HR Document Archival Solution. May 2010

Transcription

1 HR Document Archival Solution May 2010

2 Perspective Employee records Are important records that need to accessed by various authorized employees across locations and departments Contain many types of documents and are all stored in a single manual file Typically, 8 to 10 types of documents Typically, 30 to 300 pages per file. Need to be accessed by authorized persons as they contain sensitive information Cost of maintaining employee files becomes high as physical storage costs keep rising Cost of protecting the physical files from water damage, rodents, fire etc. is very high Manual workflow processes for credentialing, recruitment, testing, relocation, training, benefits administration and compliance is costly and time consuming

3 Nature of Problem Time-consuming & inefficient processes Incomplete employee files Missing documents Wrongly filed papers Damaged documents Access control Locating appropriate files / documents Version control Accountability issues Who owns the files (HR or admin..) Who reviews the files and how often Who approves the files Who owns the standards Different types of documents Internally generated (Word, Excel, PDF etc.) External documents in paper form

4 Classification Classification takes documents from the scanner and drops them into the appropriate buckets. Work Work Experience Bank details Application Form Address and id proof Educational Details Passport Details

5 Expected Benefits Faster, accurate and secure access to documents files Maintaining confidentiality at document level e.g. Providing access to passport to Admn. Department, While educational records and are allowed only to Training department, Details of employee s assignments / achievements / training etc. to the Department Head to consider for job rotation Leave details to Finance for salary processing Reduction of employee file handling costs 24 x 7 operations Ability to manage variance in volumes Ability to manage multiple type of documents (internally generated and external documents) Examples of Indian companies who practice this solution TCS, Infy

6 Solutions Available Capture solution options o Kofax o Kodak o o o Captiva Readsoft Leadtools DMS systems options o Alfresco o Filenet o Documentum o Stellant Records Management software options o IBM o Microsoft o Records Manager Inc o Alfresco o Laserfiche Typical solution cost including hardware, software, implementation and back-file conversion for 5000 employees likely to cost between Rs Lacs. This depends upon the hardware platform, software product suite, implementation vendor etc.

7 How can Rhombus help HR document management system review and suggestions HR file system review with a view to design the adoption of automation of the system Data capture process review with a view to design / redesign the process Document class definition and appropriate metadata (tags) definition Approval / validation process review with a view to improve accuracy Setting performance standards to measure internal efficiencies Setting up of solutions Scanning / remote scanning Document Management Integration with backend systems

8 Scope of Work Study of manual HR document process Study of other systems the HR system integrates with Study of volumes Requirements Document Conceptual solution design Architecture Sizing Document type definition (up to 10 doc types) Meta data for document types Taxonomy definition Document access control definition DMS solution features / functionality criteria HR document archival solution criteria Scanning solution features / functionality criteria Short list of 3 products meeting the DMS /scanning criteria Short list of 3 implementation vendors (optional) Back-file conversion process and vendor recommendation Rhombus seeks a timeframe of 2 months

9 How will Rhombus deliver By reviewing existing systems and suggesting improvements By defining requirements for new improved system and designing of new improved system By selecting appropriate product suite which will meet new requirements By helping choose the right product suite and service vendor who can deliver the new improved system Doing ongoing review / audit of the system so the system meets the customer, employee and organizational expectations

10 What can Rhombus deliver Scanning and capture architecture including remote capture Document management solution system design & architecture Document management solution selection Document approval workflows design Architecture for integrating scanning, forms processing, document management system and backend systems SLA s with respect to the TAT requirements Design of Dashboards for internal and external performance measurements Service vendor selection criteria, vendor shortlist

11 Case Study Background Organization with large resource pool 75,000 employees across 15 locations Objectives 1. Enable sharing of HR documents for Input Review Approve Reuse Reporting Decision support 2. Creating digitized data to support HR decisions 3. Providing access to HR Documents to authorized persons with security protocols. 4. Ability to access documents residing in several repositories worldwide 5. To avoid inefficiency, and costly delays experienced in a manual ad-hoc processes

12 Case Study Solution HR Document Management System to handle document creation and reuse of documents on a world wide basis by HR and other departments Steps involved Scanning and digitization Indexing Virtual Document Management Support 60+ types of records across 7+ document classes Taxonomy development to categorise the records Integration with the Portal Metadata attributes and identifying the taxonomy Dynamic linkage with the portal - frequent deputations of employees on projects and hence change in access permissions Dynamic User Management & permissions

13 Case Study DOCUMENT CAPTURE HR DOCUMENTS MANAGEMENT SOLUTION ARCHITECTURE APPLICATION SERVER MUMBAI USER INTERFACE CHENNAI SCANNING CLIENT DOC LOADER SERVER MUMBAI CHENNAI CONTENT SERVER AND FILE STORE BANGALORE SCANNING CLIENT DELHI SCANNING CLIENT INPUT ACCEL SERVER GLOBAL CONTENT SERVER MUMBAI BANGALORE CONTENT SERVER AND FILE STORE DOCUMENT ADMINSTRATOR WORKSTATION HYDERABAD SCANNING CLIENT DELHI CONTENT SERVER AND FILE STORE KOLKATA SCANNING CLIENT RENDITION SERVER MUMBAI INDEX SERVER MUMBAI HYDERABAD CONTENT SERVER AND FILE STORE USERS(ALL USERS UPTO GRADE 4 INCLUDING HR USERS) Distributed Architecture with Centralized Repository and DR Access from remote locations across globe using BOCS at remote locations to ensure that the download speeds are high enough. DOCBASE MUMBAI DATABASE (ORACLE) DR KOLKATA CONTENT SERVER AND FILE STORE SPECIAL USERS (USERS ABOVE GRADE 5) DOCBASE CHENNAI DATABASE (ORACLE)

14 Case Study Benefits Provides easy access to authorized employees across multiple locations and different departments of the organization instant access to relevant employee documents to enable decision makers to work in decentralized environment Maintains confidentiality by providing a security environment to prevent misuse. Ensures safety and easy management of documents thereby de-risking any loss of info in the natural events of floods, earthquake & fire, riots, rodents. Cost of the solution (approximate) Software product cost : Rs. 120 Lacs Hardware costs: Rs. 150 Lacs Implementation cost: Rs. 70 Lacs Back-file conversion cost (30,000 employees): Rs. 50 Lacs Annual support cost: Rs. 50 Lacs Duration for solution deployment 9 months

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