Go Paperless in HR - Digitally Manage Your Employees From “Hire to Retire”

1. Live Webinar Demo:
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Welcome!

2. Webinar Details
• Presentation is roughly 1 hour
• All phone lines are muted
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3. Today’s Presenters
Bryan Feld | Altec
Sales Engineer Manager
Peter Conway| Net@Work
Account Executive

4. 180+ Business
Technology
Architects and
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IT Road
Mapping
& Strategic
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Business
Process Review
Ecosystem
BI, Analytics
& Reporting
Cloud & IT
Managed
Services
ERP/
Accounting
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e-Commerce
Sister Company
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SWYPE
Sister Company
CRM &
Marketing
Automation
HRMS/
Employer
Solutions
Document
Management
Nonprofit
Solutions
Managed Print
Services
Sister Company

5. any document - any process - anywhere
Go Paperless in HR:
Digitally Manage your Employees
from “Hire to Retire”
BRYAN FELD, SALES ENGINEER MANAGER

6. HOW ARE YOU STORING DOCUMENTS TODAY?
file cabinet network
file share
software

7. WHAT IS DOCLINK?
DocLink SMART FORMS
capture search & retrieve workflow automated delivery

8. Connecting People, Processes & Data
Human Resources

9. HUMAN RESOURCES - KEY CONCERNS
Better Security of Employee Documents
Streamlined Onboarding/Termination Process
Automated Delivery of Employee Documents
HR Compliance & Labor Audits
Accessibility to Documents
Tracking of Employees Certifications & Achievements

10. BETTER SECURITY OF EMPLOYEE
DOCUMENTS
• All your employee information in one place
• Secure file sharing
• Controlled access to documents
• Segmented access rules
• Effective passwords
• Users’ access rights
• Encryption of sensitive data are common tools
• Electronic docs can be backed up easily on-site/off-site
• Reports whenever, wherever you need them

11. Company
Department
Document Type
Property Values
SECURITY

12. GAIN BETTER VISIBILITY

13. STREAMLINED ONBOARDING, TERMINATION
PROCESS
Adding, retrieving
and keeping track
of files is easy
Entry and indexing
of personnel files
can be automated
All onboarding
processes are
streamlined
Audit reports in
minutes
HIPAA compliant

15. AUTOMATED DELIVERY OF EMPLOYEE
DOCUMENTS
• Most HR tasks can be fully accomplished online with
automated filing and recording services
• No more time spent physically filing, recording and sending forms
• Employees can easily fill out and sign forms, acknowledge company
policies, and maintain access to all of their documents
• Reduces Error
• Frees up time to improve the bottom line of your business

17. HR COMPLIANCE & LABOR AUDITS
• Be able to view compliance at-a-glance
• Available for immediate download/sharing with auditors
• Personnel records and application materials
• Medical records
• EEO-1 Forms
• Payroll documents
• OSHA records
• I-9 Forms
• Employee benefits documents

21. ACCESSIBILITY TO DOCUMENTS
• HR and management team have instant access to all
employee files
• Can troubleshoot instantaneously
• Employees can take ownership of their HR needs,
access their documents online

22. TRACKING OF EMPLOYEES
CERTIFICATIONS & ACHIEVEMENTS
• Stay up-to-date and informed with immediate access to
technical questions about:
• Legal requirements
• Audit reports ensure all employee documentation is complete
and up to date

23. Who They Are
Econo Supermarkets
Riago, Inc. Case Study
USING DOCLINK IN HR

25. RIAGO, INC. - AN INDEPENDENTLY
OWNED CHAIN
• 600 Employees
• 5 stores-30,000 square feet each
• Sales of $110 Million last year
• Personnel Department- 4 People
• They operate under a license and trademark agreement with
the Econo Supermarkets. Econo is the largest supermarket
chain in Puerto Rico.
• They have grown but we keep our small business mentality

26. Before
• Huge paper problem with
our operations
• Great software to manage
inventory but produced
large amounts of paper
• Little integration to their
systems
• Problem with store transfers
• Eliminated paper
• Reduced workforce in 4
employees
• Resolved store transfer problem
• Increased integration within their
systems

27. FOR EVERY EMPLOYEE:
• 34 documents - 125 pages per new hire
• New documents added every year
• time off requests
• health certificates
• changes in employment status
• new position
• salary increase
• promotion or demotion
• Excel spreadsheet tracking every document with due date & annually check
every employee file to double check accuracy
• Mentality of enforcer rather than promoter of our organization with our
employees

28. PLANNING LED THEM TO DIVIDE
DOCUMENTS…
Categories of documents:
• Paper Flow - needed different managers/employees to get approvals
• Active Documents - yearly review & renewal
• Passive Documents - only needed on demand -when someone
triggers an action

29. CREATE THREE MAJOR WORKFLOWS…
Resume
Review
Time Off
Request
Employee
Events
Hiring process, from Resume to
Contract Signing
From Resume bank
All documents, passive or active,
in the system, searchable by
multiple parameters
Constant Communication
Every employee event,
promotion, demotion, discipline,
in one (very smart!!) workflow
Analytics
Sick days, vacation days,
personal days, FMLA, etc.
Time Off Request

30. IMPROVEMENTS
On time decision
making
Better Decision
making
Improved
teamwork
Reduced Staff
Reduced Hiring
Cost
Company more
professional-looking
Improved employee
performance
Personnel
Department
changed focus

31. UNFORESEEN IMPROVEMENTS ... As a result...
We are launching
employee web
service and self
service kiosk sooner
than expected.
Resume
Bank!!
Management
Quicker to fill management
requests of personnel
Healthy Competition
Employees embraced the team spirit
to compete against other stores
Employee Embraced the change
Employees rapidly recognized
the need for the system and
were supportive of changes
Better Quality of Applicants
Resume Bank allows us to select
more qualified candidates, reducing
hiring time
Acceptance
Quicker
Response
Employee
Events!!

32. Who They Are
Desert De Oro Foods
Case Study
USING DOCLINK IN HR

34. Desert De Oro Foods – Lesa Hummel
250 Restaurants, 7 States, 6500 employees
Issues
• EVERYTHING was paper
• 175+ hours/month processing new hires
• Auditing employee documentation
Benefits
• No paper storage required
• All employee docs from hiring to departure – No manual entry
Savings
• Takes MINUTES to process new employees
• 15 min. vs a week to auditing I-9 docs
• Grow without adding payroll headcount

35. Live HR
Demonstration

36. Questions?
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your questions

37. Thank You!
800-719-3307
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For More Information Contact Your Net@Work Account Manager
Or Contact Us using the information below.
Peter Conway| Net@Work
Account Executive
(P) 973-396-1665
(E) pconway@netatwork.com