OnBase Solutions for HR

Sarah Coakley & Colleen Alber

OBJECTIVE

Human resource management's objective is to

maximize the return on investment

from the organization's human capital and minimize financial risk.

OBJECTIVE

Many organizations have OnBase in place in departments other than

Human Resources.

Consider what OnBase can do for Human Resources.

Key Challenges

• Hire the best people

• Retain valued employees

• Develop the next generation of leaders

• Improve linkage between pay and performance

• Support compliance initiatives

• Reduce costs, do more with less

”“ On average, 50% of a HR 50% of a HR

department’s time department’s time is spent processing employee

information and answering questions.

Forrester Research

TalentManagementRole RequirementsRole BudgetingPosition PlanningRecruitingApplication ProcessingSelection & HiringOnboardingPerformance EvaluationsTraining & DevelopmentPromotion & TransferEmployee Satisfaction

Staff Cost & DataAdministrationTime ReportingPTO RequestsPayrollBenefitsCompensation & BonusPolicy & Procedure AdminCorrective ActionsEmployee ChangesTerminationsEmployee RecordsCompliance & Litigation

HUMAN RESOURCES

Different SystemsUnique Challenges

Common Goals

Recruit &Select

Recruit &Select

Policy &ProcedureAdministrat

ion

Policy &ProcedureAdministrat

ion

Employee ChangeRequest

Employee ChangeRequest

Performance

Reviews

Performance

Reviews

New HireOnboardNew HireOnboard

Employee Separatio

n

Employee Separatio

n

Human Resources Systems

SAPOracle

PeopleSoftJD Edwards

LawsonSYSPRO

Microsoft Dynamics GPNETSUITE

Sage MAS 90ADP

Enterprise systems…Older legacy systems…Home grown systems…

Outsourced services…

What do these HRIS applications do?

• Link financial and human resource modules through one database• Typically encompass: payroll, time and

attendance, benefits administration, and employee management• Other functions include: recruiting, training,

and performance

”“Designed to Integrate with and Complement

Existing HRIS and Payroll solutions…(Not replace them.)

These systems just house the dataThese systems just house the data.The problem is that…

…it’s about documents…

Application for EmploymentResumeCover LetterReferencesAssessment ScoresInterview ResultsOffer LetterEmployment ContractNon-DisclosureI-9W-4Emergency Contact FormEmployee ReviewsAppropriation of LikenessE-mail CommunicationsAnd more…

”“The average employee file has over The average employee file has over

5050 different documentsdifferent documents.

Hyland Software, HR Dept

The Whole Picture

Linking Documents to Data

data HRISHRIS

HRIS

Application Enabler Retrieve DocumentsRetrieve Documents

Index DocumentsIndex Documents

Generate Bar CodesGenerate Bar Codes

Launch WorkflowLaunch Workflow

Create E-FormsCreate E-Forms

Run Custom QueriesRun Custom Queries

Launch Folder InterfaceLaunch Folder Interface

HRIS

Application Enabler - Folders

Reduce redundant data entry

Share data and supporting documents across systems

Turn tedious tasks into automatic system operations

Extend the reach and investment of your ERP

Supporting documentation – intuitively available

What can an HRIS Integration do for you?

HRIS

New Hire Onboarding

Recruit & Select

Recruit & Select

New Hire OnboardNew Hire Onboard

Performance

Reviews

Performance

Reviews

Employee Change Request

Employee Change Request

Employee SeparationEmployee Separation

Policy &ProcedureAdministrat

ion

Policy &ProcedureAdministrat

ion

New Hire Onboard

Kevin, the Facilities Manager:

• Determine building access

• Secure office or cubical space

Matt, the IT Manager:• Establish appropriate

security and credentials• Secure hardware including

computers, phones, mobile devices

• Determine software needs

The players…Adam, the New Employee:

I need to become productive

Kathleen, the Onboarding and Training Coordinator:

• Reduce the administrative burden on HR and hiring manager

• Improve cross-departmental setup responsibilities

• Automate initiation of training process• Provide the appropriate resources for

success• Eliminate “first day frustrations”

Heather, the HR Generalist:• Create employee profile• Generate employee checklist• Prepare new employee

paperwork

So, what are we doing to do about it?So, what are we doing to do about it?

Employee

Manager

INITIATE SETUP PROCESS COMPLETE

Onboarding (New Employee Setup)

HR GeneralistHR Generalist

Internal Departments

Internal Departments

Request Supplies

Create Employee

Profile

Accepts Offer

Complete Checklist

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Arrives

Final Review

Employee

Manager

INITIATE SETUP PROCESS COMPLETE

Onboarding (New Employee Setup)

HR GeneralistHR Generalist

Internal Departments

Internal Departments

Request Supplies

Create Employee

Profile

Accepts Offer

Complete Checklist

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Arrives

Final Review

Employee

Manager

INITIATE SETUP PROCESS COMPLETE

Onboarding (New Employee Setup)

HR GeneralistHR Generalist

Internal Departments

Internal Departments

Request Supplies

Accepts Offer

Complete Checklist

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Arrives

Final Review

Manual Data EntryManual Folder CreationManual Document PopulationDisparate Systems

Manual Data EntryManual Folder CreationManual Document PopulationDisparate Systems

Create Employee

Profile

Employee

Manager

INITIATE SETUP PROCESS COMPLETE

Onboarding (New Employee Setup)

HR GeneralistHR Generalist

Internal Departments

Internal Departments

Request Supplies

Accepts Offer

Complete Checklist

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Arrives

Final Review

HR Generalist receives communication from the candidate that they have accepted the offer. Employee file/record automatically created.

HR Generalist receives communication from the candidate that they have accepted the offer. Employee file/record automatically created.

WorkflowWorkflow

E-FormsE-Forms

Create Employee

ProfileFoldersFolders

Employee

Manager

Create Employee

Profile

INITIATE SETUP PROCESS COMPLETE

Onboarding (New Employee Setup)

HR GeneralistHR Generalist

Internal Departments

Internal Departments

Accepts Offer

Complete Checklist

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Arrives

Final Review

E-mail communicationsRarely happensUnorganized

E-mail communicationsRarely happensUnorganized

Request Supplies

Employee

Manager

Create Employee

Profile

INITIATE SETUP PROCESS COMPLETE

Onboarding (New Employee Setup)

HR GeneralistHR Generalist

Internal Departments

Internal Departments

Accepts Offer

Complete Checklist

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Arrives

Final Review

Manager requests training, supplies, hardware and access for the employee via a consistent request form.

Manager requests training, supplies, hardware and access for the employee via a consistent request form.

WorkflowWorkflow

E-FormsE-FormsRequest Supplies

Employee

Manager

Create Employee

Profile

INITIATE SETUP PROCESS COMPLETE

Onboarding (New Employee Setup)

HR GeneralistHR Generalist

Internal Departments

Internal Departments

Request Supplies

Accepts Offer

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Arrives

Final Review

Manual audit processVery time consuming

Manual audit processVery time consuming

Complete Checklist

Employee

Manager

Create Employee

Profile

INITIATE SETUP PROCESS COMPLETE

Onboarding (New Employee Setup)

HR GeneralistHR Generalist

Internal Departments

Internal Departments

Request Supplies

Accepts Offer

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Arrives

Final Review

HR Generalist completes the new hire checklist via electronic form and/or folder template. Employee file/record continues to be automatically created and dynamically populated. Exception Reports audits files for all new hires.

HR Generalist completes the new hire checklist via electronic form and/or folder template. Employee file/record continues to be automatically created and dynamically populated. Exception Reports audits files for all new hires.

Complete Checklist

FoldersFolders

Exception ReportsException Reports

WorkflowWorkflow

Employee

Manager

Create Employee

Profile

INITIATE SETUP PROCESS COMPLETE

Onboarding (New Employee Setup)

HR GeneralistHR Generalist

Internal Departments

Internal Departments

Request Supplies

Accepts Offer

Complete Checklist

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Arrives

E-mail communicationsPoor visibility

E-mail communicationsPoor visibility

Final Review

Employee

Manager

Create Employee

Profile

INITIATE SETUP PROCESS COMPLETE

Onboarding (New Employee Setup)

HR GeneralistHR Generalist

Internal Departments

Internal Departments

Request Supplies

Accepts Offer

Complete Checklist

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Arrives

Generalist double checks forms from other departments, ensuring the

organization is prepared for the new employee. Exceptions are noted and

communicated via e-mail notification.

Generalist double checks forms from other departments, ensuring the

organization is prepared for the new employee. Exceptions are noted and

communicated via e-mail notification.

WorkflowWorkflow

E-FormsE-FormsFinal

Review

Employee

Manager

Create Employee

Profile

INITIATE SETUP PROCESS COMPLETE

Onboarding (New Employee Setup)

HR GeneralistHR Generalist

Internal Departments

Internal Departments

Request Supplies

Accepts Offer

Complete Checklist

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Final Review

Manual audit processReporting challenge

Manual audit processReporting challenge

Arrives

Employee

Manager

Create Employee

Profile

INITIATE SETUP PROCESS COMPLETE

Onboarding (New Employee Setup)

HR GeneralistHR Generalist

Internal Departments

Internal Departments

Request Supplies

Accepts Offer

Complete Checklist

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Final Review

Employee arrives to the office, reporting for their first day of work.

Signing and delivering any remaining documents.

Employee arrives to the office, reporting for their first day of work.

Signing and delivering any remaining documents.

ImagingImaging

Exception ReportsException ReportsArrives

Employee

Manager

INITIATE SETUP PROCESS COMPLETE

Onboarding (New Employee Setup)

HR GeneralistHR Generalist

Internal Departments

Internal Departments

Request Supplies

Create Employee

Profile

Accepts Offer

Complete Checklist

ITHardware

/Phone

ITNetwork Systems

FACILITIESDesk/

Chair…ONBASE TRAINING

Arrives

Final Review

E-FormsE-Forms

Exception ReportsException Reports

FoldersFolders

Document ImagingDocument Imaging

WorkflowWorkflow

OnboardingReturn On Investment:Shorten the productivity curve

Increase employee engagement

Reduce processing cost per new hire

Clerical onboarding tasks eliminated

Eliminate manual handling and routing time

Reduce manual and duplicate data entry

Decrease onboarding delays

Establish onboarding process consistency

Instant access to all employee documents

Demo

• Onboarding and Separation

Policy and Procedure Administration

Recruit & Select

Recruit & Select

New Hire OnboardNew Hire Onboard

Performance

Reviews

Performance

Reviews

Employee Change Request

Employee Change Request

Employee SeparationEmployee Separation

Policy &ProcedureAdministrat

ion

Policy &ProcedureAdministrat

ion

Policy &ProcedureAdministrat

ion

Matt, the Manager• Has an idea/input for a new

policy• Reviews the policy, prior to

distribution• Tracks required reading

status for his employees

The players…Adam, the New Employee:I need to learn about our

policies and be able to reference them easily

Sarah, the VP of HR:• Approve policies

prior to distribution

• Provide enterprise reporting

• Provide proof of compliance

Heather, the HR Generalist:• Create and revise policies• Communicate changes• Distribute policies to

employees

So, what are we doing to do about it?So, what are we doing to do about it?

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Review

Read/Acknowledge

Verify/Track

Enterprise Reporting

Create/ Revise

Distribute

Approve

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Review

Read/Acknowledge

Verify/Track

Enterprise Reporting

Create/ Revise

Distribute

Approve

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Review

Read/Acknowledge

Verify/Track

Enterprise Reporting

Distribute

Approve

Changes not trackedNo revision history

Changes not trackedNo revision history

Create/ Revise

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Review

Read/Acknowledge

Verify/Track

Enterprise Reporting

Distribute

Approve

The HR Generalist creates (and/or revises) the policy, procedure or handbook with complete history.

The HR Generalist creates (and/or revises) the policy, procedure or handbook with complete history.

WorkflowWorkflow

EDMSEDMSCreate/ Revise

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Review

Read/Acknowledge

Verify/Track

Enterprise Reporting

Create/ Revise

DistributeChanges not trackedNo revision historyNo formal record of approval

Changes not trackedNo revision historyNo formal record of approval

Approve

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Review

Read/Acknowledge

Verify/Track

Enterprise Reporting

Create/ Revise

DistributeThe HR Manager or VP approves the policy for distribution to the employee workforce. They may request changes, which routes the policy back to the HR Generalist for revision.

The HR Manager or VP approves the policy for distribution to the employee workforce. They may request changes, which routes the policy back to the HR Generalist for revision.

WorkflowWorkflow

EDMSEDMSApprove

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Read/Acknowledge

Verify/Track

Enterprise Reporting

Create/ Revise

Distribute

Approve

Poor communication of changesLack management buy-in

Poor communication of changesLack management buy-in

Review

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Read/Acknowledge

Verify/Track

Enterprise Reporting

Create/ Revise

Distribute

Approve

The Management Team receives the policy for review (and maybe approval), prior to distribution to their employees.

The Management Team receives the policy for review (and maybe approval), prior to distribution to their employees.

WorkflowWorkflowReview DKTDKT

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Review

Read/Acknowledge

Verify/Track

Create/ Revise

ApproveEnterprise Reporting

Inconsistent distributionPaper, e-mail, faxUntimely updates

Inconsistent distributionPaper, e-mail, faxUntimely updates

Distribute

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Review

Read/Acknowledge

Verify/Track

Create/ Revise

ApproveEnterprise Reporting

The HR Generalist , HR Manager or VP distribute the new policy or procedure to those required to read it with a single click.

The HR Generalist , HR Manager or VP distribute the new policy or procedure to those required to read it with a single click.

WorkflowWorkflow

DistributeDKTDKT

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

ReviewVerify/Track

Enterprise Reporting

Create/ Revise

Distribute

Approve

Lost policy documentsInk signature collectionUnorganized updates

Lost policy documentsInk signature collectionUnorganized updates

Read/Acknowledge

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

ReviewVerify/Track

Enterprise Reporting

Create/ Revise

Distribute

Approve

Employees immediately receive the policy for acknowledgement. All assigned policies are presented in a single interface for reference and review.

Employees immediately receive the policy for acknowledgement. All assigned policies are presented in a single interface for reference and review.

DKTDKT

Web ServerWeb Server

Enterprise DKTEnterprise DKT

Web Parts for Sharepoint

Web Parts for Sharepoint

Read/Acknowledge

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Review

Read/Acknowledge

Enterprise Reporting

Create/ Revise

Distribute

Approve

E-mail & phone communicationsSpreadsheets and checklistsNew employees

E-mail & phone communicationsSpreadsheets and checklistsNew employees

Verify/Track

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Review

Read/Acknowledge

Enterprise Reporting

Create/ Revise

Distribute

Approve

Department managers can review the required reading status on all policies assigned to their employees, with tools to manage delinquencies.

Department managers can review the required reading status on all policies assigned to their employees, with tools to manage delinquencies.

DKTDKTVerify/Track

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Review

Read/Acknowledge

Verify/Track

Create/ Revise

Distribute

Approve

Manual data collection processSpreadsheet trackingDelayed reporting

Manual data collection processSpreadsheet trackingDelayed reporting

Enterprise Reporting

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Review

Read/Acknowledge

Verify/Track

Create/ Revise

Distribute

Approve

The HR Manager or VP can view ALL policies assigned to ALL employees, generating reports that identify delinquencies and prove required reading compliance.

The HR Manager or VP can view ALL policies assigned to ALL employees, generating reports that identify delinquencies and prove required reading compliance.

Report ServicesReport Services

Enterprise Reporting

HR VP

Management

Employees

HR Generalist

CREATE/REVISE APPROVE ACKNOWLEDGE TRACK/REPORT

Policy & Procedure Administration

Review

Read/Acknowledge

Verify/Track

Enterprise Reporting

Create/ Revise

Distribute

Approve

DKTDKT

Report ServicesReport Services

EDMSEDMS

Web ServerWeb Server

WorkflowWorkflow

Web Parts for SharePointWeb Parts for SharePoint

P&P AdminReturn On Investment:Rapidly distribute documents

Ensure knowledge transfer consistency

Enforce employee accountability

Easily audit reading compliance

Identify and resolve delinquencies

Quickly generate enterprise reports

Reduce administration costs

Reduce paper, print and mail costs

Support compliance efforts

Demo

• Policy and Procedure Administration

time to make a difference.