EASY SOFTWARE S POCKET ebook SERIES. Document Management. for the. HR Department

Transcription

1 EASY SOFTWARE S POCKET ebook SERIES Document Management for the HR Department

2 Power to the People The greatest asset any organisation has is its people. One of the greatest challenges is managing them effectively and treating them in a manner that is consistent and fair. The ability to keep detailed records, access them quickly when they are needed, inform the right parties of important occurrences, and enable proactive decision making is critical in daily HR processes. Human resources managers are tasked with managing information from job applicants, employees, and even board members and the challenges can be daunting. From the posting of a position through an employee's hiring, management, and departure, detailed information has to be provided, collected, and available to meet organisational and regulatory requirements. 2 3

3 Emphasise people; not paperwork Document management technologies play a key role in helping HR managers to automate the production, management, storage and retrieval of this vast array of information by efficiently capturing and associating documents with employees in a digital format. This eliminates the need for documents to be stored physically thereby saving space, time, improving service response levels and minimising paper loss through mis-filing, fire, flood or theft. Add to that the ability to seamlessly integrate document management software with HR and Payroll applications, and you further boost the immediacy and electronic completeness of information in the HR domain. Large HR departments handle thousands of P60s, P45s, P11Ds and other workforce contracts and documents each year. The volume of documents that HR departments handle is further impacted by changes in workforce legislation and an unstable economy only adds to the burden. Electronic document management enables all physical and digital documents relating to an employee to be captured and stored, including s. These may be required for day to day HR, for compliance or legal reasons. 4 5

4 Aside from hampering business growth, and preventing decent service, paper documents create all sorts of other problems: 1 2 Counting the Cost They take up an enormous amount of (costly) physical space. Content cannot be filed under more than one category without lots of photocopying. 5 6 Related documents (eg letters, P11D's, job contracts, CV's, job records) cannot easily be consolidated without more paper being printed, so the business struggles to gain an overall picture of its employees. Remote workers can t gain access to the content unless someone faxes a document to them, hampering the ability to support flexible, efficient working. 3 4 Locating documents is timeconsuming, if not impossible. As a result, employees and employers waste a great deal of time re-creating or re-requesting documents that already exist. Without document management, staff could spend 80% of their time looking for a document rather than working on it. A good document management system will find the same document within seconds, making users 80% more productive. - Butler Group 6 7

5 CASE STUDY Productivity in Personnel at Alcon Laboratories UK The HR department at Alcon Labs UK has dramatically increased its visibility of Alcon staff now that all personnel paperwork has been scanned into the EASY EDM system. With one simple search the HR team can access information from CVs and job applications to contracts, salary reviews and pension information. This is visible, instantly accessible information and it makes for a much more responsive organisation. Jamie Moss, Alcon Laboratories 8 9

6 CASE STUDY Anglian Water HR and EDM Success at a Glance Anglian Water has an electronic platform for its HR documents coupled with processes and protocols around their capture, storage and usage. The system is based on EDM from EASY SOFTWARE and off-site document storage from ARM Plc. The Anglian Water system is hosted by EASY SOFTWARE so no software or hardware acquisition costs. Challenge To replace the HR department s paper based document filing and retrieving system with an electronic document management solution To prepare the files for electronic upload by scanning, capturing and OCRing To store the paper records in a secure facility for ongoing storage and retrieval Solution EASY ENTERPRISE from EASY SOFTWARE Document scanning and OCR from Sydoc Limited Paper record storage and retrieval from ARM Plc Benefits HR department staff deployed to more productive tasks Document Disaster Recovery system now in place Increased compliance with employee record storage regulations Faster retrieval of files, no lost files, or misfiling Increases in departmental productivity and efficiency Few document management projects rely on one supplier alone and ours was no exception. We identified three disciplines - the scanning and OCR, the electronic storage, management and retrieval of the files; and the archival and storage of the paper record. EASY SOFTWARE led the project and supported by Sydoc and ARM Plc collaborated to deliver a polished and successful integrated service. Richard Norton, HR Services Manager, Anglian Water

7 CASE STUDY The co-operative Increasing Efficiency and Reducing Cost for the Co-Op s HR and Pensions Department The Co-Operative Group is the UK s largest mutual retailer. It is the fifth largest food retailer, the third largest retail pharmacy chain, the number one provider of funeral services and the largest independent travel business. It also has strong market positions in banking and insurance. The Group employs 85,000 people, has three million members and over 4,300 retail outlets. These figures are constantly on the increase as the group continues to grow, acquiring businesses, properties, growing its employee base and inevitably increasing an already unmanageable mountain of paper documents across its corporate divisions. The group realised that it had to take hold of the growing paper mountain and consider investing in a company-wide document management system. Early 2006 the group services team at the Co-Op began the search for an integrated workflow and document management system that would suit the needs of its rather fragmented business, addressing small to large implementations across a number of key departments and eventually to roll out across the business. EASY SOFTWARE was selected over a number of suppliers and work began to implement the necessary hardware and software to support the first document management implementation in the Group Risk and Insurance Division (GRID)

8 CASE STUDY Fielding-revised-final.pdf The co-operative (continued) Efficiency, Cost and Compliance Our document management strategy was underpinned by three key drivers, namely to improve efficiency, reduce costs and to help the Group ensure Compliance across its document handling, retention, storage and retrieval, explains Matthew Allen, Business Manager at the Co-Operative Group. At a user level we aimed to reduce the time it took to wade through filing cabinets and boxes full of paper to find information; work that is very time consuming, unfulfilling and error prone. This motivation was set against a background of further business acquisitions by the Co-Op which Matthew explained meant more HR files, more pensions paperwork and more property documentation. From Little Acorns The Group Risk & Insurance division provides insurance for all the stores as well as general insurance services. Documents include claims, invoices, letters, associated images and pictures. As a first, small project this enabled the services team to build its knowledge of back-scanning, indexing techniques, storage and retention terms etc. All information relating to claims and incidents were scanned and captured on the new EASY electronic document management system. The system proved a success and enabled the risk and insurance team to move to a new floor without taking their documents with them

9 CASE STUDY The co-operative (continued) To Giant Oak Trees A massive scan and retrieval operation took place to cleanse, scan and index the documents. Each had to be meticulously handled with staples removed and a cover sheet applied with a barcode to save input time. The HR document management implementation required EASY to integrate with the Oracle HR system to enable automatic linking between documents in the DM solution and records in the HR system. Months of document scanning involving an external document scanning bureau, Graphic Data, saw the paper documents to electronic files enabling HR staff to access over 1 million pieces of paper in seconds without having to leave their desk. This small initial success gave the team the confidence to take on the HR department; a huge department looking after files and documents for 85,000 active employees plus 120,000 leaver information. The Co-Op s HR department application focused on those documents that needed to be stored and retained for legal reasons. 600,000 documents each with multiple pages amounting to over 1 million pieces of paper. These are very important documents core to group compliance and an audit trail of their management and storage is critical, explains Matthew

10 CASE STUDY The co-operative (continued) The electronic environment makes a huge difference to staff productivity and efficiency, adds Matthew. HR staff have information at the touch of a button without having to wade through files of paper documents. So time utilisation has improved enormously. Also we have taken a retrieval process that used to take hours and reduced it to seconds. From a corporate compliance point of view the HR documents now contain full audit trails, they can t be deleted and they can t be mislaid and this is a critical position for documents with such high legal value. The EASY system now operates an internal post-room where the dedicated scanning team cleanses, scans and indexes an average of 1,000 HR documents each day

11 1 2 What should you look for? Here s what independent technology analyst firm, Butler Group, says: A repository that caters for different types of document, from paper documents, forms, records, s to spreadsheets and images Sophisticated indexing, enabling easy retrieval (this should allow for multiple categories, so documents can be accessed under many different headings) now accounts for a whopping 90% of business communications Workflow, to manage the processes (eg the creation, review, editing, collaboration and publishing of documents) The ability to control who can access and change the documents and an audit of all changes A good search capability The ability to integrate easily with other, related applications, from HR and Payroll applications to other types of content management or records management systems that may be in use now or in the future Be easy to use and as widely accessible as possible (eg over the Web) 20 21

12 22 23

13 About the Author EASY SOFTWARE was founded in 1990 and is acknowledged as Europe s foremost provider of integrated document management technologies helping thousands of organisations to manage their information lifecycle from capture and management through to archive and disposal. EASY SOFTWARE is synonymous with solving data and document management and storage problems. The company philosophy is a simple one: Document management software should be intuitive to use, easy to integrate into existing corporate infrastructures, and customisable to meet each user s individual requirements. The flagship product, EASY ENTERPRISE incorporates a comprehensive range of document management and workflow capabilities. Other well known solutions from the EASY portfolio include EASY ARCHIVE and EASY xbase. EASY ARCHIVE is the world s most implemented document archive solution with more than 9,000 installations worldwide and is integrated into an SAP packaged service. EASY ARCHIVE was awarded the coveted Storrie award for the best archiving software product of the year, two years running. EASY xbase is a sophisticated archiving solution offering powerful full text searching of both s and attachments coupled with an unlimited mailbox held securely in long-term archives. s, documents and application data are archived and searched directly from your Microsoft Outlook application using EASY xbase. Revision proof archiving, instantaneous full text retrieval for s and attachments. What could be easier? 24 25

14 EASY SOFTWARE S POCKET ebook SERIES For more information please visit the company website on or the EASY ebookstore on or call us on