The document outlines a Human Capital (HC) document management system aimed at increasing productivity and managing employee-related documents efficiently. It highlights issues such as time spent searching for information and the need for secure, centralized access to documents across departments. Key objectives include formulating, implementing, and continuously improving the HC document management process to ensure documents are valid, accessible, and align with company regulations.

1. HC Document Management
Ahmad Fauzi, 2016
bapakesyamil@gmail.com

2. 15
% of productivity
savings
51
minutes spent
daily looking
info
21%
Worried employee
files are incomplete
11%
Sharing documents can
be a pain, security is a
concern
4%
Spend too much time
searching in silos for docs
46 %
All of the above *Gartner survey 2014

4. Information Assured

5. Employee Internal HC Management
Easy to get Information
related to HC in time
Internal document
manage properly
Single point of reference
Information related to HC
Centralized
Increase productivity
Increase productivity Document Secure

7. HC Document Management Concept
 Policy
 Manual
 Guideline
 Standard
 Procedure
 Memo
HCDepartment-A
Level 1, level 2
OnlineCatalog
 Policy
 Manual
 Guideline
 Standard
Centralized Document
Management
HCDepartment-B
 Policy
 Manual
 Guideline
 Standard
 Procedure
 Memo
Front end Back end
All level (classified)
 Policy
 Manual
 Guideline
 Standard
 Procedure
 Memo
Superuser
Control panel
function
 System
 Reporting
 etc
Outer Storage

8. Creation Manage Distribute Archive
• Compliance with the
company regulation
template
• Determine documents
validity period
• Metadata Document
• Taxonomy Document
• Document Storage
• Paper
• Digital
• Delivery or Sharing
• Online on retrieval
system
• Inactive documents
sent to warehouse
• Inactive documents
destroyed
ACTIVE INACTIVE

9. Our
Jobs
IS Jobs

10. Workflow
server
1
2
3
classifying document (document taxonomy)
Metadata Document (suggested use
dublin core)
Document Created
Internal HC
Document Manage
Employee
application
Documents Distribute

11. *Gartner survey 2014

12. Management
System
Document
Consolidation
Identification
the Gap
Closing
the Gap
Continuous
Improvement
Objective:
Formulating the
concept of HC
Document
Management
System
Objective:
Implementing the
process of HC
Document
Management
Objective:
Identifying the
needs of documents
in each HC
department
Objective:
Developing &
refreshing of HC
document
Objective:
Managing of HC
Document
Delivery:
• Document
structure
• Workflow
authority
Delivery:
• Active/valid
document
uploaded to
system
• Inactive document
sent to outer
storage
Delivery:
• Register the gap
of HC document
Delivery:
• Minimize the gap
of HC document
• grouping of
several related
provisions into a
single document
Delivery:
• Socialization to
the Organization
• Document valid
and up-to-date
When:
W-2 February 2016
When:
W-2 of April 2016
When:
End of April 2016
When:
End of Aug 2016
When:
Continuous
Related Party:
Facilitator
Related Party:
All Member
Related Party:
All Member
Related Party:
All Member
Related Party:
Facilitator
PHASE 1 PHASE 2 PHASE 3 PHASE 4 PHASE 5

13. 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4
1 Kick Off Meeting
2 Develop document structure & authority
3 Coordinate with IS team
4 Define document taxonomy
5 Collect documents from related department
6 Classify documents
7 Digitize & indexing active documents
8 Grouping active documents based on taxonomy
9 Upload and data entry for active documents
10 Digitize expired (old) documents
11 Register & sent old documents to outer storage
12 Register the needs of documents in each HC dept.
13 Setting the priorities & schedule to completed
14 Approve of the priorities & schedule
15 Create new document or renewal the expired doc.
16 Review & approve the document
17 Upload to HC Document Management System
18 Socialization to the Organization
19 Review invalid document for next 3months
20 Renewal the document by owner department
Kegiatan
January February March April JulyMay August
Phase3Phase4Phase5
Continuous Improvement Process
June
No
Phase2Phase1

14. •Organization Strategy
•Organization Development
•Manpower Planning
Planning
•Recruitment and Selection
•Employment TerminationAcquiring
•Training and Formal Education
•Performance Management
•Career Development
• Competency Development
•SG promotion
•Individual Development Plant
•Succession Plan
Development
•Compensation and Benefit
•Industrial Relation
•Payroll
•Corporate Culture
•Medical
•Formalities
•HRIS
Maintaining
Others
Document Taxonomy Based on Human Resources Framework
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15. Application Features needs..
Web base application
Multi parameter searching input
Document Historical
Document tagging
Privileged access
Vocabulary Control
Multi user
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