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Solutions Overview Human Resources optimized by ProcessFlows HR+

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Presentation on theme: "Solutions Overview Human Resources optimized by ProcessFlows HR+"— Presentation transcript:

1 Solutions Overview Human Resources optimized by ProcessFlows HR+

2 Agenda “Setting the scene” How can HR+ help? A sample HR process Summary

3 Setting the Scene

4 The Basics  Human Resources is a very paper-based department  Significant security requirements  Varied documents both functionally and in format  Many legal implications about storage and retention of documents

5 Key Challenges  Hire the best people  Retain valued employees  Support compliance initiatives  Reduce costs, do more with less  Develop the next generation of leaders  Improve linkage between pay and performance

6 “ On average, 50% of a HR department’s time is spent processing employee information and answering questions ” Forrester Research

7 The Solution ProcessFlows solutions for HR enable organisations to capitalise on methods that eliminate unnecessary costs and add value:  Automate HR Processes  Provide immediate access to key documents to employees  Dramatically reduce paper in HR  Control secure access to documents to the right people  Manage documents to conform to compliance needs


9 Designed to Integrate with and Complement existing HR and Payroll solutions… (not replace them!!!) Powered BY ONBASE HR+

10 SAP Oracle PeopleSoft JD Edwards Lawson SYSPRO Microsoft Dynamics GP NETSUITE ADP Enterprise systems… Older legacy systems… Home grown systems… Outsourced services…

11 The problem is that… These systems just house data

12 But what about the paper!?

13 Application for Employment CV Cover Letter References Assessment Scores Interview Results Offer Letter Employment Contract Non-Disclosure Emergency Contact Form Employee Reviews E-mail Communications And more…

14 “ The average employee file has over 50 different documents ”

15 Applications through different media Email, web, post Uploading of CV and cover letters Initial review by HR Routing to recruiting Manager Arrange interview Capture feedback at all stages of process Managers make Hire or No-hire decisions All documents created or captured during recruitment and induction pass into Employee’s file Performance management Manage leaving process Ensure all company equipment Is returned Hold information for statutory period Destroy documents once statutory period has passed Secure website List forms which need to be completed Checks and reminders to make sure info is completed Route to HR to make offer Capture salary and package information Produce Offer Letter and supporting documents Send to Applicant

16 The Whole Picture data HR System data HR System HRIS HR + Powered BY ONBASE

17 How can ProcessFlows HR+ help?

18 Capture Manage Deliver Integrate Administrate HR + Powered BY ONBASE

19 Capture Manage Deliver Integrate Administrate HR + Powered BY ONBASE

20 Desktop Scanning Multi-function Devices Remote Scanning email inbound faxes system reports/forms electronic documents print to “tiff” web services file import automation Powered by ONBASE HR +

21 Email

22  Import e-mail and attachments from Outlook to OnBase  Retrieve documents from OnBase in Outlook  Launch Workflow directly via the Outlook interface  Automatic document type and keyword assignment  Store e-mail in a variety of formats  Store attachments in native format  Message handling options

23 Integration for Microsoft Outlook 2007

24 Import email message

25 Attach from OnBase

26 Workflow in Outlook

27 Workflow tasks from message

28 Microsoft Office

29 Office Integration

30 Capture Manage Deliver Integrate Administrate HR + Powered BY ONBASE

31 Compliance, Confidentiality and Security

32 Security  Individual user and user group based  Users granted cumulative rights of all groups they belong to  Can access specific document types to which they are allowed access  Highly granular access to product features e.g. Printing, email, annotations, versions  Document, Database and Keyword encryption, which can be managed by HR not IT

33 Auditing  Complete and comprehensive transaction logging  All actions are logged e.g. login, retrieval, update, logoff, etc.  Administration interface to access audit information  Custom reports can be viewed using OnBase Report Services

34 Workflow

35 JANE ANDREW PAT  Notifications  Timers  Load Balancing  Calendars  Org Charts  Identify missing Documents

36 Document Retention  Enforces a structured retention policy for document destruction  Supports compliance  Minimises legal risks associated with accumulation of expired records  Reduces processing expense  Save storage space

37 Capture Manage Deliver Integrate Administrate HR + Powered BY ONBASE

38 Employee Record Search Employee Number Name Department Employee Records Name Date of Birth Department Manager Post Code Regional Office  Document retrieval  Custom Queries  Line of Business  Foldering


40 Document Composition

41 January 1, 2010 Dear Mr. Hastings, Re vacancy: Web Developer Following your interview, I am pleased to offer you the above position with GardenSol. Your initial basic salary will be £21,800 per year payable monthly in arrears by bank transfer. Full package details to follow. I do hope you will accept this offer but if you have any questions please do not hesitate to contact me. Yours sincerely, Sam Hastings 22 Oxford Road Bicester OX12 4TF Carol Knowles Business Application User Input, HR + Powered BY ONBASE

42 Capture Manage Deliver Integrate Administrate HR + Powered BY ONBASE

43 Integrate without Programing

44 Process Example..

45 HR + Powered BY ONBASE

46 Employee Manager INITIATESETUP PROCESS COMPLETE HR Generalist Internal Departments Request Supplies Create Employee Profile Accepts Offer Complete Checklist IT Hardware /Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Arrives Final Review

47 Employee Manager INITIATESETUP PROCESS COMPLETE Request Supplies Request Supplies Create Employee Profile Create Employee Profile Complete Checklist Complete Checklist IT Hardware /Phone IT Network Systems FACILITIES Desk/ Chair… ONBASE TRAINING Final Review E-Forms Exception Reports Folders Document Imaging Workflow Accepts Offer Arrives Internal Departments HR Generalist

48 New Starter Forms

49 ROI on Induction process  Shorten the productivity curve  Increase employee engagement  Reduce processing cost per new hire  Clerical induction tasks eliminated  Eliminate manual handling and routing time  Reduce manual and duplicate data entry  Decrease induction delays  Establish consistent induction process  Instant access to all employee documents

50 Summary


52  Streamline day-to-day HR processes  Automate routing and distribution of documents requiring approval  Reduce storage costs and eliminate any document loss  Provide security features to protect employee privacy and comply with regulations  Reduce time performing routine functions  Distribute employee communications and audit reading compliance  Comply with, and automate document retention policies according to business rules

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