OpenText: Digitize to Delight – How to Engage the Digital Force
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The document discusses the digital transformation of HR, emphasizing the need to improve employee experience and team culture through strategic HR management and cloud migration. It highlights the challenges of document-intensive HR processes and the potential benefits of digitization, including cost savings, compliance enhancement, and improved employee engagement. Key features include self-service options, mobile access, and centralized document management to streamline HR operations.
OpenText: Digitize to Delight – How to Engage the Digital Force
- 2. Digital Transformation in HR Improve Employee Experience & Team Culture From HR Administration to Strategic HR Workforce Management and Talent Insight Migration to cloud and mobile apps Reduce number of HR systems Adapt to cloud & re-think HR processes
- 3. Value add focused Employee Centric Services Workforce Experience Re-Imagine Your HR Service Delivery Model Governance & Compliance 360° view Automate Your HR Processes Predictive Analytics Flexible Deployment Seamless Integration Embrace Digital Technology Seamless Information Flow 360 Imperatives for future Talent Engagement
- 4. Source: HR Functional Benchmark, The Hackett Group, 2016 Employee self-service usageManager self-service usage “Business-centric” service design and delivery
- 5. Recruitment & Onboarding Payroll & Compensation Benefits Health & Welfare Performance Management Learning & Development Separation / Retirement • Offer Letter • Job Description • Background Check • References • I-9 • NDA • EEO • Welcome video • Employee Handbook • Forms • Incentive Plan • W-2 • W-4 • Direct Deposit • Garnishments • 401 (k) • Beneficiaries • Bonus Plans • Pension Plans • Stock Options • Executive Plans • Beneficiaries • Verify Dependents • FMLA docs • STD docs • Direct Deposit • Fitness Reimbursement • ACA (Affordable Care Act) • Performance Review • Reference Letter • Disciplinary Letter • Promotion Letter • Transfer Letter • Expat Docs • Job Analysis • Certifications • Sexual Harassment • Trainings • OSHA Training • Professional Memberships • Videos • Resignation Letter • Term Letter • Exit List • Un-Employment • Vacation Payout • Legal Document • Retirement Plans • COBRA • Beneficiaries Document Intensive HR Processes
- 6. Recruitment & Onboarding Payroll & Compensation Benefits Health & Welfare Performance Management Learning & Development Separation / Retirement • Offer Letter • ... • Incentive Plan • … • Beneficiaries • … • Performance Review • … • Certifications • … • Resignation Letter Massive scale of HR documents 30-50 unique HR documents per employee 7-30 years document retention time 2 transactions per doc. per year 1 Human Capital Institute study (2012) with 274 respondents 3 - 5 Mio. unique HR documents 6+ Mio. annual document transactions Volume of HR documents and related transactions is massive 100,000 employees (at ca. 15% turnover rate) Document Intensive HR Processes
- 7. Employee 30% Applicant 20% Contingent 5% Learning project 20% Succession project 10% HR project 15% HR Documents Customer Example Source: OpenText Customer Survey on Workforce Documents. 2015. DAY-TO-DAY OPERATIONS High creation, discovery, & archiving costs Difficult access for employees and managers PAPER HANDLING & STORAGE Secure transportation of employee documents High costs for print, copy, mail, and archive (in- house + external) COMPLIANCE Keeping up with ever-changing regulations High effort and risk during audits LEGAL RISK & SECURITY Loss due to fire, water damage, theft Fines and lost litigation cases HR is more than the Employee Challenges with HR Document Management
- 8. Recruitment & Onboarding Payroll & Compensation Benefits Health & Welfare Performance Management Learning & Development Separation / Retirement Focus of Content Services are early phases of employee lifecycle Enormous potential fro Benefits, Performance and Succession Management Potential for Digitization Implemented Huge Potential for Digitalization of HR Processes
- 9. Content Enriched Business Processes 360 degree view Create / Capture Review / Collaborate Access / Distribute Store / Secure Preserve / Destroy Traditional Hyper Connected HR Processes Create / Capture Review / Collaborate Access / Distribute Store / Secure Preserve / Destroy HR Processes SAP SuccessFactors Processes
- 10. 1-3 year Migration Global Implementation Shared Service Center Complex scattered landscape Country by Country Module by Module Hybrid operation Paradigm Shift HCM one single source of truth
- 11. Resource optimization through process improvements and cycle time reductions Reduction of admin time by Employee Self Service Automated Document Generation Improvement of document management (tracking, versioning, audit, security) Improved decision making with full transparency Reduction of processing and handling errors Process acceleration through online and mobile access Fast Access to all relevant documents belonging to one business transaction Better decision and less errors due to consistent documentation Reduction of space required for physical storage of files (office or archive space) Elimination of paper archiving facilities (lockers, paper file storage, access control systems) Elimination of transport- related expenses (postage, internal transport) Reduction of paper and printing cost Reduction of implementation cost due to out-of-the-box integration (API) and best practice templates Elimination of trainings costs due to better UI Reduction of operations costs by cloud deployment Improved compliance and control of access to personal data and documents Unique compliance with complex legal requirements for data retention and security Lower cost of fines and losing litigation cases Minimization of risk through fire, theft, water damage, loss, and elimination of consecutive damage caused by such events Higher motivation due to state of the art user experience Mobile Access Social Media Engagement HR Admin Efficiency Employee and Manager Efficiency Employee File and Storage Cost Project, Training and IT Operations Compliance and Risk Management Employee Engagement Value Driver of HR processes
- 12. HR Admin Efficiency Employee and Manager Efficiency Employee File and Storage Cost Project, Training and IT Operations Compliance and Risk Management Employee Engagement USD 1,470,000 Annual Savings: up to USD 4,632,000 Customer Example 100,000 active employees: USD 112,000 USD 1,800,000 USD 1,250,000 Huge value in case of fines, legal litigation Motivational impact Value Driver of HR processes
- 13. Easy Employee Collaboration Seamless UI integration Easy Access File sync and share Mobile support Best in Class Cloud based Content Services for HR Efficient HR Administration Self-Service Document Generation Document Onboarding HR Reporting & Workflows SAP HCM integration Centralized Content Management Employee File Document Types Permission & Control HR Workspaces Dossier View Search Global Information Governance Lifecycle Management Document Retentions Regional Compliance Completeness Check Audit & Activity Log Extended ECM for SAP SuccessFactors
- 14. Your gain. Guaranteed governance Reduced HR administrative costs Faster implementation Reduced legal risk and liability Reduced service center response time Reduced staff communication cycle time Increased HR staff productivity Better employee satisfaction Reduced IT administration and storage costs