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PAPERLESS HUMAN RESOURCESFROM RECRUITMENT TO PAYROLL (AND EVERYTHING IN BETWEEN)
Presented by Lydia Aguirre, SPHR, CCP
Director of Human ResourcesIdaho Housing and Finance Association
THE CHALLENGE
Paper-heavy department, lots of signatures Need streamlined, easy-to-use, reliable
process How to set up electronic signatures,
workflows, archiving, retrieval & reports?
OUR SOLUTION
OnBase (Can use any similar program) Electronic File Cabinet Digital Workflows and Electronic Legal Signatures Easy document retrieval & report writing
HOW WE DID IT
Benefits Open Enrollment Created fillable forms with “submit” button
Routes to payroll, insurance carrier, and employee Medical, Dental, Flexible Spending Account, Vision,
Retirement, Life Insurance, etc
Payroll & Forms Timesheets with approvals W-4, Direct Deposit paychecks, etc.
Recruitment On-line job applications through recruitment,
background checks, hiring, onboarding. (Handles the “no”s too.
ELECTRONIC RECRUITMENT PROCESS Position Request by Manager – Intranet Form
List job details Assigns trainer Gives information on location and computer needs.
Comes to: Human Resources
Completes salary range Gives details for recruitment strategies
ELECTRONIC RECRUITMENT PROCESS
Online Application – Link on all ads Routes to appropriate recruiter for the position
selected. Resume is attached to application Auto-email is generated to applicant that the
application was received
RECRUITMENT WORKFLOWNew
Application- Generates Recruitment
Checklist
Recruiter 1 Recruiter 2 Recruiter 3
Interview?
Rejection
Notification
HR Interview
Yes
No
RECRUITMENT WORKFLOW
HR Interview
Department
Interview?
Rejection
Notification
Generate Personnel Action Form
Background / Reference Check
Passed?
Offer Accepted
Final Candidate?Follow Up
Interview?
Employed
Yes
YesYes
Yes
Yes
Yes
No
NoNo
No
No
ELECTRONIC RECRUITMENT PROCESS Candidate not a good fit? Click a button
Auto-generated email to candidate
Candidate might be a good fit? Click a button Route to interview queues, background check,
employed Gives IT helpdesk, facilities, manager, trainer,
etc of new hire information Generates Offer Letter
ELECTRONIC RECRUITMENT – EEO DATA
EEO Information Compiles statistics into quarterly reports Compiles Affirmative Action Plan
ELECTRONIC ONBOARDING
All New Hire Documents sent via e-mail Acknowledgments Benefit Enrollment Forms Offer letter with details of position, salary, etc. Hire date triggers other automated processes
New Hire Feedback Auto-generated after 90 days from hire Responses given to HR, & manager
Performance Reviews Reminders automatically sent to managers and
employees 6 month after hire, or annual if tenured employee
OTHER ELECTRONIC PROCESS
DocuSign – Permits electronic signatures via e-mail Federal forms requiring legal signature
I-9 W-4
Contracts
Payroll Timesheets ACH Transfers Deposits Payments
SIMPLE TO REPLICATE What processes can you automate?
Any form, process, workflows If many steps in process, etc
How can we do it? Use scanning equipment Integrate with other systems you already own
SIMPLE TO REPLICATE
Why? Saves time
Auto-generation of emails, notifications, reminders Kicks off process steps automatically
Saves money No postage costs
Staff can focus on more important tasks Save trees!