Solutions - Human Resources

Solution Description

Through the use of Imaging, Document Management and Workflow technologies, organizations will be able to speed up and enhance the hiring and termination process, as well as manage confidential employee files throughout the life-cycle of the employee. New hire and terminate workflows ensure all the required duties associated with the hire/terminate process are done in an auditable and measurable fashion. New employees will have all the equipment, access to computer applications and support materials they require the day they start. Departing employees will have their access to applications and physical locations removed in an auditable fashion. Employee files will be secured from inappropriate access and integrated with the HR management system. A full audit trail of every document accessed will be maintained and document retention guidelines will ensure no documents are inappropriately deleted.

Issues Addressed

• Delays in hiring (slow process of gathering supporting documents)
• Lost documents
• Issues conducting reviews
• Delays and missed steps in setting up new employees
• Missed steps and lack of audit trails when employees depart the organization
• Document security and retention issues
• Multiple files and collections of employee documentation

Business Value

• Manage resumes in a searchable manner
• Initiate new resource requests in a consistent and organized fashion
• Bring new hires online efficiently, while ensuring all steps are followed
• Identify missing documentation automatically
• Securely manage all employee documentation
• Connect employee documentation to the HR system
• Maintain an audit trail of all employee documentation
• Provide employees secure access to some of their documentation
• Ensure all termination steps are taken when an employee is leaving the organization
• Manage all employee documentation (paper, email, Office, photos etc.) in a single repository

Solution Components

• Kofax Ascent Capture
• OnBase Enterprise Content Management
• OnBase Workflow
• OnBase Integration Modules
• Fujitsu Scanners
• Imagine Professional Services Team

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