Human Resources

Benefits

  • Provide online access to policy documents including forms
  • Reduce cost of collaboration with benefit providers
  • Manage contracts, forms, policy documents in context with HR transactions
  • Break down the geographical and hierarchical barriers in an organization
  • Facilitate the creation and sharing of information
  • Increase the power of your organization by empowering individuals with the collective intellectual capital of the community

Your company must maximize the potential and productivity of your employees to meet the demands of today's knowledge-based economy. That means transforming your Human Resources (HR) department from an administration function into a source of human capital management strategies.

The HR department must find ways to: improve workforce efficiency and productivity; find the right talent for today and develop the right talent for tomorrow; educate and train staff to have appropriate skills; and align corporate strategies with the goals of workplace teams and individuals.

Open Text solutions help your HR managers meet their business goals with the following processes:

  • Benefits Administration
  • Corporate Communications
  • Workforce Management

Benefits Administration

Your Human Resources (HR) department must be able to define and administer every type of benefit plan - from HMO to dental to flexible spending accounts - and provide flexible, powerful and accessible benefits administration. An efficient way of handling this is to offer a full range of self-services, so that your employees can manage their own benefits options. Organizations can accumulate historical earnings and hours, as well as service calculation for defined benefit plans. That means your company can easily tailor benefit offerings to each employee or employee group.

Your HR department can achieve these goals through the application of Open Text solutions:

  • Reduce the cost of benefits administration, by diverting some of the work to employees
  • Allow the HR benefits administrator to collaborate through the web with benefits providers, whose proposals, contracts, brochures, policies and forms can be centrally managed and made available based on role-based authorization
  • Implement processes for review, approval, and dispute resolution through a flexible Web-based workflow system
  • Enable your unstructured content (office documents and scanned paper) to be associated with employee and accounting transactional records in your enterprise HR application, such as mySAP Enterprise Suite

Corporate Communications

Effective corporate communications will help to engage your employees in the business, often mobilizing them to support organizational change. The application of Open Text solutions will help you:

  • Promote awareness and collaboration
  • Identify and leverage high-value individuals
  • Share best practices

Workforce Management

The Human Resources (HR) department must stay up to date with new technologies and how they align with your employees’ skills. HR professionals must decide who reports to whom during the restructuring of a department or organization. Equally important in their jobs is access to the information needed to create cross-functional teams, as well as to target the right recruits. Knowledge is key for HR staff to identify your most qualified business systems analyst, quality assurance engineer or graphics designer.

Workforce Management involves Employee Relationship Management, Leave of Absence Request & Approval, Personnel Folder, Policies & Procedures, Recruiting, Skills Management, Time Entry & Approval and Training & Certification.

Employee Relationship Management

The human resources department has to take care for the up to date availability of all employee related information: address changes, vacation times and participation in professional training, for example, have to be administered. Often this administration is done manually – for example, the HR department enters the data from paper forms in the HR system which results in duplicate data entry. Furthermore there are a lot of complex approval processes, for example, vacation requests and travel requests, that take place between the employee and the supervisor that have to be administered by the human resources department.

The Open Text solution targets these manual tasks by providing a Web-based infrastructure. Employees can access and update their personal data, for example,. their attendance data and initiate approval processes (for example, travel requests and professional training requests). This solution can be a part of the SAP Employee Self Service, a Siebel application or a stand alone solution.

Leave of Absence Request & Approval

Leave of Absence processing usually follows strict company rules. Manual paper form processing and transportation through the approval steps takes time and is unsatisfactory for both the company as well as for the employee. Costs associated with this manual processing can be easily reduced by setting up electronic forms which route the request through the required endorsement and approval process and then notify the applicant of the subsequent approval. With the integration in SAP solutions, the details for the approved application are updated in the leave database.

Personnel Folder

Employee records need to be stored for many years – both, records from active employees as well as from retired ones. Paper based records consume large office space and create huge efforts for manual processing. Many employee records are incomplete or faulty. Paper based storage, access and manual routing result in high costs, long processing times and decisions based on incomplete or faulty information. The average annual costs for manually handling one employee record are $15 to $30. Retrieving a misfiled document costs approximately $120. An integrated Enterprise Content Management (ECM) solution saves storage costs, relieves the HR departments from administrative work load (for example, manual paper handling) and improves employee service.

  • With a Personnel Folder, you benefit from:
  • Elimination of manual document handling
  • Seamless integration into the SAP system
  • Eliminated waste of time / misunderstandings from faulty or incomplete duplicates of employee folders

Personnel Hire & Termination

When a new employee joins the company, there are a number of things that need to be set up. In order to be operational from day one, the newcomer needs a desk, a phone, an email address, etc. The same is true when an employee leaves the company. User accounts need to be deleted, the phone number needs to be re-routed, and keys and equipment need to be returned.

The Open Text solution offers to control such workflows. All involved departments (IT department, office manager, etc.) are attributed a task to ensure that this is all carried out efficiently. By having such processes automated, the workload of managers will significantly decrease, allowing them to focus on their core responsibilities, instead of day-to-day administration.

Policies & Procedures

Hiring a new employee generates a whole new set of paperwork that must be sorted and sent to multiple departments to ensure the employee receives all the information he or she needs when coming onboard the organization. The organization needs to make new employees productive faster, increase assimilation into the organization and improve employee retention. Employees often show up for work and consume several work days before being able to contribute to the organization’s productivity. New employees will find the Open Text solution especially beneficial as it minimizes their learning curve and provides the tools they need to become productive. For example, the Open Text workflow solution expedites the onboarding process by automating the ability to gather information from various departments, such as passwords, IT access rights, identity cards and access keys and delivering it to new employees when they start. This new hire process alleviates employee stress.

Recruiting

Open Text Solutions for Human Resource help the organization reduce the cost per hire by dramatically reducing the time and effort required to process applications and perform routine administrative procedures. For example, recruiters must match job descriptions and job listings to resumes and references before they can submit a recommendation, communicate with the corresponding manager and schedule an interview.

Open Text improves the efficiency of the application process. First, the HR department scans, securely stores and then simultaneously distributes the applications electronically and immediately to the different constituents who participate in the hiring process. The Open Text solution maintains an audit trail of the hiring process and the use of relevant documents and more effectively manages the process, thereby reducing the time and resources allocated to hiring new employees. By streamlining the hiring process, the organization also reduces lengthy recruiting processes.

Skills Management

Depending on the industry, an average employee spends two percent of his or her time learning new skills and keeping-up-to-date amidst rapidly changing conditions. When you consider that, on average, employees change jobs every three years and that labor costs constitute a sizable percentage of overall company costs, the motivation behind effectively measuring and managing employee skill levels becomes apparent. With active Skills Management, companies can effectively monitor, analyze and develop employees’ corporate knowledge and comprehension.

With skills management, you benefit from:

  • Simple identification of skill deficiencies in particular areas
  • The ability to create a plan to address the deficiencies with training or recruitment
  • Targeting skilled employees for particular project teams or for new company processes, and redistributing and organizing resources in times of restructuring and internal change

Time Entry & Approval

An important part of maintaining maximum efficiency and profitability in a company is accurate and timely reporting of employee hours - whether billable project hours or paid time off. To avoid the time-consuming and error-prone manual paper process, Open Text offers Web-based software to report hours in real time.

Using this Open Text solution, employees can report project, general work, and absence hours -- anywhere, anytime -- in a fraction of the time required by paper-based systems.

Training & Certification

In today’s business climate, organizations must remain competitive and innovative with fewer resources. Organizations must efficiently and effectively train employees from multiple globally dispersed locations without incurring the high cost of travel and related expenses. Typical challenges are:

The training budget is continually being reduced, in spite of an increasing number of employees being hired

Corporate training initiatives are being grounded by expensive travel costs

The inability to effectively track course content, usage, and understanding is skewing the training initiatives return on investment (ROI) and weakening the corporate sponsorship

A Web based online training solution provides the infrastructure to support effective learning initiatives. The benefits are:

  • Minimizing and even eliminating the need to travel to other locations to transfer knowledge – significantly reducing the costs associated with training and travel
  • Enabling you to measure the effectiveness of your employees
  • Prepare for emergencies