ECM Automation for HR Departments
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Transcript of ECM Automation for HR Departments
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ECM Automation for HRBest practices for document processing & records management
October 14, 2015
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Agenda
Better Content Management
• Document and Records Management Challenges in HR
• What is ECM and where is the “best fit” for HR?
• Example ECM Uses for HR Departments
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Records Management Challenges in HR
Many organizations get most new HR docs digitally via email and then print to paper and file!!
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Records Management Challenges in HR
The problem with paper and/or unstructured digital documents
80%Time HR spends on administration and
paperwork. From recruitment and training to
managing staffing and employee onboarding.*
$125The cost of a misfiled document in a typical HR
organization. A lost document costs $350-400,
and a large organization loses a document
ever 12 seconds.
* Source: HR World
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Records Management Challenges in HR
Disparate HR systems create “document silos” eliminating a single unified employee file!
HRISLMS
PERF
MGT
OTHER
STAFFING
BENEFITS
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Why ECM for HR Records Management?
Make sure the “silo systems” at lease copy each document to your centralized ECM
ECM
Unified Repository
Health &
Benefits
LMS
HRIS
Staffing System
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Big 3 Benefits of ECM for HR
1.Compliance
2.Collaboration
3.Costs
*Liberally borrowed from The Day Huff Group & PWC
I9 FormsICE
HIPAAHHS
FMLADOL
1099 Contractors
IRS
Document Creation
Self-Paced Training
Repository
Employee Access
Benefits Enrollment
Lower HR Admin costs by 50% with the right ECM investment*
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Example ECM Uses: Onboarding
• Online Forms to fill out
• Required Document Checklist Built–in
• Approval routing before filing
• Alerts if documents missing or time parameter at risk
• Batch filing process
• Automated data delivery to HRIS and Payroll systems
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Example ECM Applications: Recruiting
• Online Application process
• Data drives applicant documents to correct hiring managers
• Online collaboration to gain consensus on candidates through approval “voting”, chat and annotations.
• Real-time dashboard shows where candidates are in each stage of the hiring process.
• ECM system drives emails to candidate at the completion of specific steps or when an outcome is reached.
• Keyword search to find desirable past applicants based on a stated skill or location.
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Example ECM Applications: FMLA Process
FMLA Request Form is online in
your ECM
ECM sends notice of eligibility w/in 5
days.
Doctor certification auto-
paired to file
ECM tracks FML time used and
sends alerts
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Example ECM Applications: Status Change
Before After
1. Find all the employee’s records in one easy search (not possible in multi-silo world)2. Select all records of “applicant” and change status to “active”3. Maintain other designations such as “fired” or “on leave” or “retired” or “frozen”
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Best Practices of HR Leaders
They’re aggressively eliminating paper and manual processes.*
Moving from a ‘novice,’
highly paper-based
organization to an
‘innovator,’ organization
can reduce document
processing costs by up to
84%* From study by PayStream Advisors
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Best Practices of HR Leaders
By eliminating paper and manual processes, they get these results:
18%increase in productivity and staff engagement
after the implementation of ECM.
reduction of office space allocated to filing
storage is possible when shifting to a culture
of electronic-only filing. 60%Also, ECM delivers employee self-service allowing employees to get their own documents on demand!