Human Resources
Easy access to HR documents for HR staff, managers and employees.
Especially in Human Resources, all data and documents have to be stored just as securely as efficiently. No problem for the user-friendly applications based on WeWebU OpenWorkdesk, which brings ease-of-use and rich functionality through a Web 2.0 look, and a single interface into one, or many disparate Enterprise Content Management (ECM) systems and business data sources.
Found HR dossiers can directly be edited in the hit list
All authorized employees of an enterprise – even individual employees – can easily and quickly access documents, files and employee data via the internet, intuitively, and with minimal training. Laborious file retrieval and transfers are no longer necessary. Shortcuts, context menus, inline editing of metadata and document import via drag & drop provide a speedy and straightforward view into critical personnel data. Standardized and configurable workflows, for processing job applications or contract proposals as an example, will increase throughput and improve information usage alike. HR staff can immediately update applicants on the latest situation, as they have all necessary information at their fingertips. When an applicant calls, the clerk is able to find the appropriate application within a blink of an eye using either applicant name or number. He can access the application file directly from the processing workflow because process and content are closely tied together in WeWebU OpenWorkdesk. Applicants quickly receive information on the state of the application process. The HR employees‘ productivity rises and so does the applicants’ satisfaction.
Application files with a predefined structure are created at the push of a button and a new application number can be generated and will be automatically applied to all new documents related to this application. By means of simple integration into back-end systems, data such as application number as well as name and address of the applicant can be transferred. OpenWorkdesk Zero-Install Desktop Integration even allows populating fields in MS Office documents with metadata – like the application number - from the ECM system. This is fast and convenient and assures data consistency at the same time. Managers can update directly and conveniently the evaluation sheets in the application folder using their familiar Office environment. Tasks can be assigned both to documents and eFiles and thus it is assured that no deadlines are missed and applications are processed in the proper period.
Once the happy applicant is accepted, at the push of a button the application file is converted into an employee dossier with different access rights and presumably additional folders. If – for whatever reason – the application fails, the application file and all its documents will be marked for scheduled deletion according to legal requirements.
Especially the Human Resources department deals with many sensitive documents. Therefore, it may be a good idea to scan these documents directly at the HR employee’s desk instead at a central scanning station. OpenWorkdesk Zero-Install Desktop Integration allows exactly that using any modern TWAIN desktop scanner. The document is scanned, indexed and directly stored in the ECM system from the clerk’s PC. Not even a local copy on the hard disc is left.
It is even possible to combine documents from different ECM systems, e.g. the monthly pay slip from IBM Content Manager OnDemand (CMOD) and individual contract annexes in the works from IBM Content Manager (CM8), in a single employee dossier or define searches that will find documents from different systems as well. Usually it would be difficult do display all these different document types from different systems in a consistent way. Not so with OpenWorkdesk! Its Advanced Document Viewing assures exactly that. In addition it generates thumbnail preview pictures of the documents that can be displayed in hit lists and enable fast and convenient identification of certain documents.
The highly sophisticated role concept of OpenWorkdesk guarantees that the user always gets only the functions and information he needs according to his role in the corporation. The views on the data and documents exactly fit to the users’ designated role and thus let copious navigation fall into oblivion and automatically and increases data security. For example, employees in the HR department can see all employee dossiers whereas managers see only the dossiers of their respective direct reports. It is even possible to hide folders from the managers, e.g. the ones that contain sensible medical documents of the employees. Even employees can have access to their evaluation sheets in the course of the annual job assessment process and can directly add their comments using ordinary Microsoft Office. Since the documents are kept in the ECM system and thus are version controlled, no other changes can be overwritten and manipulation is prevented.
If a Software as a Service (SaaS) provider offers a Human Resources application based on OpenWorkdesk, its multi-tenancy guarantees that every user of every client is exactly provided with those functions, data and documents he needs according to his role in and affiliation to the client. Thus, the highest standards of data and document security can be met even for smaller organizations. Of course, WeWebU OpenWorkdesk is always shown in the adequate corporate identity of the respective client. Due to a mix of central and decentral administration, operating costs are reduced at the same time.
WeWebU OpenWorkdesk separates applications and ECM systems. Thus, it guarantees the protection of investments and provides future-proofness. It does completely without any installation on the client PC. Thus, project and administration costs decrease especially if numerous branch offices and external HR consultants are to be included. In this way, flexibility and fast rollout go hand in hand with WeWebU OpenWorkdesk.
Further information on WeWebU OpenWorkdesk >>