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What’s missing from your HR Systems?
Where’s the paper?
• Overview & trends in the HR ‘systems’ landscape
• Discuss systems-of-record challenges
• How paper and digital records can be managed in systems
• A practical and secure approach to successfully managing all HR records
Today you will learn:
Agenda
Jim Farrell
Trends in HR systems
Mobile
• Tablet scenarios increasing for employee & manager self-service, learning, and reporting
Social Network
• Collaboration technologies (ex: Chatter and
Yammer) for; talent sourcing, identifying experts, community, performance
Trends in HR systems Cloud
• SaaS has become the delivery model for HCM – Utility model ($/employee), no capital outlay
• Need to have better integration of HRIS systems – Open, Web Services flexibility
• Integrate to new, differentiated apps
• All sized businesses are operating globally – complexities in managing data and systems.
• Disenchantment – Silo HRIS, legacy single-ERP, on premise installs
What is a “System of Record”?
A System of Record is; • Data Management term for an information storage system • Authoritative data source for a given piece of information
Do a search on the web:
And you are likely to find…
• If you are lucky… it is “1” system, accessible anywhere over the web.
• Likely, it is multiple systems, some time 4-6 HRIS systems
• You may have ‘systems of reference’ but no clear ‘system(s) of record’
That “System of Record”…
Administrative Talent Management Workforce Management
Core HRMS Travel Expenses Payroll Benefits
E-Recruitment Employee Performance Career Development Succession Planning Learning Management
Scheduling Time & Attendance
Employee Manager
Self-Service
Systems of Record Challenges
• Not all in “1” system
• Integration of systems – is hard, especially antiquated systems
• No real “system” that can be the system of record; no workflow/process in place to enforce
• ‘refried or twice baked’ Electronic forms
• No concept of Paper (just sitting in file cabinets); breaks the model
OK then… Just scan that paper & upload to my HR system(s)
You could but…
• That image is likely to be stored as a BLOB (or insecurely on some network drive) – Yes, it’s really a technical term
– Can bring your database to its knees over time – Systems likely not designed as a high performance imaging system
• How will you be able to find attachments? Do they exist • How will you identify and use key index data on those
scanned images? • Do you really want the user to be able to see all
attachments? • What system is going to be the ‘system of record’?
You could but…
• What if paper continues to be created? – remote offices, no viable electronic forms,
environmental challenges to digital (ex: retail) – What process will you follow?
• What if your HRIS doesn’t have a home for scanned images?
• What if your scanned HR file doesn’t have a natural location for it to reside; Something unique to your business
OK then… Just scan that paper & upload to my HR system(s)
What you should look for • Fast & secure access, storage, & sharing • Fully auditable (all actions)
• Can integrate easily w/other IT systems • Purpose-built • Support for comprehensive ‘system of record’
– digital & paper (on-going intake)
– external HR record awareness
• Enforce Information Governance! – Tell you what you have, what you don’t – Tell you when to retain or dispose
• Remove complexity of access
• Speed: get what you need fast
• Cut audit and discovery time & cost
• Mitigate legal exposure (w/ Information
Governance)
• Get back to HR competencies, not document management
What benefits you should expect
A turnkey approach
Increase Efficiency
Find Things
Fast
Manage & Reduce
Paper Know What You
Have
Information Governance
Technology FileBRIDGE
Services Info Governance Advisory Business Records Storage Imaging Services
Adaptive Document Management
• Purpose-built, SaaS platform that is the central repository for all of your Human Capital records.
– automate HR processes that result in personnel files – easily find documents – easily manage security – easily comply with audit – easily now when you are in compliance or not
• Provides you with the information and confidence you need to focus on strategic business goals, not documents
HR
FileBRIDGE for HR overview
Email SFTP
E-Forms
Corporate Office(s)
FileBRIDGE
Secure Storage
Private Cloud
ASI Services
On Demand Usage
Options For In-Flow
Integration with Back-Office systems
Scan
Store(s)
Branch Office(s)
FileBRIDGE for HR
FileBRIDGE for HR - key strengths
Information Governance
Retention Policy
Legal Holds, Disposition
Compliance Monitoring
Audit support for document review / oversight
Document Workflow
Automation, Approvals, Acceptance, Review, Confirmation
FileBRIDGE for HR - key strengths
Access Control
User Access, Metadata Profiling, Controlled Sharing,
Rich Security, Encryption, Audit
Ease of Integration with Corporate Systems
Paper-based Processes
Business Processes Transitioning to Digital Documents
eForms Automation
E-Forms: move you towards paperless
YES, You can…
• Have a purpose-built reliable ‘system of record’
• Gain complete control of your digital and paper HR records
• Become more efficient resulting in cost $avings
• Mitigate legal (cost) exposure by leveraging Information Governance monitoring capabilities
• Do your job better!
