3 examples of how digitizing HR leads to organizational success Easier HR processes = happier employees = increased profitability

accessing data through phone

Tasked with recruiting, managing and caring for the people that keep your business running, the human resources (HR) department is arguably the beating heart of your organization. Today more than ever, HR’s role is elevated exponentially — becoming a prominent voice and leading the way to keep employees engaged and motivated at a time of disruption for employees and organizations alike.

Although traditionally, HR’s function has skewed towards being organization-centric (enforcing policies, administrating payroll, maintaining compliance) recent events have highlighted HR’s ability to be more employee-centric than ever. Organizations are recognizing that it’s not efficiency that gets them through trying times — it’s a happy, resilient workforce.

Companies in the top quarter of workforce experience are typically 25 percent more profitable than competitors in the bottom quarter

Deloitte

So, how do you go about building a resilient and happy workforce? For many organizations, it begins with empowering your HR department.

First, eliminate paper

To enable HR to focus on improving the employee experience, your HR professionals can’t be spending most of their time on paperwork. Tracking, filing and managing paper forms take up a significant portion of the day — not to mention the unnecessary compliance and security risks that come with manual, paper-based processes. In a continually changing workplace environment, HR needs to be able to work efficiently and effectively — even when working remotely.

For retailer Kwik Trip — with 640 locations in Minnesota, Iowa and Wisconsin — relying on paper files and manual processes for 21,000 employees proved unsustainable for its centralized, shared service HR department. Human resources staff struggled to keep up with paper files, including 98 different document types. All that paper took up costly real estate at the office.

But after digitizing these files onto a central electronic repository, HR staff now easily accesses complete employee information from wherever they are.

“Previously, these sub-functions were very siloed. Documents could be sitting on somebody’s desk for four days before anyone even knew about it. [OnBase has] given them a lot of visibility into the documents in a better timeframe,” said Sarah Jilk, Kwik Trip’s OnBase administrator.

Meanwhile, simple and standardized online forms also streamline employee-initiated requests like mileage reimbursement and status changes. This eliminates cumbersome paper forms and provides a seamless experience in line with employee expectations in today’s digital world.

Digitizing HR processes also improves data security. Kwik Trip’s OnBase solution houses an impressive two million HR documents containing sensitive employee information, but with built-in role-based security features, the wrong people cannot access these documents.

“I have 100 percent more confidence in the security of our information,” said Jilk.

As any HR professional knows, how long you hold on to documents can be the difference between meeting compliance requirements and a hefty penalty to the organization. With automated document retention and file management functions, HR staff no longer need to worry about manually tracking every document for compliance.

“When we updated our system, we were finally able to do purging effectively,” said Jilk. “Now we can create rules for document retention that allow us to automatically purge documents after their termination date.”

Give your people the gift of time

For MetroHealth — a comprehensive health system in Cleveland, Ohio that includes an 861-bed major medical center, a rehabilitation hospital, two long-term care/skilled nursing centers, an outpatient surgery center and a network of community-based healthcare centers — eliminating paper was only the first step. To truly optimize processes enterprise-wide, it needed a solution that would seamlessly integrate with existing applications.

So the healthcare provider turned to OnBase, which has a built-in integration with its enterprise resource planning (ERP) solution, Infor Lawson, as well as its electronic medical record (EMR), Epic. MetroHealth was able to eliminate manual data entry, automate indexing and data validation and make the most up-to-date information instantly available to users who need it — from wherever they are. This has been invaluable to its HR department.

“OnBase lets HR free up 80 hours per month to do something other than filing, so our employees can get more work done in less time. We save half a day with a click of a button,” said Dennis Murray, Metrohealth’s director of compensation.

Get out of the data center business

For grocery chain Heinen’s, “getting out from underneath all the paper” has been key to its growth.

“From 2011 to 2012, the company grew by 20 to 25 percent, opening four new stores. But the number of bodies doing the work stayed the same in HR,” said Bob Walters, business analyst and OnBase system administrator at Heinen’s.

Because the grocery manages more than 90 types of digital HR documents for each associate, Heinen’s needed a faster, more secure way to store, access and share associate files. The organization also knew it didn’t want to drain IT resources by managing a server on-premises.

“We’ve hosted solutions before, and we knew we didn’t want to be in the data center business. It’s expensive and difficult,” said Walters. “Managing a server is a job in and of itself. What if something happens and the server gets destroyed? We wanted to know with certainty that the data was being cared for outside of our building.”

Since deciding to deploy their OnBase solution in the Hyland Cloud, Heinen’s can rely upon the safe, off-premises storage of its sensitive information. This has enabled staff to focus on the things that matter, like providing excellent customer service.

“Having OnBase in place gives us the ability to serve customers better,” Walters said. “We’re a grocery store, and now we get to focus on our strengths.”

So, even though these three organizations are dramatically different, by digitizing HR, they were all able to improve their focus on one common goal: Success.

Wes Keller

Wes Keller leads the Solution Marketing team at Hyland. He spent over a decade implementing enterprise-scale solutions in IT before joining Perceptive Software (now part of Hyland) in 2012.

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