ecm automation for hr departments
TRANSCRIPT
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!
