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[Music] hi everyone so we are actually experiencing some technical difficulties with our camera today sorry about that but all the content that you will need will be within this slide deck and from our voices so we'll just move forward today we are covering automating human race nurse processes and just want to cover a few housekeeping items so this webinar will be recorded and shared on our blog and our YouTube channel in a few days and for those of you dialing in today the slide deck will be shared via email immediately after the webinar and we also do have a moderator standing nearby so if you have questions feel free to submit them and we will answer them most likely at the end of our webinar and also if you have any additional ideas for upcoming webinars please feel free to reach out and let us know so I am Abbey Oliver I am a senior consultant here at RPI I have over 5 years of experience both in designing and implementing solutions whether that be ECM solutions or advanced data capture solutions but I do mostly focus on HR and insurance as well as some custom solutions - hello my name is Michael Madsen I'll be helping Abby out with the webinar today I also have around five years experience working with content implementing designing and supporting multiple ECMs I have extensive experience with manufacturing in higher education along with accounts payable workflow processes so to give you a little bit of an idea of what we're going to be talking about today first we'll go through some information about RPI consultants then ABI will outline some of HR challenges and pain points and then we'll go in through to talk about some of ezm solutions for human resources that will include file management employee file management employee onboarding and then we'll talk a little bit about electronic forms and then finally we will kind of go through some items for you to prepare moving your HR solution to an automated process and we'll take questions and providing answers at the end so first we'll go through a little bit of information about RPI we have over 80 full-time consultants project managers and technical architects --tz-- they're located throughout the country in offices in Baltimore Tampa and Abby and I are on the imaging team in Kansas City Missouri we generally work with upgrades process designs implementations go live support and we even do manage services so we can help out with any kind of issues you're having or any new work that you need done for a perceptive content system on-base brain we're by Highland Koufax and we have extensive experience in Lawson what RPI is an infor partner so as I said let's dive into some of the challenges and pain points that human resource departments incurred so when talking with most of my clients the biggest challenge is the cost of storing physical files either on-site or off-site through Iron Mountain or something like that can be very costly so also we see issues being with kind of a lack of consistency and a fear HR department is spread across the u.s. or even globally I'm not having automated processes in place kind of opens the door to people kind of managing things the way that they want to do also we know legal and security requirements are a big issue in HR so just making sure that you're compliant with those laws is something that we want to make sure that we follow so some of the specific solution AB cane points there we go um so we resolve the pain point of finding and accessing employee files that are physically stored on-site with providing immediate digital access to documents right at your fingertips and we also know that data can become out of sync so for example if someone has a name change we resolve those issues by insuring files are synchronized with the most current information in your database through an updated or through a scheduled update process and then another pain point is handwriting or handwritten forms so maybe the handwriting is a little bit unreadable we can improve this process with web-based forms that potential applicants can reach from your portal and we'll kind of dive into that at the end of this webinar so now we'll go into some of the different automation methods that you can use to enhance your current HR process so what the first step is just getting the documents into the system so we want to eliminate the need to move around physical paper documents so we have a lot of different ways to ingest documents into your system whether it's through fax email a directory import or scanned through scanner we also have other options if you have any kind of like web service connection or something like that we can we can work with those as well next we would talk about a Content folder so when we talk about content folder and what we mean is collecting your documents into a single folder inside of the system so if you're doing an onboarding process you obviously would have multiple documents for a single person that you would need to complete to complete that onboarding process content folder during essential it means that we take all of those documents and drop them into a folder for you so that you have them all in one place at one time so your users aren't kind of scrambling around trying to find all the different documents they need for a specific person to complete that process and that folder can be used within your workflow processing so we're flow processing it will be just recreation of your current process to complete your different workflow steps it'll also include like approvals if you have any kind of approval processes for any of any of your HR solutions next we would talk about access and retrieval so act when we talk about access and retrieval it's kind of like what I was mentioning with the folder where can kind of search for certain documents but maybe in this instance you don't need the entire folder with every single document you just need certain ones when you process these documents in your ECM it will record certain indexing data and custom properties if you need data beyond your general index and then all of those items can be searched on and access that way they can also be reported on so finally data integration data integration into the HR is that you're using will be probably the best the most the item that would affect your efficiency the most so when we talk about data integration what we mean is like an ODBC connection or a web service connection to your HRAs where you can pull user data automatically so if I had an employee ID and I needed to know their start date or end date and all of that is recorded in your hrs database all of that data is accessible to us to use within the workflow process or on the document itself so in this image we kind of gave a layout of some different HR solutions we're primarily focusing on employee file management and the onboarding process here but we wanted to give an idea of some of the other items that you could use an ECM with the thing I really want to focus on is down at the bottom the where we see case management ECM capture for BPM Enterprise file sync and share these are you the process is going to be whatever you use for OCR and that would actually read items directly off of a form that you've pulled into content or whatever ECM you're using and it eliminates the need for manual data entry the ECM we've talked we've talked about up to this point that's just your enterprise content management software so it's going to be where all of your documents go and are stored it's where you can search from you can even set up recording to let you know if you have any kind of bottlenecks or anything like that which is why BPM is also here so your Business Process Management you would use your reporting tools to find any bottlenecks or to find any issues in your current process to further enhance those items so as Mike said I will dive into two solutions here so starting with employee file management I'll talk through some of the solution components so the goal of this solution is to really reduce physical paper storage as well as reduce a manual effort it takes two for data entry and processing so we do so by capturing documents through multiple different methods either scanning email or fax bring those documents in typically with an employee ID and then as Mike mentioned we can take that employee ID and do a lookup to your HR s database and gain that additional information such as name date of birth tire date etc so once we have the documents index we will go through a full during process so that document enters the system through workflow we check to see if the file exists for that employee if it does not we go ahead and create that file but if a file is already there we will add that document to the file and we also offer subfolders within the employee file itself so if there's any confidential information we can kind of separate that out and put a separate security on that and that way we can ensure the compliance laws and everything that go along with that the next solution is employee onboarding with on-base so this solution introduces automated checklist that can be assigned to employees and keeps them accountable for the work that they have to complete and this can also be audited throughout the entire workflow process and again similar kind of structure with the fol during so this folder in provides the opportunity to track the employee file throughout the entire workflow process as you're getting those documents for the onboarding so some of the benefits of the h4 or HR onboarding process like I mentioned the folder is a comprehensive view so users don't have to singly look for each document related to that employee they can just pull up their employee folder as one and then look at what they need from there we also track little kind of sub workloads throughout the process with these folders so whether that be a prep approving a new hire or gaining as required documents through that checklist and then lastly and there's several different products you know one with perceptive content being retention policy manager and then the retention document manager within on-base to look at those documents and automatically purge them based on their retention policies so next we're going to talk about forms we won't go too in depth about this we actually have another webinar that we've already put together kind of around pro forma which is an in-house form creation piece that we developed at RPI so please feel free to reach out or reach out to ask for that webinar hop on to our youtube channel to find that webinar but the reason we bring up forms is we're already talking about automating and integrating everything in your system so forms really fit in to fit a perfect need which would be in HR you obviously are inundated with so many different forms and form types that it's it would be hard to build forms for each individual form if you don't have a platform that's smart enough to deal with creating multiples of these forms so pro forma you can do this you can do this in content content come comes you can purchase a form set up with content and you can also generate your own on a web page that we can integrate with but perform as what we've created it's very simple all you do is just go on to the web page and you can actually drag and drop your fields directly into that form it'll integrate directly with content or whichever ECM you're using and we can integrate it with your HRAs system so we can pull back data it basically just destroys the need for your users to manually input data either on a physical form or typing it out into your index keys without being sure if the data is correct so we can actually validate the information that you're putting into that proforma form against your HR is to make sure that everything is is synced up and correct so here's just a screenshot again like I mentioned we have another webinar that goes through perform on how to develop a form this is just a screenshot we wanted to include to let you know kind of what pro forma looks like so in this instance these fields were literally just dragged out and dropped into a form container and you can manually update all of the different labels you can create lists drop-down so you can create checkmark boxes you can create text fields to type in text date fields to pull back a valid date you really can make whatever you want with pro forma to replace any kind of forms that you're currently using um so lastly well kind of finish up with how to prepare for your Human Resources automation process so like we mentioned employ file management is kind of the big picture of it all so we recommend that you take a step back and kind of look at your processes within your management system today and then also kind of dive in deeper and look at what document types you're using and how you file those document types of the way so what information are you using to organize these documents and then take a look at the volume of your documents that are coming in and also the capture so whether that be through mail email or fax and then also look at your HRAs integration make sure that you know if we want to use that and since that we talked about earlier about looking up to database to return more information make sure that that information is available and ready for us to retrieve and then also consider if you guys would need back scanning so if you don't already have an ECM solution obviously we'll need to make sure that those physical paper documents get into the solution that you choose and then lastly take a look at your retention policies and know what laws are around specific duct document types and how long you need to keep those in the system so that's it for today today we showed you how rpi can offer valuable solutions to increase efficiency in your HR department by offering a variety of products and options that are customizable to fit your business processes and we do have a moderator standing by if anybody has any questions questions here for some for most four perceptive for a perceptive user that okay to still use like learn mode and things like that for HR solutions yeah absolutely so I'm kind of the most automated way that we talked about today is using that employee ID to do a lookup for for additional information but obviously linking is still available and an option if that's the method that you prefer another question if I've got a form in like an XML format or like an excel file that has a XML output with a macro can we ingest that into some format into a perceptive or on base yes yep we can we can take whatever you've already built out and and and created into a form so that we can process it through your current process so any kind of anything that you have already built out just give it to us we can make it work and final question for retention of documents are those separately Dyson's products for perceptive and on base yes they are separately licensed so if you want to do any kind of retention policy or retention management then you will have to get a license for that but but once you once you get the license we can set it up no problem so alright that looks like that's all for the questions today thank you for joining us and we do have two additional webinars this afternoon I believe about one o'clock in three o'clock central so be sure to turn in to those if you are interested and one last thing to mention we already talked about the pro forma webinar a little bit but if you guys have any have any other questions about a national HR solution we do have a case study out for San Diego State University we completed one of their HR processes so feel free to reach out to grab one of those to look through that and that will give you a little bit more information about [Music] thank you [Music]