Human Resource Process Improvements Reduce Costs, Cycle Times & RiskWhen you consider the daily impact your employees have on all aspects of your business, productivity, accountability, customer satisfaction and business development, using all the right tools including an Enterprise Content Management (ECM) solution to recruit, hire, train and retain the right employees, is really as much of an investment in your company’s future as is any piece of technology you purchase. By eliminating the manual and tedious paper-based human resources (HR) processes, your organization can centralize control of all employee-related content (e.g., resumes, references, tax documents, 401K) and related activities (e.g., reviews, training certification, promotions). A true ECM solution, like Hyland OnBase, manages all your documents and data and automates processes starting from the time a manager requests the creation of a new/replacement position to the final disposition of employee records (even if the final entry is the employees retirement package after decades of work). All this is accomplished while protecting the security and integrity of confidential data and drastically reducing costs of administering and auditing paper-based files.
Identify and Hire the Ideal Candidates Before Your Competitors DoLet’s consider a typical hiring scenario. A manager wants to create a new position. They fill out an online form to outline job and candidate requirements, expected salary and justification of the position. That form is automatically routed via Workflow through an approval process and perhaps even digitally signed by upper management. Approval of the new position is then communicated to the HR department to recruit the appropriate candidate. MTM’s OnBase solutions handle any process for capturing application packages, whether online resume posting forms, paper-based documents, e-mail attachments, faxed items or a combination. Regardless of how they originate, these documents can be easily imported, either in batches or individually, into a single repository by document scanning, fax capture, e-mail integration or numerous other means. All incoming resumes and applications are assigned to another Workflow queue through which multiple people can review, add notes and approve or deny an application, whether those individuals are sitting at desktops in the main office or traveling abroad. An electronic checklist can be used to validate that all references and other required supporting documents are present. Applications with missing or incomplete information can be routed to special queues awaiting completion before being added to the approval process. Based on these decisions, interviews, offers or denial letters can be automatically generated. Every document stored in the Solution can be searched by user-defined keywords or, if they have been converted to text documents using optical character recognition (OCR), searched for any specific word(s) or phrase(s). Thus, if there are thousands of resumes and you specifically want to identify those with a particular skill or certification, you simply search for a specific keyword and create a smaller and more appropriate list. By seamlessly integrating MTM’s solutions with existing line-of-business applications using point-and-click configuration, documents can also be retrieved and viewed directly from HR or accounting applications without retraining workers on new system. Related documents stored in the Solution can be easily cross-referenced, allowing users to move from an application to a resume, to a letter of reference, for example, with a mouse click.  To support the highest levels of accountability, the rights to view, alter or print documents can be restricted to authorized users. Further, the Solution retains a history of action taken in connection with each specific document and process. MTM’s OnBase solutions can even automatically generate a welcome package for new employees, update the payroll and benefits application and notify facilities management to arrange for office space, e-mail account and I.D. badge. If the employee must review a set of specific documents as part of his or her job (such as policies and procedures), the Solution automatically communicates those items based on the user profile and collects validation that the documents were read, acknowledged and understood. MTM’s OnBase solutions speed the approval process by making essential documents instantly available with the guarantee that all supporting documents are present. This improves the time from job creation to new employee start, ensuring that the best candidates receive timely offers and all stakeholders are properly informed. It also smoothes the transition for new employees by making certain they have the proper information and environment to start working.
Increase Productivity, Mitigate RiskAs performance reviews, W-2s and other documents are added to an employee file, OnBase helps HR maintain the integrity of these records with minimal labor by eliminating filing and the inherent vulnerability of paper files. Should an employee file ever be required for litigation, they could be exported and supplied on a self-contained CDs/DVD featuring an OnBase interface keeping the files in the identical context as the originals. Files can be audited using OnBase Workflow or Exception Reports to validate that certifications, tax forms and any other documents are present and up-to-date. This has created substantial savings for existing OnBase customers, particularly those with large and/or distributed workforces. When employment is terminated, OnBase can automate the complex retention rules for employee records while accommodating legal holds. To further reduce risk, notice of termination can also trigger automatic internal notifications to revoke privileges such as e-mail, network and facility access. Key Human Resources Benefits
Human Resources Solutions
   
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