PAPERLESS HUMAN RESOURCESFROM RECRUITMENT TO PAYROLL (AND EVERYTHING IN BETWEEN)

Presented by Lydia Aguirre, SPHR, CCP

Director of Human ResourcesIdaho Housing and Finance Association

THE CHALLENGE

Paper-heavy department, lots of signatures Need streamlined, easy-to-use, reliable

process How to set up electronic signatures,

workflows, archiving, retrieval & reports?

OUR SOLUTION

OnBase (Can use any similar program) Electronic File Cabinet Digital Workflows and Electronic Legal Signatures Easy document retrieval & report writing

HOW WE DID IT

Benefits Open Enrollment Created fillable forms with “submit” button

Routes to payroll, insurance carrier, and employee Medical, Dental, Flexible Spending Account, Vision,

Retirement, Life Insurance, etc

Payroll & Forms Timesheets with approvals W-4, Direct Deposit paychecks, etc.

Recruitment On-line job applications through recruitment,

background checks, hiring, onboarding. (Handles the “no”s too.

ELECTRONIC RECRUITMENT PROCESS Position Request by Manager – Intranet Form

List job details Assigns trainer Gives information on location and computer needs.

Comes to: Human Resources

Completes salary range Gives details for recruitment strategies

ELECTRONIC RECRUITMENT PROCESS

Online Application – Link on all ads Routes to appropriate recruiter for the position

selected. Resume is attached to application Auto-email is generated to applicant that the

application was received

RECRUITMENT WORKFLOWNew

Application- Generates Recruitment

Checklist

Recruiter 1 Recruiter 2 Recruiter 3

Interview?

Rejection

Notification

HR Interview

Yes

No

RECRUITMENT WORKFLOW

HR Interview

Department

Interview?

Rejection

Notification

Generate Personnel Action Form

Background / Reference Check

Passed?

Offer Accepted

Final Candidate?Follow Up

Interview?

Employed

Yes

YesYes

Yes

Yes

Yes

No

NoNo

No

No

ELECTRONIC RECRUITMENT PROCESS Candidate not a good fit? Click a button

Auto-generated email to candidate

Candidate might be a good fit? Click a button Route to interview queues, background check,

employed Gives IT helpdesk, facilities, manager, trainer,

etc of new hire information Generates Offer Letter

ELECTRONIC RECRUITMENT – EEO DATA

EEO Information Compiles statistics into quarterly reports Compiles Affirmative Action Plan

ELECTRONIC ONBOARDING

All New Hire Documents sent via e-mail Acknowledgments Benefit Enrollment Forms Offer letter with details of position, salary, etc. Hire date triggers other automated processes

New Hire Feedback Auto-generated after 90 days from hire Responses given to HR, & manager

Performance Reviews Reminders automatically sent to managers and

employees 6 month after hire, or annual if tenured employee

OTHER ELECTRONIC PROCESS

DocuSign – Permits electronic signatures via e-mail Federal forms requiring legal signature

I-9 W-4

Contracts

Payroll Timesheets ACH Transfers Deposits Payments

SIMPLE TO REPLICATE What processes can you automate?

Any form, process, workflows If many steps in process, etc

How can we do it? Use scanning equipment Integrate with other systems you already own

SIMPLE TO REPLICATE

Why? Saves time

Auto-generation of emails, notifications, reminders Kicks off process steps automatically

Saves money No postage costs

Staff can focus on more important tasks Save trees!