Go Paperless in HR
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The webinar provided an overview of how DocLink can be used to digitally manage employee documents and records from hiring to termination. It highlighted key HR concerns such as security, compliance, and accessibility of documents. Case studies of two companies - Riago Inc. and Desert De Oro Foods - were presented, showing how DocLink streamlined their onboarding processes, improved visibility and tracking of employee data, and helped address paper-based issues. The presentation concluded with a live HR system demonstration and Q&A.
Go Paperless in HR
- 1. Live Webinar Demo: Webinar Audio: You can dial the telephone numbers located on your webinar panel. Or listen in using your headphones or computer speakers. Welcome!
- 2. Webinar Details • Presentation is roughly 1 hour • All phone lines are muted • If anyone has any questions during this webinar – please type them in your Questions Box located at the bottom of your webinar panel
- 3. Today’s Presenters Bryan Feld | Altec Sales Engineer Manager Peter Conway| Net@Work Account Executive
- 4. 180+ Business Technology Architects and Consultants IT Road Mapping & Strategic Planning Business Process Review Ecosystem BI, Analytics & Reporting Cloud & IT Managed Services ERP/ Accounting Web Development & e-Commerce Sister Company Payment Processing 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
- 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
- 36. Questions? Please type in your questions
- 37. Thank You! 800-719-3307 www.netatwork.com netatwork.com/blog Net@Work YouTube Follow us on Twitter: @netatwork_corp Follow Net@Work on LinkedIn Follow Net@Work on Google+ Follow Net@Work on Facebook Connect with 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