Success Story
An Airline Company in Singapore
Pains of the HR Department
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 With KRIS HR Document Management System:
Step One:
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.
Step Two:
KRIS integration with Workday module was used to automate P-file folder creation whenever a new employee is onboarded.
Step Three:
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.
Step Four:
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.
A Complete Solution for Transformation to a Paperless HR
- Peace of Mind. A DMS solution trusted by Singapore Government Agencies. Fulfil audit requirements in everyday HR processes
- End to End Solution. Bulk Scanning, Importing, One Central Repository, Automation, Document Approval Workflows and Safe Archival/ Disposal.
- Audit Ready. Grant file access only to the right people with role-based access and track all actions performed with audit trail.
- Workflow & E-signature. Automate routing of documents for approvals with E-signature
- Integrate with major HRM Systems. KRIS can integrate with Workday, PeopleSoft, SuccessFactor and more! Sync between systems to automate the creation and delivery of P-files, forms and letters.
- Suitable for 5 – 1,000 users. Buy only what you need. Customise your plan based on users and modules.