HR Document Management

Transcription

1 HR Document Management Business Solutions Eliminate paper trails and storage Improve security of employee files Improve compliance Automate HR processes Employee web portal Outsource service options Integrate with existing systems

2 02 Improving the Management of HR Information Benefits All records held securely in one location Access records instantly from any office Eliminate paper based processes Prevent misfiling and loss of documents Improve compliance Improve security of records Reduce administrative costs

3 03 For some organisations HR can be a large management challenge with thousands of staff based at many different locations. All employees will also have records kept usually in paper form and relating to their employment such as: Interview notes Contracts of employment Reviews and appraisals Disciplinary information Pension and healthcare information Holiday forms References Timesheets Business processes such as offers of employment or new joiners frequently have many stages of approval and sign-off associated with them and the paperwork has to be sent from person to person. This generates delays and extra processing costs. or faxes are used for such communications, with documents frequently kept on networks in MS Office format files. This can lead to lots of different file types and locations for HR information which then makes business processes surrounding employee management slow and cumbersome. Data Capture Solutions (DCS) are experts at resolving these problems with a set of HR information management services and web browser based software solutions which quickly and easily integrate with any existing HR databases, automate your business processes and bring greater efficiency to HR staff. By configuring our FileStore HR solution we can help organisations to deliver immediate improvements in: Employee file management and access Compliance with DPA and security processes Records management to industry best practice (ISO 15489) Legal compliance with record keeping (BS 10008) Automation of document production Automation of HR processes such as offers, joiners, reviews, leavers Integration and re-use of existing information in other IT systems Sharing information and collaboration between offices Automated capture of timesheet data from paper forms FileStore can either be purchased and installed on your own computers or contracted as a hosted service which allows fast start-up and a low risk trial for a low monthly cost per user. We have estimated that in the first year alone DCS s FileStore HR solution has saved us over 150,000 in administration costs alone

4 04 Simple display of folder levels in FileStore: Drilling down to branch/employee level in a retail context.

5 05 HR function benefit Powerful search and reporting capabilities in FileStore allow the HR function to monitor how well employee data is being gathered - both organisation-wide and at more local levels. For example, if a particular cost centre has experienced challenges with ensuring Right To Work compliance, a report can be generated to highlight the presence or absence of the required documentation in employee files within that cost centre (or indeed the whole organisation) so that the situation can be monitored and addressed. Employee benefit The HR solution can incorporate an employee Self help information resource which any employee can log into to see corporate procedures, holiday records and other documents. These can be searched on specific keywords such as maternity leave to make finding the appropriate information section quick and simple. Backscanning for a positive start DCS also offer a service to scan in all of your existing HR employee record files so that your solution comes ready to use with your historical and current files ready to access at the click of a button. With FileStore HR we have set up an employee HR web portal quickly and easily. Content is extracted from our existing MS Word documents, Oracle database and ERP system and then automatically pushed out to new formatted web pages with no involvement required from our IT team at all. HR solutions we integrate with include SAP, Oracle, PeopleSoft, JDE, Sage and most other databases. SAMPLE DUMMY DATA Sample employee file featuring list of documents present in file and highlighting required absent ones.

6 06 Gate Gourmet case study Gate Gourmet - one of the world s largest independent providers of catering and retail solutions for airlines and rail companies - wanted to review and centralise a number of business processes including accounts payable, HR and health and safety as the company were experiencing typical problems with paper driven approval and record keeping which had to be coordinated over multiple office locations. The solution DCS began working with Gate Gourmet as the company s preferred vendor for generic document imaging, document management and workflow technologies. DCS provided an installed solution at Gate Gourmet s offices near Heathrow which addressed HR record keeping problems. All employee records are now digitised and controlled in a central and secure digital form and HR processes can also be automated and integrated with other back office systems. The outcome The company wide solution has made HR record management much more secure and full control over data protection and access is made easy with automated file plans for employee files. s and MS Office documents can also be stored in employee files in their original form without printing which gives a single record of all information relating to an employee. A key point for selecting FileStore was its flexibility compared to purchasing many different point solutions, FileStore is therefore now being rolled out across the company to also manage health and safety records and accounts payable functions by re-use of the same platform. New Look case study New Look - a dynamic High Street clothes retailer with a presence of over 800 stores in 21 countries - wanted to improve the visibility of their employee files from the HR department s perspective. With files being kept in-branch there were challenges in auditability and compliance which New Look decided to solve with a centralised HR document management system. The solution The New Look project was delivered in two overlapping scanning phases. Firstly the backscanning phase - in which all existing employee files (some 18,000)prior to a certain date were sent to DCS for scanning into FileStore. This transitioned into a day-forward scanning era which dealt with all new employee files created after that date. This required considerable logistical coordination since the backscanning operation had to be performed in batches. FileStore was deployed as a relational database that dynamically models the administrative organisation. The outcome The 60-strong HR team has complete visibility of document status in each employee file. New Look uses the system to generate reports alerting the HR team of any employee files missing documents or requiring update. Changes are now made electronically to files instead of replacing paper documents. Data Protection and other compliance requirements are easily met. Because FileStore has been configured as a dynamic and future-proof solution, whenever new branches of New Look need to be added or regions subdivided, DCS can arrange this and ensure all existing data is appropriately reallocated.

7 07 Our HR solution customers include: DCS provides enterprise information management software solutions and services to more than 1,000 worldwide companies, bringing intelligence and automation to the creation, capture, management and distribution of information. DCS s solutions make it possible for companies to share content globally across all internal and external systems, applications, and departments, while maintaining central control and management.

8 Data Capture Solutions Ltd 69 Buckingham Avenue, Slough, Berkshire, SL1 4PN, UK Tel: Fax: