ECM Automation for HR Departments

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ECM Automation for HR Best practices for document processing & records management October 14, 2015

Transcript of ECM Automation for HR Departments

ECM Automation for HRBest practices for document processing & records management

October 14, 2015

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

Records Management Challenges in HR

Many organizations get most new HR docs digitally via email and then print to paper and file!!

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

Records Management Challenges in HR

Disparate HR systems create “document silos” eliminating a single unified employee file!

HRISLMS

PERF

MGT

OTHER

STAFFING

BENEFITS

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

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*

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

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.

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

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”

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

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!