Successfully digitise HR processes in five stages

"Everybody is talking about digitising the HR function. However, this trend is not easy to implement. How can you make it work for you? Which tools should you choose and how do you start on this transformation, despite the size of the task? We reveal all."

Eric JAMET  -  Director of Marketing & Innovation, Tessi Documents Services

70% of HR Directors consider that the digitisation of their operations is still too slow, according to training specialist Unow. And it is urgent. According to a survey by Intel, half of Generation Y say that they are ready to leave their current job if the technology offered by the company does not meet their expectations. In this case, how can you address this major transformation of the HR Department in real terms?

1. Digitalising the recruitment flow

Even before a new employee arrives, many tasks can be automated in order to optimise the recruitment stage. To manage this, the whole challenge is detailing the exact pathway followed by an employee to identify the stages that can be automated. For example, well before the electronic signature of the contract, checking the proof of identity, or the declarations prior to employment can be automated by connecting the HR Information System to the portals made available by the public authorities.

In the same manner, by centralising a unique form for the arrival of new employees on a platform, the information can be entered just once and the data will be fed to all the departments concerned by the intake in a secure manner: legal affairs, pay, employee records, etc. The challenge? Offering employees a simple, seamless digital experience for the signature of their employment contract to improve the employer’s brand image from the very start.

2. Designing fully digital employee records

Along the same lines, a great part of the employee records and associated flows can be automated. The aim is to ensure the compliance of the archiving of the documents (electronic originals and digital copies), whilst increasing the productivity of the HR teams. Automatic alerts for medical check-ups, industrial scale sending of forms for annual performance reviews, etc. Many flows, throughout the employee’s life cycle can benefit from digitisation. HR Departments and Managers are well aware of it According to the firm Markess, six out of ten decision makers consider that the automation of HR processes is one of the key challenges for the coming years. The ultimate aim? Eradicating paper archiving and freeing up HR managers from repetitive tasks, so they can concentrate on the heart of their activity; managing and enhancing the value of people.

3. Implementing electronic pay slips

The third essential stage: the electronic pay slip. In France the El Khomri Act, which came into force on 1 January 2017, removes the obligation for prior consent from employees for the digitisation of pay slips. This is a simplification that will increase the speed of the adoption of electronic pay slips now that employees, particularly those from the new “digital native” generations, are used to a fully digital world. What is the main advantage for HR Directors? Cost reductions according to a survey by the French National HR Directors Association.

4. Maintaining a permanent breadcrumb trail for the employeeMaintaining a permanent breadcrumb trail for the employee

In addition to the pay slip, the whole relationship with employees needs to be rethought and digitised. The challenge consists of maintaining a breadcrumb trail of the relationship with the employee using a single portal that combines all of the HR applications (holiday requests, expenses, etc.), practical information, in-house communication media, some particularities of the employee records, etc. In this way, the employee benefits from a single platform for communicating with the HR department, without having to switch between tools. And there is some urgency, at the moment only 42% of French employees consider their HR department to be “modern”, according to a survey by OpinionWay-LabRH.

5. Bringing the HR Department into the data age

The final level to reach: data-driven HR. When confronted with separate information systems, the challenge is to combine, cross reference and take advantage of data from various sources. Through integration work, HR Departments will have access to full dashboards to analyse the performance of an outsourced support centre (for example) and therefore make the best decisions. In the same way, a training manager could get information about the rate of completion of different e-learning modules in just a few clicks. This is a priority when 52% of HR Directors surveyed by the firm Markess consider that big data and analysis tools would improve the performance of the HR Department.


In any event, these five stages are not set in stone. They must be adapted to the priorities of the HR Directors based on hosted solutions to gradually lead to uptake by everybody, and facilitate integration into the existing HR information systems.



Portrait Eric Jamet Directeur Marketing & Innovation, Tessi documents services

Advantages

  • Optimising HR processes
  • Ensuring the compliance of the processing and management of HR flows
  • Developing relationships with employees
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