Advanced Processing & Imaging, Inc. Blog Do More with Less in Human Resources

Perform HR processes faster and improve staff productivityAre These Your Challenges?You use an ERP or Human Resources (HR) system but you still need a way to speed business processes and reduce costs. You most likely face repetitive, manual data entry in forms and other business documents. You still have the laborious tasks of copying, routing, maintaining and archiving paper documents and electronic files. Inefficient paper-based processes inhibit staff productivity and misfiled records are a nightmare. Employee populations are growing but HR resources and budgets are declining. Can you quantify what manual processes and paper documents cost your organization each year?The SolutionAs an HR professional, you know that in today's tough economic climate you need to do more with less. Document management solutions have been used by small, medium and large organizations for over twenty years. What started out as a simple way to convert paper documents into digital images has evolved into a powerful workflow and document management solution that will help you automate any manual HR process and eliminate the paper shuffle. It's the perfect solution to speed and simplify recruiting, employee onboarding and off-boarding, time-off requests, benefits declaration processing, annual reviews, and so much more.An integrated document management and workflow solution will increase HR business efficiency, enhance staff experience, and improve the delivery of services. It's designed to minimize manual data entry, eliminate dependency on paper, and automate workflows-based on the way you do business! You typically get a secure central repository for all enterprise content that takes the paper shuffle out of business workflows and maximizes the efficiency of daily operations. And it's much easier to perform backups to protect your information this way too.Look for a solution that offers integration with your ERP/HR system, which means information can be extracted and stored automatically to avoid redundant data entry and avoid mistakes. This means information like employee name and address, department, title, DOB, and so much more gets auto populated into the workflow form and process to save time and reduce errors. All staff and employee approvals, rejections, notes and requests are captured and stored with all the documents for processing and auditing. Every department in the organization that's part of the HR process will use the solution to streamline processes and securely distribute supporting documents and information so you can complete HR processes faster, with less effort and at lower cost. And staff only see the information that you want them to see-you get complete security and control! With its unique process monitoring and decision management engine, the reviewing and approval of HR workflows can be automatically initiated, managed, and tracked.How it Works - By the Numbers - Onboarding ExampleOnce an applicant accepts an offer letter, a complex onboarding workflow of action items typically takes place-including desk/office assignment, resource allocation including computer, and phone, and an HR onboarding process. When the applicant's countersigned offer letter is received, it is scanned into the workflow system which pre-populates a workflow form with all the pertinent employee information from your Skyward HR system.The workflow system will automatically generate and electronically distribute the appropriate process request forms to any number of departments including IT, security, operations, and HR staff.When a new hire arrives on their scheduled start date and brings a number of completed HR forms and copies of supporting documentation (like a birth certificate, social security card, driver's license, passport, or work visa).When HR receives these documents they are scanned into the system and associated with that new employee so that in the future, anytime the HR system is used, all applicable information and images associated with that employee will be made available-eliminating the need to search for documents. And of course anyone of these documents could start their own workflow processes. Other documents can be added to the employee's electronic folder at any time.Workflows may also include decision-making events which are also captured electronically via electronic signatures already built into the system. All approvals, rejections and annotations are captured along with the original documents for a complete auditable trail and all information added by staff during the process can be uploaded into the Skyward HR system via a simple script.Of course HR Management can run reports and perform auditing at any time and see the status of onboarding process for each new hire.A Checklist to get you startedSo how can you prepare? You need to document how you perform your HR processes today, including the different staff and departments that are included in your process. Here are some sample implementation questions to help get you started for an onboarding process:Where are new hire forms and supporting documents processed?Where are the paper forms stored?What is the filing system scheme - stored by employee Social Security number or employee number as example?What is the workflow process? Who is included in the process and what docs/forms would they need to see to complete their tasks?Are there decision-making tasks involved? If yes, document the approve and rejection paths.Will you destroy all paper documents after imaging?Bottom Line BenefitsWith a document management and workflow solution all company required forms and supporting documents are available nearly instantaneously and the HR process is completed far faster with less cost and risk. There is greater accountability amongst staff with improved decision-making. Seamless integration with your ERP/HR system streamlines the process and ensures accurate information is securely and easily accessible on demand. A flexible and customizable workflow will enable further process enhancement and deliver greater accounting insight. Within the first year most HR departments using a document management and workflow solution significantly reduced processing time and operating expenses while delivering a higher level of service.If you're not already using a document management system along with your ERP/HR system, you should be.The author Bennett Klein is Sr. Director of Marketing at Advanced Processing & Imaging (API). Bennett has over 25 years' experience in data management and protection technologies. API develops and sells document management and workflow automation software solutions. For more information and a live demonstration over the web, call (800) 430-7011 or e-mail us at info@apimg.com. You can also visit www.apimg.com