HR SolutionsKatie Shaw & Colleen Alber

I know there are some documents that I have to keep

in paper form…

BUSTED!

!!

You can go paperless as long as you can ensure that your

document management systems are secure, accurate, reliable and

accessible.

I can’t scan employee’smedical information in a

document management system…BUSTED!

!!

Medical forms and documentation can be scanned and stored in a

document management system. They are required to be kept

separate from the employee file and have specific security

measures in place.

Some employee documentsrequire a signature…

BUSTED!

!!TRUE, but…

Signatures are required on HR docs,

but they don’t have to beWET signatures.

Certificate-based, electronic and pins

are all acceptable signatures.

Maybe most HR documents can be electronic, but there is no way

that the I-9 Formcan be stored electronically…BUSTED!

!!

Considerations

Examine each document type and ensure it can be electronically maintained in compliance with regulations

For example: USCIS, OSHA, IRS

Establish security protocols so that only authorized individuals can access each electronically maintained file

Retain paper copies of any records that cannot be clearly, accurately or completely transferred to an electronic system

Suspend document scanning in the event of litigation

“Setting the Scene”

The Basics Human Resources is a very

paper-based department

Varied documents both functionally and in format

Significant securityrequirements

Many legal implications about storage and retention of documents

On average, 50% of a HRdepartment’s time is spentprocessing employeeinformation and answeringquestions

Forrester Research

”“

Key Challenges

Hire the best people

Retain valued employees

Reduce costs, do more with less

Support compliance initiatives

Develop the next generation of leaders

Improve linkage between pay and performance

How does your HR department currently operate?

Paper Based

EnterpriseLegacy Home grown Outsourced services

Other HR System

Human Resources Systems

SAPOracle

PeopleSoftJD Edwards

LawsonSYSPRO

Microsoft Dynamics GPNETSUITE

ADPEnterprise systems…

Older legacy systems…Home grown systems…

Outsourced services…

Designed to integrate with and complement existing HR and Payroll

solutions…

(Not replace them.)

These systems just house the data.

The problem is that…

…it’s about documents…

Application for EmploymentResumeCover LetterReferencesAssessment ScoresInterview ResultsOffer LetterEmployment ContractNon-DisclosureEmergency Contact FormEmployee ReviewsE-mail CommunicationsAnd more…

The Whole Picture

documents

OnBase

Link Documents and Processes to Data

data

HR System

HRIS

How can OnBase help?

12

3

Employee File Management

Policy Administration

Form & Process Automation

Quick wins:

1Employee File Management

PAPER

“ The average employee file has over 50 different documents ”

Hyland Software, HR Department

”“

Paper challenges

50 documents x # of employees = PAPER!

TOO MANY employee folders, file cabinets and file shares

Often printing electronic documents to file them!

Search, manage, retain, process, dispose, etc.

Compliance

Security

Disasters!

QUIT PAPER!THE SOLUTION

“Where do I start?”

OnBase has many import methods!

Scan paper

documents

Import digital files

Fill out electronic forms

Let’s focus on paper.

Scan Approach…appropriate

toolsfor each location

Let’s make this happen!

Define HR Document Types and Keyword Types

Use HRIS data to establish AutoFill Keyword Set

Batch Scanning or Sweep add OCR for full-text search

Batch Index…separate documentsselect Document Typeenter primary Keyword to expand AutoFill

Multiple SEARCH methods!

Define structures for automatic Folder creation

Live Demo!

Awesome, we’re electronic.

Business SystemsRooted in the Organization

HRIS

ERP EmailPayroll Legal

Application Enablerbridges the gap between

OnBase and the HRIS system

Application Enabler Retrieve Documents

Index Documents

Generate Bar Codes

Launch Workflow

Create E-Forms

Run Custom Queries

Launch Folder Interface

HRIS

F8

Mouse Click Keyboard Event

Ease of Access

Live Demo!

Outlook Integrationbrings OnBase to the

user’s primary application

Integration for Microsoft Outlook 2010

Document

Retrieval

Bring the documents to the data / user !

Bottom Line:

2Policy Administration

Why?

•Compliance Requirements

•Education, Safety and Training

•Improve Business Operations

•Minimize Organizational Risk

Policy and Procedure Administration

Policy & Procedure Administration

Is a Priority forHR Departments!

Benefits

Employee

Handbook

Manuals

Training

Insurance

UpdatesSafety

Thousands

of employees worldwide

Ok, wait justa second.

Email Intranet

Spreadsheet Third-party

It’s about the tracking!

Let’s make this happen!

Define policy Document Type

Establish DKT Reading Group, start with “All Employees”

Employees need username/ password, but not DTG/DT privileges

Create policy documents, etc.

Import into OnBase

Assign to DKT Reading Group

Track / report automatically!

Live Demo!

3Form & Process Automation

Anyone can create professional looking forms!

Advanced Form Features

Tabbed NavigationTabbed Navigation

AutoFill Keyword Sets

Field Masking and Validation

Calendar

Collapsible Sections

Repeating Sections

Themes and Signatures

12.0

Cascading Data Sets

12.0

But it’s also aboutthe process!

Let’s make this happen!

Define/create Keyword Types and Document Types

Build Form Template using Designer

Test Drive

Publish to OnBase

Share to external site

Assign to Workflow

Process in Workflow

Live Demo!

12

3

Employee File Management

Policy Administration

Form & Process Automation

Quick wins:

Thank you!Katie Shaw & Colleen AlberHyland.com/Community