ECM Automation for HR Departments
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The document discusses how electronic content management (ECM) can help address records management challenges in human resources (HR) departments. It notes that HR currently spends a lot of time on paperwork and loses documents, costing money. ECM can create a unified electronic repository instead of separate "document silos" across different HR systems. This centralized ECM brings benefits like improved compliance, collaboration, and lower costs. Examples of how ECM can streamline HR processes like onboarding, recruiting, and managing family medical leave are provided. Adopting ECM and eliminating paper can increase productivity, reduce storage needs, and allow employee self-service access to documents.
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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