DFS-Sphere Human Resources Automation Efficient processes, Compliance and Audit Trails: Keys to Success Introduction Human resources is an ever-evolving business function. The number one pain HR professional identified was the mundane task of completing manual processes and spreadsheets. Manual data entry and the analysis of the data to make useful spreadsheets is extremely time-consuming. Along the same line is a lack of workforce visibility and metrics, which was ranked as another biggest HR pain. For these problems, technology adoption is the best solution. Two additional HR pains are: the madness of recruiting and subsequently, employee turnover. High employee turnover is a major driver of recruiting madness. Organizations should seek a software solution that emphasizes automation, compliance, and audit trails. Time- and resource-consuming manual HR processes increase chances for data errors, employee dissatisfaction and non-compliance. On the other hand, an automated, digital HR system reduces the administrative burden on HR employees, increases organization-wide self-sufficiency through instant access to information, and enables staff to spend more time on strategic issues such as lowering turnover, improving the recruitment process, or reviewing programs and less time on basic administrative processing activities. Human Resources Automation Human resources automation software greatly reduces the time it takes to complete tasks and improve quality of work. With automation technology, organizations improve productivity by automating paperbased processes; reduce administrative costs, cycle time, and error rate; and realize a quick ROI Here are some core HR functions that can be improved with automation. sales@directfocussoftware.com Page 1
Employee Self-Service DFS-Sphere employee self-service, which provides web-based access to their own personal data and HR information, translates to a quick win for both management and employees. By automating many HR administrative tasks such as changing addresses or submitting leave requests, companies can quickly reduce their total cost of ownership and obtain a higher ROI. In addition, they can increase employee productivity and optimize processes by empowering employees and managers to collaborate and better manage their work-life balance and take more responsibility for their jobs and development. Reduce Administration Costs Through automation and smart applications, you can help improve data accuracy by enabling employees to enter, display, and update personal information such as addresses, bank information, and other personal data such as emergency contacts. Employees can record hours worked on projects, request their trips and report travel expenses, and import credit card details. Allow your employees, from anywhere and at any time, to request their future vacation or leave time, correct their time data, and receive the respective workflow-driven approvals from their managers automatically. Employees can view their time, salary, and total compensation statements online, and you can save mailing costs at the same time. Requests for special statements such as salary and employment verifications and support for completing tax information can be offered online as well. Interactive forms can be offered to help guide employees through a process for example, when changes in work time are triggered. The interactive form can them be automatically routed to the manager for approval and finalization. At the end of the business process, the forms are made available in the employee s online personal file and can be displayed by the employee as well. Employees as Key Contributors in Entire Business Processes Employee self-service is one key piece of your overall service offering to your workforce. Employees are given access to their respective activities within an overall business process where their contribution is required. This access for example, allows employees to view and update their skill data, manage their career and job planning activities, and apply online for new jobs. Functional Highlights Here are some core employee self-service functions that can be improved with automation. Time off request. Enter your time off information, view/print your time statement, and look up your vacation balance. Payroll. View/print your pay stub and W-5 forms, changes to your tax withholdings and bank/direct deposit information can be made using this service. sales@directfocussoftware.com Page 2
Personal Information. View your name, gender, and marital status information, view/change your address and contact information. Benefit. View family members/dependents currently enrolled in the healthcare/insurance plans. View your current benefit elections, coverage levels, and plan costs. Change your healthcare benefits during annual enrollment. View/print your benefits confirmation form. Travel Request. Fill out and submit your travel expense. Appraisal. View, print, and acknowledge/appeal your performance appraisal. My Request. View, print, check approval status of your HR requests. Manager Self-Service DFS-Sphere manager self-service software can empower your managers to oversee their employees and budgets more efficiently. Enable your business teams to pull data and perform transactions to make better, smarter decisions for building and developing your workforce for future success. Hire the best people and build leadership strength Self-service helps your managers find the best candidates from outside or inside the organization and evaluate and identify key performers. Workflow tools send requests to the appropriate individuals for approval and execution during the hiring process or for personnel change requests. With self-service in DFS-Sphere, managers can keep track of employee performance and devise a plan to ensure that they are engaged and fully productive. They can help employees develop and realize their potential by finding and filling performance gaps with targeted learning activities, helping drive individual and organizational success. Plan, analyze, measure and align objectives to strategy Self-service provides ready access to basic information on corporate strategies and policies. A single, comprehensive and configurable view of information from sources throughout the enterprise simplifies many management tasks, including performance appraisals and development activities, succession planning and organizational changes. Managers can create meaningful employee objectives aligned to the organization s objectives aligned to the organization s objectives, identify further development areas, and get reports, guidelines, forms and other information without assistance. Enable managers to manage with flexibility Managers can perform quick status checks of the information that is most important to them. Managers can initiate employee processes and preform activities on behalf of employees, such as a leave request. sales@directfocussoftware.com Page 3
For routine tasks, managers can assign substitutes, for example, delegating everyday approvals to an assistant. They can also enable a substitute to access team-specific information and processes and can even refine the details of their substitutions. Online HR Form Process DFS-Sphere ehr processes human resources forms and requests online electronically with routing workflow determined by configuration, and allowing for email reminders for tasks and digital signature approval. These forms will then be processed automatically at the end of the process into document management application which eliminates paper copies of the same form and paper routing for approval signature around the company. Recruitment Whenever a manager needs to hire an additional employee, he/she can go to the Manager Self-Service Portal, fill out a staffing request form, and submit the form online. This form is processed electronically and routed through different levels of approval (for example: HR Director, Chief Operating Officer and Director of Finance, etc.) before the position is opened. Once the request is approved, the position is posted online. Applicants can apply a position by filling out the application form online. Once the form is submitted, it is automatically routed to hiring supervisor for review. If the candidate is recommended by the hiring supervisor, the workflow system will route the application through various approvers. New Hire Onboarding The onboarding process whether for a new employee, customer or business associate requires a broad set of applications and a number of processes. Each scenario is different and has its own set of tasks that need to be completed. DFS-Sphere Onboarding system allows you create forms to capture needed information and then initiate the appropriate work streams to facilitate the onboarding process. The system lets you specify the roles and workflows required for the onboarding process, and it integrates with back-end systems to streamline processes. These form workflows can notify, engage and synchronize all parties involved in the onboarding effort. You can generate notifications to alert team members of work items that need to be performed and then automatically route the form for approvals. Performance Review DFS-Sphere performance review is a self-contained process that enables you to make formal and standardized evaluations in a business context using one or more templates (appraisal models), and in as objective a manner as possible. In the performance review system, you can, for example, create following models for the appraisals: sales@directfocussoftware.com Page 4
Personnel performance review 360 feedback appraisals Formalized job references Business event appraisals Surveys A manager goes to the Manager Self-Service portal, select an appraisal model, the system creates the appraisal and proposes default values for the most important input fields. The appraisal is automatically routed to one or more appraisers with email notification for reminding. Appraiser can perform and approve every appraisal online. During this phase, he/she can save and change every appraisal as often as they want. Once an appraisal has been carried out and completed by an appraiser, it can be passed on to the appraisee for approval. The appraisee can view the appraisal, and then decide whether to approve or reject it. If he/she rejects the appraisal, the status of the appraisal can be reset automatically so that the appraiser can review it. Once the appraisal has been approved, it is possible to perform various follow-up activities. Helping Companies Become Best-Run Businesses Our vision is for companies of all sizes to become best-run businesses. In today s challenging business environment, best-run companies have clarity across all aspects of their business, which allows them to act quickly with increased insight, efficiency, and flexibility. By using DFS-Sphere solutions, companies of all sizes including small businesses and midsize companies can reduce costs, optimize performance, and gain the insight and agility needed to close the gap between strategy and execution. To help our customers get the most out of their IT investments so that they can maximize their business performance, our professionals deliver the highest level of service and support Business Benefits Document process & Data Collection Eliminate paper form, paper routing, and paper document storage. Provide instant access to status of requests. Automate request handling process to reduce labor requirement and prevent errors. Generate audit trails to increase approval process visibility. Governance & Document Enforce company policies, roles, rules, responsibilities, and procedures to collect, store, retrieve and use information and documents. Ensure your company from security threats or noncompliance liability. Enforce best practices in document management or information usage. sales@directfocussoftware.com Page 5
Information & Document Management Help users to quickly, reliably, and cost-effectively find information and documents. Provide interfaces and dashboards to facilitate day-to-day business operations and improve productivity. Generate analytic or summary reports for human resources business operation. Track, store, and manage electronic copies of company forms, documents and image files. Get Started Today DFS-Sphere ehr is flexible for customization to the way you want, and highly adaptable to your fast changing business environment. It is simple, easy to use, and easy to maintain, most administrators of our system are non-technical people, for example, CEO, director of finance, director of human resources, etc. Using our innovative, breakthrough ODI (Object Data Interpretation) technology in DFS-Sphere, we can deliver high quality solutions quicker and at lower cost. For detail pricing structure, please contact us at 1-888-626-3379 or via email at sales@directfocussoftware.com Live demos are also available upon request. Depending on your special need, we can even setup a test account for you to test our solution before making a decision. About Direct Focus Software LLC Direct Focus Software, LLC provides software products and services based on technology developed over the past 8 years to realize the dream of creating custom solutions quickly at lower cost. Our staff has extensive experience in creating and managing electronic form workflow and automated business process solutions in both the public and private sector. Direct Focus Software provides cloud-based solutions that streamline your business process and provide you maximum flexibility and efficiency in enterprise business operations. sales@directfocussoftware.com Page 6