DMS HRM solution „Electronic Personnel File“

Electronic Personnel File SOLUTION DESCRIPTION HRM Solution Electronic Personnel File Table of contents The challenge 3 Your objectives 3 Our solution 3 The performance highlights 4 Short description of the core functions 4 Structure and functionality of the user interface 7 Optional functions 8 Value Proposition of the Electronic Personnel File 10 Your major benefits at a glance 10 Conversion of paper-based HR documents and personnel files 11 Use of the Electronic Personnel File «on demand» 11 I2I INTELLIGENT I DOCUMENT I PROCESSING (IDP) Scalaris Document Management Solutions (DMS) The challenge A lot of companies still manage their personnel information in a traditional way. This means: for every active and retired employee, a more or less comprehensive paper file exists that will be kept as long as the lawmaker demands. The creation, filing and management of paper- based personnel files is manually laborious, and the time and personnel required for this is con- siderable – even more if there is a larger number of employees. This practice provides important disadvantages – not only for the space required, but also in regards to the accessibility options. Furthermore, a tightly interlocked cooperation of line managers and HR departments is often affected, because... » access to personnel files is localized. » simultaneous multiple access to relevant documents and/or personnel files is only possible after previous copying. » important original documents might be damaged or get lost. Your objectives » Central storage of all personnel documents » Faster, more dependable and standardized online access for all authorized users » Establish an HR archive that fulfills the legal requirements with respect to data pro- tection, safekeeping periods and access rights » Dependable automation of the related processes in compliance with the speci- fic operational procedures of your company Our Solution The Electronic Personnel File offers the required flexibility for complete integration in HR system environments and provides the corresponding interfaces. The solution equally supports personnel administration, personnel management and personnel care. This allows HR departments to fulfill today‘s complex statutory regulations, along with the increasing security, data protection and service requirements. I3I HRM Solution Electronic Personnel File The performance highlights » Import of scanned or electronic documents via XML interface » Revision and fraud resistant archiving of HR documents in customer-specific per- sonnel files » Universal overall view of all stored personnel data » Access authorization synchronized with the existing HR system » Online access and view of personnel files with user-friendly search, preview and browsing functions » Index and full text searches through the entire personnel archive, within specific files as well as for specific document types (e.g. certificates) » Terminable deletion of documents or complete personnel files after expiration of the statutory safekeeping period » Connection of DMS, archive and workflow systems through appropriate interfaces This leads to an increase in the quality of personnel work and makes it possible to si- multaneously reduce process and occupancy costs. Another advantage of the Electronic Personnel File is the archive organization based upon a structure determined by the customers themselves. This simplifies and acce- lerates the processing and management of personnel files and provides considerable time and costs advantages. The entire architecture of the solution is geared towards high security. In addition to the legal archiving obligations and requirements, the security concept also offers the necessary recovery and data saving processes. The rights management adjusted to needs (rights system) guarantees a dependable protection of stored documents and files against all types of unauthorized access. Every access and editing step is registe- red on file and document level and can be tracked and reviewed at any time by autho- rized people. The Electronic Personnel File is based on a process-oriented content management. This allows for the integration of a workflow for future expansions and requirements for process editing in the entire personnel administration. Short description of the core functions Search options The Electronic Personnel file offers the following search options: » Standard search for personnel files via their index values, such as personnel num- ber, name, last name, etc. » Search of documents within a personnel file or a registry according to the custo- mer-specific indexes or according to the document‘s content (full-text) » Search for a date according to predetermined periods: - last 1 to n months or 1 to n years (defined filter function) - within a certain period of time from (date 1) – to (date 2) I4I INTELLIGENT I DOCUMENT I PROCESSING (IDP) Scalaris Document Management Solutions (DMS) Search mask Open file with document view I5I HRM Solution Electronic Personnel File Visualization The display of electronic personnel files is divided into different groups: » Tree structure: complete file tree or register of the active personnel files » Employee information with photo (under way) » Search area for index and full text searches » Hit list with status » Image-viewer to display the selected documents » Small image preview of documents as thumbnails for a quick and comfortable leafing through of personnel files Selected documents can be displayed in PDF and JPG format, flexibly zoomed, rotated, printed or sent as an email. Access protection Information access is controlled by an authorization control on the file, register and document levels. The authorization can be effected within Electronic Personnel File or through integration with the existing HR system. Temporary access to a personnel file The Electronic Personnel File allows to grant temporary access to specific personnel information. If an employee, a person with consulting functions, a supervisor, etc. requires tempo- rary access to a personnel file, this may be granted by an authorized HR employee for one-time access or for a certain period of time. If required, temporary access can be explicitely granted for specific registers or docu- ments within a personnel file. In that case authorized employees can precisely define the period of time for the temporary access in equal measure. Safekeeping period The documents are stored in accordance with the safekeeping periods set for the dif- ferent document groups and folders. The expiration of the safekeeping period is con- trollable through various parameters, such as the creation date of a document, the re- tiring of an employee, etc. The final deletion of a document has to be confirmed by an authorized person. I6I INTELLIGENT I DOCUMENT I PROCESSING (IDP) Scalaris Document Management Solutions (DMS) Structure and functionality of the user interface Dossier tree Display of the entire file as a graphical tree. Display of particular sub-folders (registers) with informa- tion about the number of documents in each register. Sub-folders can be changed or added flexibly. A temporary work register can be created for every em- ployee file. Such a register can store selected documents that have to be edited while working on a specific file. This saves repeated search and/or printing of documents during editing processes. The documents are displayed as a link. Search criteria The system supports full text queries within any person- nel file or sub-folder (register). Document When opening a sub-folder (register), or after a search details request, a hit list will appear showing all documents se- lected or containing this text. This list includes different columns – the sequence and display of these columns can be individually masked in or out, for example: • Scan date or scan operator of individual documents • Symbols for a simple overview of the processing status • or the period of safekeeping • Document date, deletion date, document type, etc. When a specific detail line is selected, the corresponding document will be displayed. Here we are speaking of electronic leafing through a file or register. An action list can be activated for every line.