1. HR Solutions Katie Shaw & Colleen Alber

3. I know there are some documents that I have to keep in paper form…

4. You can go paperless as long as you can ensure that your document management systems are secure, accurate, reliable and accessible.

5. I can’t scan employee’s medical information in a document management system…

6. 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.

7. Some employee documents require a signature…

8. WET Signatures are required on HR docs, but they don’t have to be WET signatures. Certificate-based, electronic and pins are all acceptable signatures.

9. Maybe most HR documents can be electronic, but there is no way that the I-9 Form can be stored electronically…

10. 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

11. “Setting the Scene”

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

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

14. 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

15. How does your HR department currently operate?

16. Paper Based Enterprise Legacy Home grown Outsourced services Other HR System

17. Human Resources Systems SAP Oracle PeopleSoft JD Edwards Lawson SYSPRO Microsoft Dynamics GP NETSUITE ADP Enterprise systems… Older legacy systems… Home grown systems… Outsourced services…

18. Designed to integrate with and complement existing HR and Payroll solutions… (Not replace them.)

19. These systems just house the data. The problem is that…

20. …it’s about documents… Application for Employment Resume Cover Letter References Assessment Scores Interview Results Offer Letter Employment Contract Non-Disclosure Emergency Contact Form Employee Reviews E-mail Communications And more…

21. The Whole Picture Link Documents and Processes to Data data HR System data HR System HRIS

22. How can OnBase help?

23. 1 2 3 Employee File Management Policy Administration Form & Process Automation Quick wins:

24. 1 Employee File Management

26. “ The average employee file has over 50 different documents ” Hyland Software, HR Department ” “

27. 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!

28. QUIT PAPER! THE SOLUTION

29. “Where do I start?”

30. OnBase has many import methods! Scan paper documents Fill out electronic forms

31. Let’s focus on paper.

33. 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 documents select Document Type enter primary Keyword to expand AutoFill Multiple SEARCH methods! Define structures for automatic Folder creation

34. Folder Interface File Cabinet / Folder Window Document List Folder Tabs Document Viewer

35. Live Demo!

36. Awesome, we’re electronic.

37. Business Systems Rooted in the Organization HRIS ERPEmail Payroll Legal

38. Application Enabler bridges the gap between OnBase and the HRIS system

39. Application Enabler Retrieve Documents Retrieve Documents Index Documents Index Documents Generate Bar Codes Generate Bar Codes Launch Workflow Launch Workflow Create E-Forms Create E-Forms Run Custom Queries Run Custom Queries Launch Folder Interface Launch Folder Interface HRIS

40. Mouse ClickKeyboard Event Ease of Access

41. Application Enabler - Folders

42. Application Enabler Extend the reach and investment of your HRIS or ERP system Share data and supporting documents across systems Turn tedious tasks into automatic system operations Reduce redundant data entry

43. Live Demo!

44. Outlook Integration brings OnBase to the user’s primary application

45. Integration for Microsoft Outlook 2010 Document Retrieval

46. Integration for Microsoft Outlook Keep users in their primary application Easily find information in OnBase Let information find employees Extend business processes

47. Bring the documents to the data / user ! Bottom Line:

48. Employee File Management Manage all employee files electronically Ensure correct security and access to files Create a consistent structure to employee files Define the correct retention periods for different documents Allow access to whoever needs the file (or parts of the file) at the same time, in their preferred interface Recap

49. 2 Policy Administration

50. Why? Compliance Requirements Education, Safety and Training Improve Business Operations Minimize Organizational Risk

51. Policy & Procedure Administration Is a Priority for HR Departments! Benefits Employee Handbook Manuals Training Insurance Updates Safety

52. Thousands of employees worldwide

53. Ok, wait just a second.

54. Email IntranetSpreadsheet Third-party

55. It’s about the tracking!

56. 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!

57. Acknowledge a Document

59. Document Administration

60. Live Demo!

61. Policy (and Procedure) Administration Manage employee notification & acknowledgment of company policies and procedures Track delinquency, readership, etc. Send reminders to employees and managers Prove compliance of required reading Recap

62. 3 Form & Process Automation

63. Anyone can create professional looking forms!

64. Advanced Form Features Tabbed Navigation AutoFill Keyword Sets Field Masking and Validation Calendar Collapsible Sections Repeating Sections

65. Unity Forms Point-and-click designer provides configuration of advanced features without scripting! Platform and browser compatibility built-in Internationalization out-of-the-box Share/embed forms in Web pages, SharePoint sites, e-mail links, to an iPad, even offline (12.0)! Test drive forms before publishing Upgrade without issues

66. Themes and Signatures 12.0

67. Cascading Data Sets 12.0

68. More 12.0 Features Calculations without coding Custom actions (field triggers) make sections appear/disappear based on user selection Read-only security at section, page and field levels Auto-number (incrementing) keywords Drag/drop from toolbox or double-click control to add it to the form Offline support via Unity Briefcase

69. But it’s also about the process!

70. 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

71. Live Demo!

72. Form & Process Automation Capture data electronically Enforce data accuracy, security, etc. Trigger Workflow processes Send notifications Recap

73. 1 2 3 Employee File Management Policy Administration Form & Process Automation Quick wins:

74. Thank you! Katie Shaw & Colleen Alber Hyland.com/Community