Empower your HR department with a deal management system for HR

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hi everyone good morning or good afternoon my name is Nichole shmita marketing specialist here at DocuWare and I'll be moderating the webinar today how to run your HR department better than ever with this ready to use employee management software today you'll hear from anvil itis senior consultant at key point intelligence along with Tim Stevens Regional Sales Director at DocuWare so for the first 10 minutes and we'll go over on some data she has on H how HR departments are operating today along with some recommendations that you will find useful and then Tim will come in he'll introduce the DocuWare for employee management software solution and do a live demo so you can see it in action and then we'll have it will open up for Q&A at the end of the session and now pass it off to Ann Thank You Nicole hello again I am anvil itis I'm very fortunate to be here today with DocuWare and to be given the opportunity to share some of our research and insights from our studies and analysis that we compile I am personally responsible for the image scanning vertical market and solutions practices area within key point intelligence and I've been here for about 12 years now so key point is a market research and consulting company we're a global company we operate in a variety of locations and have people and research cover works all over the planet and we look to expand really out of our just out of the US for our reach for content and analysis and we have been in business for about 35 years so vertical markets and the processes that drive them have been a key focus area for us for many years now we have followed vendors providers as they pivot and look to be more targeted towards specific vertical markets and the processes which drive your business frankly and each vertical market we look to identify five or seven processes we map them out and then we understand through interviews and surveys and visits how the processes are conducted now and how often they happen so once we began this research we you look to see how primarily paper driven processes are being transformed to be more digital and automated and that understanding that will surely provide even more efficiency and productivity so that's some of what we'll look at today so let's begin to talk about some of the research results that keypoint has as a ruler relates to HR and its functions so in this chart you'll see the collection of identified HR processes down that row left hand side there and how they're handled currently from this we see that the majority of these are being managed in-house so some common outsource areas though our benefits and payroll and this vary slightly depending on the company size but overall these processes are being being driven within the company itself probably being handled by people on this phone call so keypoint feels that customers really can look to vendors that will help the HR department with simple and robust solutions and we're going to show some of those areas and key areas where solutions and technology really can affect these areas so digging deeper we see in this chart that the handling of employee records is really varied depending on the vertical market we see differences and how the records themselves are being kept in education you see that they have the largest response to keeping a hard copy for each employee or student as it would be followed by the government you know we feel that paper records can create a bottleneck to the process and developing an electronic workflow can definitely create efficiencies so within employee records there are a number of items that can be compiled when the within the file itself so here we have the i-9 form which you're familiar with juice to verify and I the identity of employees and so that they're authorized to work and being employed in the u.s. in most cases we see here that those are paper-based in the individual employee file and you can see in contrast that things like benefits are often electronic or at least a combination of electronic and paper so just understanding what some of the processes how they've transitioned and some of them are still very paper-based and some have begun to transform so we did see in our research that even though job applicants are tracked in a system of some sort 62% of the respondents said that they were also maintaining a hard copy of the relevant paperwork so whether it was identity documentation letters of recommendation this is a common situation and we see that end-user behavior often creates the need for paper habits you know some type of specific preference for paper or some internal policy that leads people to maintain paper copies and that's oftentimes the perceived need within the company to keep paper when in fact they don't need to keep it and can route it out of a system and create more efficiencies and workflows so along the HR process continuum things like onboarding is another common process for new employees whether it's customers or patients also so onboarding can be a variety of different things but this chart examines a few items in that process and how they're handled so for example business cards the when they're ordered for new employees it's quite a manual process we found and 44 percent responded that they handle it on paper or some sort of form is being used and filled out and it's a manual process but things such as new employee handling of IEP equipment seems to have become more automated and therefore followed as 51% that it was handled within the tracking system itself so just some differences between some of the areas when we talk about onboarding new employees and some of these processes new employees are often provided with a good deal of information upon employment so we see from this chart men those items are provided in paper format and for many of the HR professionals that we spoke to for our research it often was handled at as paper because each item was coming from a separate system so if we think about that for a moment when you're hired into a new company and you get something such as a Welcome Packet maybe a week or two after you start you're getting benefits information or calendars or things about the company itself all of them are paper and they're often compiled because they all came from different systems so the ability to understand how to bring together these disparate systems and create more efficiency is really something that we need to think about and how paper is handled in a lot of these new areas so let's look at some of the documents used for the following processes and how they're handled currently so we see things such as sorry such as employee transfers and promotions and reviews and rate raises are all mainly paper-based in nature and in some cases we discovered that items that require a signature were likely to be paper and move from person to person for approvals paper really was easier for that purpose and creates some slowdowns and create some bottlenecks within it while waiting for these approvals to kind of work across all these different areas so understanding how to improve that process can go a long way and kind of cutting down that life cycle of an approval so after understanding some of the process areas and the fundamental use of paper in specific processes we now wanted to gauge the time intensity of the processes themselves so from left to right it's easy to see the most time intensive so you can look at that bright blue and orange on the right to see how people view these processes and again performance reviews onboarding applications even grievances and in injuries were all looked at as very time-intensive and we just showed you in the slides before that that was done on paper so we're making correlation between paper process and the time intensity of it as well so the important factors and priorities we asked respondents if they felt that these processes could be improved with software technology and orange and the blue again combined to show many agree that these processes can be approved improved with software technology so it's important to understand also that your community and your constituents are understanding and looking at improving these areas in software and workflow technology can certainly be a place to invest and to do some research so when addressing HR ing to our research things like meeting compliance and keeping employee documentation confidential and the accuracy of the information were all ranked high among the community and as we mentioned before this can be a cumbersome process if it's paper-based and these workflow processes exchanging these documents can really take a lot of time the frequency that this happens is very high so we're understanding that that has a lot to do with some of these areas as well so the main barriers to automation in this HR research is a lack of software tools so complex and internal processes and of course the use of paper in the organization can really be a barrier to automation and creating efficiencies within this as well so when we examine categories of investment and IT solutions to address specific areas within business we see from this chart that areas such as document management document security and forms processing were important and at the top we see though that cloud and document content solutions as an area of high investment consider a so it's interesting to see that Tim's going to show you that a web-based solution and cloud-based solution is something that the community and your constituents are really looking at looking to invest so in review we see many areas and opportunities for workflow and automation improvements from recruiting to onboarding to training we see from our research needs to improve and even upgrade existing processes going forward we do see a movement to automation as a means to streamline common practices tasks and processes employee record seems to be an unmet area of digitization and if transformed it certainly could provide a much-needed boost of productivity we're watching vendors offering solutions targeting these specific areas we're in the past we saw more of a focus on a broad process that went to the entire company and maybe not to a specific department or even down to a process level and that's really important for you to understand that there are targeted solutions just for the HR area and even the processes within the HR area so that's good news in addition to the solutions bringing efficiency and productivity which I said many times there's also a need for security and compliance controls we know that's important so we're also doing they're also being addressed by some of these content solutions in these providers as a way to ensure that your needs are being met and and all of the things that are important to your organization for sure as well so I now want to hand this over to Tim for his portion so Tim thank you an information refer to the situation that's out there for HR but there are many challenges and that's what Ann is addressing so how does DocuWare for employment management address those we know that records are everywhere in many different silos with DocuWare they can be centralized organized and very safe instead of the inori warming administrative effort and time that it takes in regards to not only searching but processing it it can be we basically have ready-to-use workflows to make everyone more productive and more effective and for security the auditing the data well it's read audit ready compliant with a variety of areas that you can be able to be safe and secure and cording to your retention schedules as well so with all this what does it really mean it really means you can get up and running in just days it is built on tax aware cloud it's a completely pre-configured application fast and simplified so why don't we take a look at that and see a chart on the mission in action so first take a look at the doctor interface this is a completely browser-based application so that means there's nothing that you need to download on your PC or desktop all of your interaction with documents is through the browser on the left hand side we have what are called trays or inboxes this is where documents going before being stored in a permanent location that we call file cabinet and also take a look at it in this way now in regarding searching for documents you can search for documents by ways of one or more index values I can show you here and also if you needed to have a task which are associated with workflow they would be in your task button right here so you're going to see this be very prevalently used in this demonstration today and in my presentation I have two people that are interacting one is Simon stone for the company TV sem he is the director of HR and the other person is Elizabeth cash and loses Cash's head of Finance and she has an open position to fulfill within her department for new staff accountant so how would this process for onboarding a new employee work with and ocular will show you how first of all DocuWare has electronic forms web forms that we have already developed so that you can have such as for a new hire requisition which Elizabeth must do so I in the interest of time I filled out of a little information that she would fill in regarding the employee that she's looking to hire and also the projected start date required skills and maybe the description that's only approved by the HR department now if one of those was not in there it says please select from this list of approved job descriptions there is another workflow to basically get one approved so they would be in this job description list but all that she does is submitted where does it go well it goes on somebody's task list because that's responsible for that particular application as you can see there's a task list right there they would take a look at it see there's a new requisition form double click on it and view it in an html5 viewer they realized oh and has a new hire requisition form I can see that it's a budgeted position she's looking for a staff accountant now I fire check did as a HR person and would understand the reason why because it would be in there we would send her an email but they decide to post this opportunity for employment with the various applications such as monster and indeed and all the things that you can do to let everybody know this position is available now where the actual document goes is in someone's list and a list is sort of like a predefined result list there's the new hire requisition so you can be able to reference it in regards to looking at resumes they're coming in now whereas a-mei's will come in and really you put them into the tray there are 11 different ways you can put documents into this tray you can scan you can drag and drop you can print with a doctor or printer we can also monitor arm folders in Outlook or Gmail so they will go into the tray to be stored into a permanent storage record which we have as resumes when you hit store or drag and drop we have pre design fields to store the data from the document or dropdowns or typing in but the document has been ocr'd so the reason why this was prefilled just to save a little time is I was able to use my mouse to actually highlight areas in this such as tax separation and let go to be fulfilled in these fields so that people can be able to find this document by all the specific data now when you store it away that's in there but now someone would need to review that because maybe there is an open position and within that the tasks would be associated with that person who needs to review those so there is a task everybody goes to the task list because that's their role and they're not having to go back and forth and emails and paper they would take a look at it they're looking at this resume joke candidate it would go hmm I remember that in my list that there is an opportunity for a new hire requisition with Elizabeth cash so I could reject it because there's no cut position available we will email Jill because we do have his email address or I can assign it to the decision maker in this particular case Elizabeth cash should take a look at it all you do is confirm notice that you're not putting back and forth you're just basically using one application to do so now in regards to Elizabeth cash she would see in her tasks right here something to review or candidate take a look at it see it in the viewer and what would they or her options be I do like this I want to interview him by phone in person I can reject it and a follow-up for it might go to another interviewer as well so she could have instructions so you know review a website before coming in and I could give it two three days so let's say she really needs to hire somebody quickly so she's going to do it tomorrow all right and I could obviously put in particular times as well I could put in a time for nine o'clock because she's looking at her calendar shell so has him 11 o'clock available she also has a two o'clock now what she does is confirm she doesn't contact the candidate because HR people don't do that that's the role of the HR person so within this a pass could be associated with arranging a meeting Elizabeth Fez want to see him so raise the time oh these are the three dates you talked to Joe Kenda he says well I think I really want to get down so one we booked for tomorrow at nine o'clock so we're doing so you can put that in and confirm again we're going back and forth we're not really distributing with document through emails and paper and all of the way to that end had mention some regards to that getting back to Elizabeth - waiting for that person to have an interview he does a great job now we could reject we could look for more interviews the same process would happen but we're going to hire this person in the interests of moving this forward and when you do hire or let's say send offer and confirm now that the role of is Elizabeth to hire this person is the role of is a chairperson so again as you can see this is in real time and so when people use DocuWare as a dashboard or their digital desk to do what you need to be doing they can see okay I'd need to send off a letter obviously it says send the offer letter in the normal corporate manner in most cases it's a paper to that person but once I've send it I can confirm and if you notice also on the right hand side there's a lot of emails going out that's actually going to Jo candidate yes we have his email address and we can be able to address that so right now he's getting a particular offer letter and we're waiting for that to come back so in so doing so we're waiting for Jo to consider that he sees that there is an offer letter going out and the HR person is waiting for his response where is it it's right here in the workflow so luckily Joe decides to consider the job and we put in the date that he's going to start which is the same date that Elizabeth cash would like to have him do so you confirm and we're almost there so here's the list first of all people do the reference the list and realize this particular requisition has been completed and so we have a stamp you can notice on the right hand side I'm going to go to a stamp saying the position is filled and so within this you can put your candidate you can say that that start date on here should be on Monday you can set this stamp right here you notice we're doing the other ones automatically but when you do so couple things will happen number one it goes off the queue of your list nothing to be referenced because it's already been fulfilled and there's more that was it it casualty doing it I want to show you exactly what the candidate is getting when we put away his resume we have his email address so I actually put in my email address because just spoiler alert there's really no joke candidate so regards to that I'm going to open up my email here and you're going to see document notifications they're going to see that dear Joe your resume has begun our review process it's all part of workflow is to eliminate your time and needing to do so will confirm that you reviewed this resume and we're going to check it out if he was denied that email will go to thank you very much here is me we like to inform we have in our position they send your conversation Elizabeth cash would like to have you to come in tomorrow 9:00 o'clock your Joe congratulations never you processes excellent so we'd like to offer you something now here's when he sends the offer letter we also have the ability to send a form to Joe and when he clicked this particular URL here's what he will receive getting back to Elizabeth's where he'll need to receive a new employment employee enrollment form he can fill in all the information there can be a more extensive need if they need to to change this but when he submits this right here by the way he'd have to make sure everything is fulfilled completely that data that he's filling in will also go into the forms that you currently now need to store such as i-9s and contact information so in regards to this instead of going to Elizabeth cash I'm going to go to Simon stone to search in the file cabinet for a particular document so in this case I'll look for the first name of somebody named Joe and search for that look let's sit for this one on that belt every year so I was just too long file counting so as you can see these baduk types we have associated with trail candidate and look at the security level that means if Joe had the rights were having a license of a queue where he would only be able to see the w-4 or HR they can see everything but this specifically emergency contact and i-9 only they can see Elizabeth cash from the department level couldn't only see that so the security is right to the document level I do want to change this particular search here and instead of Joe I can reset it I want to show something that a lot of people that do like to see from in HR so I'll get rid of the jail and I'm going to look for doctype because every and all duck types could be in box or all of these applications instead of one of your network drives or your Calcutta's can be in here so on this side a lot of people sometimes have audits for i-9s and people say could you get them to me in a matter of seconds I can get everyone's I not because it is in DocuWare from the form that was filled it in regards to Joe candidate double-click on it take a look at it you can see that the data that we had on our form got filled in the i-9 here people many times still have to print it out have them sign physically and scan it back again it could go back in the doctor were very easy so we build upon any and all documents is very very simple in DocuWare now are we done no there's some things more that we need to do so right now I'm going to show you Elizabeth cash asked to prepare for job coming in the office so with them that we have a submitting a provisioning workflow where he/she would excuse me I just go ready here is the last one provisioning checklist and within this you can say who needs to be prepared for Joe coming into the office all these people might need to have standard forms what they could do is the standard options or they could be a little bit more detailed as you can see that forms are very dynamic so they may need to do a little bit more for his preparation and such but the whole point is is when she fills in these areas and it's the form for the right people for people to get what they need to get I'll just make sure they all get the standard options and submits it the form is submitted see then can you say I've done that requested submitted I'll confirm that and all of the appropriate people need to get that form as well so who gets it well Simon stone I think it's what because it went to the HR department you'll see his tasks associated with seeing things as well those guys I've got something else to do so confirm the provisioning checklist and do all the things that to prepare for Joe's coming in on Monday I could say confirm now if in case somebody's out of the office or somebody needs to see what other people that need to do that I'm going to log off here actually I'll do it within excuse me I'll just go back to Elizabeth - I log off and come in as myself I could be the administrator Tim Stevens login the whole point of this is I'm able to monitor other people in their tasks I could reassign it in case happens to be out of the office we do have a substitution role in here but Peter Sanders might be out of the office I'll do that for him I could be as assistant and I'll confirm the fact that we're going to be ready for kill candidate coming it so within that we're almost ready to go he's almost ready to be coming in on Monday morning I'll log out here go in this Elizabeth cash login confirm new-hire we want the entire process without a piece of paper we can see everybody's workflow if they needed to see the history there is a history button a reassigned button if I need to the thing is I'm able to see everything in all everything or so you've been with the workflow and also with other documents itself so let's look back at the process we've just seen a manager had to throw an open position he throws an online form that begins an automated workflow that allows the HR department to post the position and begin accepting candidate resumes a resume is submitted and a candidate begins their journey HR makes the initial assessment to determine if the candidate is the likely fit the decision-maker is assigned to determine if they want to speak to the candidate as many interviews as are required to decide we're controlled automatically by workflow processes once the decision was made to hire and web forms allow the onboarding process to begin even before their first day by allowing common data to be populated on forms like that i-9 and the provisioning process automatically routes tasks to all of those departments required to take some action and this is just the beginning now that we have a new employee the DocuWare solution for employee management will automate other aspects of workflow like PT accrual process and simplify paid time off requisitions and automate performance appraisals processes and and you name it we can actually provide employee management services from hire to retire and now as I said the interesting part is what we just saw can be configured and in production in really a matter of days so now it's your turn when would you like to get started so within this I'm going to get back to the PowerPoint and let Anne take it from here sue me Nikhil thanks Phil so I like to just highlight a testimonial from a customer who uses doctor--i for their onboarding this is from the case study in your handout section so this is a large hospitality company they have 26 locations they provide staff for different types of hotels venues so they get 50,000 applications a year and using DocuWare they're able to streamline their processes secure all their documents use the web forms and workflows to keep on top of that and have access to everything from their 26 different locations and with that we'll open it up for Q a now I just want to thank and intimidations and if you want to see more and take the next step in digitizing your HR teams and departments definitely contact us we want to hear from you and we're happy to answer any questions you might have even after the webinar ends at any point so with that in mind take off the questions so and in your presentation you talked about you know the importance of cloud solution implementation our company is really comfortable with you know moving to the cloud yeah our data definitely suggests that there's a level of comfort and even priority in terms of IT solutions and IT priorities within the businesses to move to the cloud so we do know that companies are very comfortable with already having moved things like email for file management like Dropbox or box.net and also their CRM applications are all being moved to the cloud you could be using these right now so yeah the comfort level with the cloud is is very understood what what vendor has to do to help you be comfortable with it for sure and Tim we'll talk about this is to definitely make sure that compliance and privacy and security are all addressed because that is another high priority from an IT perspective and even from a CEO CIO perspective at all the businesses we talk to so content and document security is very very important great so Tim just going off of that question in your demo you showed the security level and it showed like departments users how granular can you get and could you speak more to the security and confidentiality of the records stored in docu area absolutely now each prop cabinet if you have to have users be part of a group and/or they don't have to be in a group but we then they could be in a role and in that role there could be profiles so if you're not a part of that as a user you don't even have access to see the file cabinet you can't search for you don't even know it's there if in a network file drive you can still see that there could be a folder there but you don't have access to see it but there's something that you're not allowed to dock your key and do that same is true when you get to the document level when you see that candidates resume there are things like annotations and redactions and whether you could edit if it was native format the document security is right down to the level where some people can't even print it some people can't even view it may be the only see the data so it's right to the document level to the nth degree but then there's also security for with schedules and automatic purging and all of these things to validate that the audit trail of every single person who touched what they did and the workflow of what they did it when they did it so it's very granular right to the document level and that's the reason why a lot of people move filled with us only because when they do go through any audits or issues or claims or lawsuits they have access to the information but can backup every bit of the document from the time it was when DocuWare to the time it was destroyed great thank you so in your demo as well you showed you know how different users when they log in they have class lists how do what can features and occular keep people you know on top of those are their notifications email alerts to keep the work moving how does that work well if you notice when I was looking at my emails I was so-called joke candidate I was receiving emails all the time and that's because I don't have a task list I'm just getting to be notified how things are along in the process without eating them to notify me what's really nice people love getting that but in regards to if you have a task list you not only see it in your task list but we can also send an email that email doesn't have a PDF document on it it has a link you authenticate you have the same task that you saw as Elizabeth and Simon had but it's opening up DocuWare from the link so yes you could have a lot of emails with a lot of links eventually some people go no I'd rather just like to go to the dashboard and see all of my tasks like whether it's on my you know phone or whether it's in DocuWare yes there are always notifications reminders those types of things it all happens in emails as well but eventually everybody goes to doctorat because they can do it faster and quicker in one place got it that makes sense so I like to remind everyone again the webinar was recorded I'll be sending an email out to you along with the handouts as well and again we do want to hear from you so maybe you don't have any questions right now but something comes up or you review with your team the recording and the handouts and you have something definitely reach out to us anytime that contact at us at dr. comm whether it's a question for Tim or Ann about the data or we can point you in the right direction or if you're working with your authorized doctoral partner as well definitely reach out to them and they'll help you get started I don't see any other questions coming in so enter Tim do you have any concluding comments before we sign off no I mean if anybody is after an HR side we obviously are focused here we are very scalable to any and all departments to manage documents work integration donor for 30 years so we should and so many every industry possible so we wanted to focus on HR today and we certainly appreciates everybody 11:00 we hope that you see from using doctor where there's a lot of value in regards to what the issues that are facing that Ann had addressed too so we hopefully if you need any questions or see little more personalized demo anything like that please reach out to us we look forward to speaking with you yeah great questions today everybody thank you all right thank you have a risk have a great rest of your day take care