Simple & Secure Human Resources: Document Automation & Easy ECM

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One of the more document-centric processes within any organization is Human Resources, with both company and regulatory requirements for documentation and data, ranging from Paper to Email to E-Forms. This presentation will show how to Renovate your HR Document Management systems including:

*Employee Applications
*Employee Onboarding
*Employee Document & Records Management

Join 2012 & 2013 Alfresco Partner of the Year, Zia Consulting, where we will detail how your Human Resources department can:

Save Money

With document automation solutions that remove the cost and complexity of Employee Applications and Onboarding, leveraging technologies from Capture to Workflow/BPM to Enterprise Integration. And provide the added benefits of increasing your productivitiy and delivering actionable analytics.

Increase Control & Compliance

By providing EasyECM solutions that actually get used – by being as simple as email or your own shared drives, while still providing enterprise-class document & records management capabilities including secure internal & external collaboration.

How do you get there?

The presentation will also discuss Zia's offerings to help you Renovate your HR ECM systems including:

*Zia's Migration Services - moving you from Sharepoint, Documentum, OpenText or even Email or File Systems
*Zia's Initial Consulting Engagements (ICE) - Fixed price packages to help you get started immediately at a price you can afford. From Discovery & Assessment to Implementation.

Published in: Recruiting & HR
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Simple & Secure Human Resources: Document Automation & Easy ECM

  1. 1. Simple + Secure Human Resources Gi Lee Director, Solutions Engineering Zia Consulting glee@ziaconsulting.com Phil Robinson SVP Business Development Zia Consulting phil@ziaconsulting.com
  2. 2. Content Everywhere Recruiting Onboarding Management Leaving
  3. 3. • ECM Challenges for Today’s HR • Document Automation – Addressing the Cost & Complexity of Your Processes • EasyECM – Simple, Smart, Connected, Controlled. No Training Required. • How Do You Get There. • What Next? Agenda
  4. 4. • Cost & Complexity • Applications, Onboarding, etc.. • Manual = Expensive, Slow, Error Prone • Opaque = Poor “Customer” Experience • “ECM Avoidance” • Unmanaged Content (email, shared drives, DropBox, Sharepoint) • Unused Legacy ECM Systems • Compliance/Security Concerns ECM Challenges for Today’s HR
  5. 5. How can we help? We Save You Money with Zia’s HR Automation Solutions We Increase User Adoption (of ECM) with Zia’s EasyECM Solutions for HR Supported through: • Zia Solution Accelerators • Zia Migration Services • Initial Consulting Engagements (ICE) Powered by:
  6. 6. • Any “Paper/Person-Centric” Process • Supporting Documents • Complex (Uncontrolled) Business Processes • Recruiting • Onboarding • Change of Status • Termination / Resignation • And more…. HR Automation Solutions – Where?
  7. 7. • ROI < 9 months. • 50%+ increase in Productivity. • Improved “Customer” Satisfaction. • Enhanced Compliance. • Actionable Analytics. HR Automation Solutions – Why?
  8. 8. 3 Core Components: • Smart Repository • Smart Workflow • Enterprise Integration Additional Components may include: • Applicant/Employee Self-Service Website • OCR-as-a-Service (Intelligent Capture) • Electronic Signature • Records Management • Actionable Analytics HR Automation Solutions - What?
  9. 9. HR Automation Case Study: Recruiting
  10. 10. • Enterprise Document Management • Version Control • Enterprise Search • Viewing + Annotation of Documents • via Paper, Fax, Email, Upload • Case Management UI • Role Based • Unique “eFolder” – docs + metadata Smart Repository
  11. 11. • Virtually Any File Type • Compare Original / Signed Docs, Different File Formats • Annotation with Changemark ™ Notes – including Audit trail of comments Enterprise Viewing
  12. 12. IGC + HR • EEOC Compliance, eDiscovery, Records Management • Redact Employee Data to securely share employee records, salaries, personal information – across multiple user groups
  13. 13. • Template-Based • “Initiation” of Case • Updates • Document Assembly • Routing • Review, Approve, Request Action • Via Email, Secure Cloud Site • Declare Record Smart Workflow
  14. 14. • Simplified UI • Role-Based • Easy to Adopt (minimal user training) • Powerful Business Processes • Advanced Workflow • Future Proof Alfresco Workdesk: Case Management
  15. 15. Business Roles & Dynamic Views HR Legal Finance Personalization BusinessRoles Alfresco Content Repository Workdesk enables you to see the right content, at the right time, based on your business role. Standard Alfresco Share web & mobile views
  16. 16. • Email Integration – Outlook, Gmail • Office/Google Docs Integration • HCM/HR Integration – Oracle, SAP… • Point-to-Point • Enterprise Service Bus Enterprise Integration
  17. 17. • Secure Login • Initial Application • Download Documents • Upload Documents • Check Status • Simple Design & Branding • Asset Re-use Across Sites Applicant/Employee Site
  18. 18. • From Paper to Electronic Documents • Intelligent Capture Technologies • Classification and Extraction without bar codes or separator pages • Structured (Forms) and Unstructured • Mailroom Automation and/or • “In Process Capture” • Embedded in ECM/Workflow • Automated Classification & Extraction OCR-as-a-Service PARTNER OF THE YEAR 2013PARTNER OF THE YEAR 2012
  19. 19. OR Securely sign within your Alfresco repository • Legal Signature – eSign ACT & UETA • Dual-Level Authentication • Allows for Multiple Signatures • Automatically Creates Secure PDF • Integrates with Alfresco Workflow Digital/Electronic Signature
  20. 20. HR Automation Demo: Employee Onboarding
  21. 21. HR Challenges #2: ECM Avoidance NEEDED - “An ECM System that Works How I Do” • Where I Work, With My Device • Easy to Collaborate – Both Internal & External • Helps Me Find Information in Content Chaos • Bring Efficiencies to the Business of HR
  22. 22. HR Challenges: Control & Compliance “We Need to Address” • The Dropbox / Box.net Problem • The Laptop (or Shared Drive) Problem • Email is not ECM! • The Sharepoint (RM) Problem “AND Simplify IT” • Deploy, Manage, Support
  23. 23. http://blogs.alfresco.com/wp/connected-enterprise-survey-results/
  24. 24. The ECM Tug of War Users • Easy to Learn • Easy to Use • Easy to Share • Email & Office Integration • Enterprise Search Enterprise IT • Secure • Compliant (RM) • Simple to Integrate • Upgradable • Cost-Effective
  25. 25. Solving the ECM Tug of War Increase Easy = Increase ECM User Adoption = Improved Control & Compliance How? EasyECM for HR Powered by
  26. 26. HR EasyECM Case: Performance Reviews
  27. 27. Simple Collaboration • My Tools • Email Integration • Office & Google Docs • Enterprise Search • Internal – Your Teams, Your Offices • External – Applicants, Other Third Parties • Enterprise Mobile
  28. 28. • Internal Collaboration • Share Sites or Alfresco Workdesk • Integrated with your Tools • Advanced, Automated Workflow • EasyRM Simple Collaboration: “As Easy as Dropbox or Box.net”
  29. 29. • Email documents into repository • Drag & drop from email • Send & file • Email + Workflow Email Integration
  30. 30. Office Workdesk • Direct access to content and meta data • Search, Create, Edit • No installation • Supports various productivity applications
  31. 31. • External Collaboration • Secure Applicant/Partner Site • Simple Cloud Sharing • Workflow Enabled • Stored in Alfresco • EasyRM Simple Collaboration: “As Easy as Dropbox or Box.net”
  32. 32. Work Anywhere: Mobile Workdesk • Secure Mobile ECM • Case Management Approach • Unique “App/Server” Model – Role-Based – Department-Based – “Relevant” Information • IT Approved – Single Enterprise Application – Configured, not Customized
  33. 33. The Results: Easy • NO TRAINING REQUIRED • Easy to Deploy: • Multiple Departments / Roles • Multiple Offices / Geographies • Your Hardware & Software Stack • Cloud or Data Center • Easy to Integrate • Easy to Upgrade – Configured, not Customized
  34. 34. So… How do you get there?
  35. 35. What is a Solution Accelerator? • Existing IP • Proven Methodology • Defined Integrations • Project Experience Simple + Secure HR - Accelerator Components • Alfresco Workdesk for HR • Office/GoogleDoc Integration • Email Integration • Document Assembly Zia Solution Accelerators
  36. 36. Introducing ICE Initial Consulting Engagements (ICE) Fixed Price Fixed Duration Based on methodology from 100+ successful Alfresco Projects!
  37. 37. What is ICE? Three Levels • Departmental • Corporate • Enterprise Three Phases • Discovery Process & Assessment • Technical Assessment • Roadmap & Project Management Plan
  38. 38. Zia Migration Services • FROM: xxx • TO: yyy • WITH: • Proven Methodology • Proven Migration Tools
  39. 39. Your Point of Origin • Legacy ECM / Sharepoint • Embedded or Vertical- Specific ECM Systems • Email / File Share
  40. 40. Your Destination • Your Data Center • Alfresco Cloud • AWS + Alfresco • Zia Managed Cloud • Other Cloud/Hosted Options
  41. 41. • Talk to Us / Talk to Our Customers • Enterprise Trial – Alfresco/Ephesoft Renovation Roadshow - http://www.ecmrenovation.com/ • DC (Tyson’s Corner) – June 24th Learn More - http://www.ziaconsulting.com/home/resources/ • Webinars & Videos • Data Sheets & Brochures • Case Studies Alfresco Summit 2014: What Next?
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