. I have over five years of experience both in designing and implementing solutions, whether that be ECM solutions or advanced data capture solutions. I do mostly focus on HR and insurance, as well as some custom solutions too.

Michael Madsen:
Hello, my name is Michael Madsen, I’ll be helping Abbey out with the webinar today. I also have around five years’ experience working with content, implementing, designing and supporting multiple ECMs. I have extensive experience with manufacturing and higher education along with accounts payable, and workflow processes.

To give you a little bit of an idea of what we will be talking about today, first we’ll go through some information about RPI Consultants, then Abbey will outline some of HR challenges and pain points and then we will go through to talk about some of ECM solutions for human resources that will include file management, employee file management, employee onboarding, and then we’ll talk a little bit about electronic forms. Then finally we will kind of go through some items for you to prepare, moving your HR solution to an automated process and we’ll take questions and provide answers at the end.

First, we’ll go through a little bit of information about RPI. We have over 80 full time consultants, project managers and technical architects. They’re located throughout the country in offices in Baltimore, Tampa and Abbey and I are on the imaging team in Kansas City, Missouri.

We generally work with upgrades, process designs, implementations, go live support and we even do manage services, so we can help out with any kind of issues you’re having, or any new work that you need done for a Perceptive Content System, OnBase, Brainware, Kofax, and we have extensive experience in Lawson, RPI is an Infor partner.

Abbey Oliver:
So as Mike said, let’s dive into some of the challenges and pain points that human resource departments incur. When talking with most of my clients, the biggest challenge is the cost of storing physical files, either on-site or off-site through Iron Mountain or something like that. It can be very costly. Also, we see issues being with the lack of consistency, if your HR department is spread across the US, or even globally, not having automated processes in place opens the door to people managing things the way that they want to do.

Also, legal and security requirements are a big issue in HR, so making sure that you’re compliant with those laws is something that we want to make sure that we follow.

Some of the specific solution pain points. We resolve the pain point of finding and accessing employee files that are physically stored on-site with providing immediate digital access to documents right at your fingertips. We also know that data can become out-of-sync. For example, if someone has a name change, we resolve those issues by ensuring files are synchronized with the most current information in your database through an updated … or through a scheduled update process. Another pain point is handwriting … or handwritten forms. So maybe the handwriting is a little bit unreadable. We can improve this process with web-based forms that potential applicants can reach from your portal. We will dive into that at the end of this webinar.

Michael Madsen:
Now, we will go into some of the different automation methods that you can use to enhance your current HR process. The first step is getting the documents into the system. We want to eliminate the need to move around physical paper documents. We have a lot of different ways to ingest documents into your system. Whether it is through fax, email, a directory import or scanned through a scanner. We also have other options, if you have any kind of web service connection or something like that, we can work with those as well.

Next, we will talk about content foldering. When we talk about content foldering, what we mean is collecting your documents into a single folder inside of the system. If you’re doing an onboarding process, you obviously would have multiple documents for a single person that you would need to complete that onboarding process. Content foldering essentially means that we take all of those documents and drop them into a folder for you so that you have all of them in one place at one time. Your users aren’t scrambling around trying to find all of the different documents that they need for a specific person to complete that process. And that folder can be used within your workflow processing. Workflow processing will be a recreation of your current process to complete your different workflow steps. It will also include approvals, if you have any kind of approval processes for any of your HR solutions.

Next, we would talk about access and retrieval. When we talk about access and retrieval, it’s kind of like what I was mentioning with the folder where we can search for certain documents, but maybe in this instance you don’t need the entire folder or with every single document, you just need certain ones. When you process these documents in your ECM, it will record certain indexing data and custom properties if you need data beyond your general index. Then all of those items can be searched on and accessed that way, they can also be reported on.

Finally, data integration. Data integration, the HRIS that you’re using will be probably the best … the most … the item that would affect your efficiency the most. When we talk about data integration, what we mean is an OVDC connection or a web service connection to your HRIS, where you can pull user data automatically. So, if I had an employee ID and I needed to know their start date or end date and all of that is recorded in your HRIS database, all of that data is accessible to us to use within the workflow process, or on the document itself.

In this image, we gave a layout of some different HR solutions. We’re primarily focusing on employee file management and the onboarding process here, but we wanted to give an idea of some of the other items that you can use an ECM with. The thing I really want to focus on is down at the bottom where we see case management ECM, Capture, BPM, Enterprise File Sync and Share, these are [inaudible 00:08:17- 00:08:36] … process is going to be whatever you use for OCR and that would actually read items directly off of a form that you’ve pulled in