Simple + Secure Human Resources

Gi LeeDirector, Solutions Engineering

Zia Consultingglee@ziaconsulting.com

Phil RobinsonSVP Business DevelopmentZia Consulting

phil@ziaconsulting.com

Content Everywhere

Recruiting

Onboarding

Management

Leaving

• ECM Challenges for Today’s HR

• Document Automation – Addressing the Cost & Complexity of Your Processes

• EasyECM – Simple, Smart, Connected, Controlled. No Training Required.

• How Do You Get There.

• What Next?

Agenda

• Cost & Complexity • Applications, Onboarding, etc..• Manual = Expensive, Slow, Error Prone• Opaque = Poor “Customer” Experience

• “ECM Avoidance”• Unmanaged Content (email, shared drives,

DropBox, Sharepoint)• Unused Legacy ECM Systems• Compliance/Security Concerns

ECM Challenges for Today’s HR

How can we help?

We Save You Money with Zia’s HR Automation Solutions

We Increase User Adoption (of ECM)with Zia’s EasyECM Solutions for HR

Supported through:• Zia Solution Accelerators• Zia Migration Services• Initial Consulting Engagements (ICE)

Powered by:

• Any “Paper/Person-Centric” Process• Supporting Documents• Complex (Uncontrolled) Business

Processes

• Recruiting• Onboarding• Change of Status• Termination / Resignation• And more….

HR Automation Solutions – Where?

• ROI < 9 months.

• 50%+ increase in Productivity.

• Improved “Customer” Satisfaction.

• Enhanced Compliance.

• Actionable Analytics.

HR Automation Solutions – Why?

3 Core Components:• Smart Repository• Smart Workflow• Enterprise Integration

Additional Components may include:• Applicant/Employee Self-Service Website• OCR-as-a-Service (Intelligent Capture)• Electronic Signature• Records Management• Actionable Analytics

HR Automation Solutions - What?

HR Automation Case Study:

Recruiting

• Enterprise Document Management• Version Control• Enterprise Search• Viewing + Annotation of Documents• via Paper, Fax, Email, Upload

• Case Management UI• Role Based• Unique “eFolder” – docs + metadata

Smart Repository

• Virtually Any File Type• Compare Original / Signed Docs,

Different File Formats• Annotation with Changemark ™ Notes –

including Audit trail of comments

Enterprise Viewing

IGC + HR

• EEOC Compliance, eDiscovery, Records Management

• Redact Employee Data to securely share employee records, salaries, personal information – across multiple user groups

• Template-Based• “Initiation” of Case• Updates

• Document Assembly

• Routing• Review, Approve, Request Action• Via Email, Secure Cloud Site

• Declare Record

Smart Workflow

• Simplified UI• Role-Based • Easy to Adopt (minimal user

training)

• Powerful Business Processes• Advanced Workflow

• Future Proof

Alfresco Workdesk: Case Management

Business Roles & Dynamic Views

HR

Legal

Finance

Perso

naliza

tion

Busin

ess R

ole

s

AlfrescoContent Repository

Workdesk enables you to see the right content, at the right time, based on your business role.

Standard Alfresco Share web & mobile views

• Email Integration – Outlook, Gmail• Office/Google Docs Integration

• HCM/HR Integration – Oracle, SAP…

• Point-to-Point• Enterprise Service Bus

Enterprise Integration

• Secure Login• Initial Application• Download Documents• Upload Documents• Check Status

• Simple Design & Branding

• Asset Re-use Across Sites

Applicant/Employee Site

• From Paper to Electronic Documents

• Intelligent Capture Technologies

• Classification and Extraction without bar codes or separator pages

• Structured (Forms) and Unstructured

• Mailroom Automation and/or

• “In Process Capture”

• Embedded in ECM/Workflow

• Automated Classification & Extraction

OCR-as-a-Service

OR

Securely sign within your Alfresco repository

• Legal Signature – eSign ACT & UETA

• Dual-Level Authentication

• Allows for Multiple Signatures

• Automatically Creates Secure PDF

• Integrates with Alfresco Workflow

Digital/Electronic Signature

HR Automation Demo:Employee Onboarding

HR Challenges #2:ECM Avoidance

NEEDED - “An ECM System that Works How I Do”• Where I Work, With My Device• Easy to Collaborate – Both Internal & External• Helps Me Find Information in Content Chaos• Bring Efficiencies to the Business of HR

HR Challenges:Control & Compliance

“We Need to Address”• The Dropbox / Box.net Problem• The Laptop (or Shared Drive) Problem• Email is not ECM!• The Sharepoint (RM) Problem

“AND Simplify IT”• Deploy, Manage, Support

http://blogs.alfresco.com/wp/connected-enterprise-survey-results/

The ECM Tug of War

Users• Easy to Learn• Easy to Use• Easy to Share• Email & Office Integration• Enterprise Search

Enterprise IT • Secure• Compliant (RM)• Simple to Integrate• Upgradable• Cost-Effective

Solving the ECM Tug of War

Increase Easy = Increase ECM User Adoption =Improved Control & Compliance

How?

EasyECM for HR

Powered by

HR EasyECM Case:Performance Reviews

Simple Collaboration

• My Tools• Email Integration• Office & Google Docs• Enterprise Search

• Internal – Your Teams, Your Offices

• External – Applicants, Other Third Parties

• Enterprise Mobile

• Internal Collaboration• Share Sites or Alfresco Workdesk• Integrated with your Tools• Advanced, Automated Workflow• EasyRM

Simple Collaboration:“As Easy as Dropbox or Box.net”

• Email documents into repository• Drag & drop from email• Send & file• Email + Workflow

Email Integration

Office Workdesk

• Direct access to content and meta data

• Search, Create, Edit

• No installation• Supports various

productivity applications

• External Collaboration• Secure Applicant/Partner Site• Simple Cloud Sharing• Workflow Enabled• Stored in Alfresco• EasyRM

Simple Collaboration:“As Easy as Dropbox or Box.net”

Work Anywhere: Mobile Workdesk• Secure Mobile ECM• Case Management Approach• Unique “App/Server” Model– Role-Based– Department-Based– “Relevant” Information

• IT Approved– Single Enterprise Application– Configured, not Customized

The Results: Easy

• NO TRAINING REQUIRED

• Easy to Deploy:• Multiple Departments / Roles• Multiple Offices / Geographies• Your Hardware & Software Stack• Cloud or Data Center

• Easy to Integrate

• Easy to Upgrade – Configured, not Customized

So…

How do you get there?

What is a Solution Accelerator?• Existing IP• Proven Methodology• Defined Integrations• Project Experience

Simple + Secure HR - Accelerator Components• Alfresco Workdesk for HR• Office/GoogleDoc Integration• Email Integration• Document Assembly

Zia Solution Accelerators

Introducing ICE

InitialConsultingEngagements (ICE)

Fixed PriceFixed Duration

Based on methodology from 100+ successful Alfresco Projects!

What is ICE?

Three Levels• Departmental• Corporate• Enterprise

Three Phases• Discovery Process & Assessment• Technical Assessment• Roadmap & Project Management Plan

Zia Migration Services

• FROM: xxx

• TO: yyy

• WITH:• Proven Methodology• Proven Migration Tools

Your Point of Origin

• Legacy ECM / Sharepoint• Embedded or Vertical-

Specific ECM Systems• Email / File Share

Your Destination

• Your Data Center• Alfresco Cloud• AWS + Alfresco• Zia Managed Cloud• Other Cloud/Hosted

Options

• Talk to Us / Talk to Our Customers• Enterprise Trial – Alfresco/Ephesoft

Renovation Roadshow - http://www.ecmrenovation.com/• DC (Tyson’s Corner) – June 24th

Learn More - http://www.ziaconsulting.com/home/resources/• Webinars & Videos• Data Sheets & Brochures• Case Studies

Alfresco Summit 2014:

What Next?