ECM Automation for HR Departments
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How to use your firm's ECM investment to automate your HR document centric processes.
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ECM Automation for HR Departments
- 1. ECM Automation for HR Best practices for document processing & records management October 14, 2015
- 2. 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
- 3. Records Management Challenges in HR Many organizations get most new HR docs digitally via email and then print to paper and file!!
- 4. 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.* $125 The 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
- 5. Records Management Challenges in HR Disparate HR systems create “document silos” eliminating a single unified employee file! HRISLMS PERF MGT OTHER STAFFING BENEFITS
- 6. 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
- 7. Big 3 Benefits of ECM for HR 1.Compliance 2.Collaboration 3.Costs *Liberally borrowed from The Day Huff Group & PWC I9 Forms ICE HIPAA HHS FMLA DOL 1099 Contractors IRS Document Creation Self-Paced Training Repository Employee Access Benefits Enrollment Lower HR Admin costs by 50% with the right ECM investment*
- 8. 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
- 9. 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.
- 10. 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
- 11. 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”
- 12. 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
- 13. 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!
- 14. Today’s Presenters Ken Kingery Mosaic Corporation kkingery@mosaiccorp.com 770-452-7373 www.mosaiccorp.com Dan Thomson Docstar Corporation dthomson@docstar.com 910-400-5232 www.docstar.com