Synopsis Human Resource Overview: The responsibility of a Human Resource department is to provide strategic, innovative and practical human resource resolutions that address and support business goals and objectives. To achieve this, an HR department manages: Recruitment of qualified individuals Retention, training and development of employees Provide a safe working environment Engage employees through recognition, communication and feedback Provide and administer benefits, policies and procedures These are achieved through effective organization skills, proactive efforts and consultative solutions for employees, managers, and the business. While many HR processes and activities have become largely online, Recruitment and On boarding remain heavily paper-based. Many documents are generated from widely dispersed points and delivered at various times in the process. On boarding Process Overview: On boarding is the process of converting a candidate for a position into that role within an organization. On boarding includes the process of acquiring, accommodating, assimilating and accelerating a new team member to an organization. Cost reduction in the on boarding process often focuses on the replacement of paper forms and processes with electronic forms and processes that are faster, more accurate, eliminate document shipping costs, eliminate data re-entry costs, and mitigate risks. Once a new hire is selected, the process of acquiring, assimilating and accelerating a new team member begins. Several departments are involved, and a myriad of documents must be obtained, shared and managed. Job offer letters, background checks, employment agreements, tax forms, company policy forms, benefit enrollment forms and other documents are acquired, distributed, filed and retrieved during the on boarding process. Several employment compliance regulations, as well as tax and work authorization status, cover the onboard process. Organizations are compelled to mitigate the risk associated with non-compliance by utilizing a rigorous onboard strategy and streamlined methods for record storage and retrieval. In large organizations, the on boarding process may be slowed by the exchange of records between the hiring location and headquarters. While online systems can replace some paper-forms with digital methods that are faster, many document processes still involve paper. Information for new employees is often provided in paper form, and some forms must be signed by employees.
Market Drivers Recruitment and On-boarding remain two paper intensive functions in HR. Several employment compliance regulations from federal/state/industry entities require organizations to adopt rigorous and thorough processes. Recruitment and On-boarding are continual activities in HR. These processes may involve individuals at many locations, making efficient collaboration critical. Documents may be received at various locations, times and formats, making document sharing time consuming and collaboration among parties difficult to manage. All functional departments are involved in HR processes making collaboration critical. Pain Points Slow multi-step hiring process HR documentation is not a core competency of departmental managers Misplaced or outdated HR documents Poor communication between hiring managers and applicants Multiple costs associated with paper based hiring process (transportation, storage, etc.) Compliance risks of outdated / incomplete employee records Incomplete or expired I9 forms can incur fines of $10K to $15K per incident.
Who to Call On Decision Makers Head of HR Office Manager Influencers Owner / CEO / President Branch location managers Users Hiring Managers HR Records Manager Operations Branch/Location Managers Key Questions to Ask Who is responsible for compiling new hire packets today? How many new hire packets are processed monthly? Are new hire packets paper based today? o If so, where are they stored? o If not, what does the process look like for delivering and capturing new employee records? How many locations process new hire packets today? How much time is dedicated to new employee on-boarding: o At the department level? o At the Headquarters level? Are you aware of the potential fines for incomplete or expired I9 forms?
Benefits Increase staff productivity and improve workflow Enhance communication with hiring managers and applicants Reduce costs and risks associated with distributing, tracking and storing paper documents Prevent on-boarding delays by getting information into the system and distributing information quickly, accurately Automatically notify all pertinent personnel about new employees Example User Scenarios Hiring Manager in Field Office Managers in distributed offices receive applications and scan them from Lexmark MFPs for screening by recruiters at corporate HQ. When a job requisition is opened in a remote office, the hiring manager completes initial interviews and scans her notes using a Lexmark MFP. The etask prompts her for job requisition number and applicant name to assure the documents are properly referenced. The approving manager at headquarters prepares for second-round interviews with selected candidates by viewing the application and interview notes prior to meeting with candidates. After his interviews he adds his notes to the applicant record by scanning from the Lexmark MFP in his office. Later that week, both managers can discuss candidates via conference call and share their notes electronically.
Lexmark Solutions for HR Potential Workflow Forms Premium Print selected bookmarked electronic documents directly from the MFP. Capabilities include: browsing network file shares and creating custom icons with support for Functional Access Controls and PIN Protected Bookmarks. Solution Composer Capture and route to the pre-determined location with metadata and send a notice to the intended receiver. New Hire Packet On-demand Delivery 1. Location Manager receives notification of new hire and selects Print New Hire Package from the Lexmark MFP 2. The Location Manager will select the state-specific New Hire Packet from the available documents listed on the Lexmark etask interface 3. The solution produces state specific New Hire Packet 4. New employee completes paperwork HR New Hire Packet Capture via Lexmark Solution Composer 1. Location Manager selects Capture New Hire Packet on Lexmark MFP 2. The Location Manager is prompted at the Lexmark etask interface for the New Employee Number 3. The Location Manager is then asked to choose from a list of forms included in the New Hire Packet 4. The Location Manager is prompted to designate the type of identification provided as well as the associated expiration date corresponding with the I9 form 5. The solution prompts the Location Manager through the proper scanning process and provides a scan confirmation on the etask screen 6. The solution transfers the scanned invoice and associated metadata to HR Server for access and import to the HR system. HR New Hire Packet Confirmation 1. The solution delivers email confirmation to the Location manager instructing on how to store documentation locally 2. The solution sends an alert containing the employee number, location and ID expiration date to the appropriate HR generalist for import to the HR system.