Human Resource HR Document Management System

Pains

The simple everyday task of information retrieval becomes a grueling one when documents are stored in different platforms. Training Records & P-files in physical workspaces, Performance Letters in Dropbox and other HR records in Workday. The HR team needs a single automated archival system that allows instant access to every document within one platform.

Steps taken

1. Physical records are scanned and archived in KRIS HR DMS using Evidence Act scanning with embedded hash code. Digital records are migrated into KRIS as well.
2. KRIS integration with Workday module was used to automate P-file folder creation whenever a new employee is onboarded.
3. When an employee resigns, KRIS would archive the P-file folder and send an email notification to users after the retention period expired, which would direct them to batch purge the P-files and the documents in KRIS.
4. Documents that were uploaded by users and generated by Workday would automatically be filed into KRIS via RESTFUL API.

Immediate benefits

1. The HR team can now easily retrieve information from one HR DMS platform. There is a single source of truth. Daily tasks become easier and more accurate.
2. Creation and managing of P-files are now automated with the link between KRIS and Workday. Time and energy are saved. There is also reduced risk of missing files.
3. Added peace of mind as documents stored in KRIS are highly secured which reduces the risk of tampering. Due to the embedded hash codes, documents have their authenticity retained.

Pains

1. It was a hassle for users to search for documents in the previous DMS as there was no metadata tagging.
2. P-file has to be created manually in the DMS after creating an account in SuccessFactors during onboarding.
3. P-files had to be manually updated when there was an employee transfer.
4. The HR team has to manually track and dispose of documents when the retention period has expired.
5. The client also needed to generate and mass send letters to their employees, which SuccessFactors could only send one at a time.

Steps taken

1. Migrated and meta-tagged all P-files into KRIS Record Manager for fast document search.  
2. Integrated with SuccessFactors to automate P-file folder creation in KRIS Record Manager whenever a new employee is onboarded.
3. Setup KRIS to update the P-file folder when transfer of employees happens. 
4. When an employee resigns, KRIS will archive the P-file folder and send an email notification to users after the retention period expires, reminding the user to batch purge the P-files and the documents in KRIS.
5. Customized a new Mass Document Creation feature where KRIS would mail merge the letters from the template uploaded by users, file it to P-file and send it to Humatrix. Employees can then login to Humatrix portal to view and download the letter.

Pains

1. Our client stored HR documents digitally in shared folders and physically in workspace, which was a hassle to manage and retrieve them. There is no single source of truth.
2. Delivering an annual salary increment letter was time consuming – 3 weeks to print and deliver to more than 700 employees. There was feedback on letters being lost in transit.
3. They needed a solution to keep their HR records securely and deliver the salary increment letter digitally.

Steps Taken

1. Created P-file folder for each employee in KRIS.
2. Digitized physical records using OCR and migrated all documents into employees’ P-file in KRIS Record Manager.
3. Automated the delivery of salary increment letters.
   1. Generated letters were uploaded into KRIS
   2. KRIS would file the letters into employees’ P-file automatically
   3. Employees can then log into KRIS to view the letter

Immediate Benefits

The HR team can now easily retrieve information from one HR DMS platform. There is a single source of truth. Daily tasks become easier and more accurate

Automation in salary increment letter delivery not only helped users in saving even more time, but also helped to reduce costs and wastages.