![]() We use Jira as infrastructure for workflow engine, user and reporting management, and customize different interconnected workflows to create a personalized solution based on all organizational, legal and technical requirements within a company. Managing HR processes with codecentric’s HR Synergy Solution Our solution The question is how to make the transition from Scenario 1 to Scenario II, and reap the benefits on all financial, personal, legal and technological layers. Not many companies wish to find themselves trapped in Scenario I. And the most interesting part: Company B pays less than 50K yearly to use this platform. The reports are also connected to the actual data, so that decision makers can explore the provided data and make sense of different situations and results. Reminders are sent based on different status and defined deadlines and any report can be generated automatically and be available by a click in real-time. Communications are done and protocolled either systematically on the corresponding case in the tool, or automatically by the system, if possible. Activities are carried out based on an agreed workflow that includes all necessary steps in the process, and data is validated at every step automatically. Since different modules for job ads, job applications, interviews, contracts or on-boarding steps are interconnected, an HR employee at Company B has to carry out the minimum necessary manual work in order to manage all required activities. ![]() Tool and process chaos Scenario II: generating synergy by means of fully interconnected, integrated and automated modulesĬompany B has HR Synergy Solution as its main platform and steers almost all its internal processes on that platform. ![]() ![]() Moreover, management does not have real-time status reports and monitoring measures, since the reports are generated in intervals, sometimes weeks later. All these activities consume a huge amount of her time and energy. This reporting process takes a big chunk of her time since a few Excel files need to be merged, and the resulting diagrams have to be extracted and put into a PowerPoint presentation. She also has to provide meaningful reports on number of job applications, expenses, contracts and requests. She then has to prepare a contract by copy-pasting information and contact IT and other relevant departments in order to trigger necessary on-boarding steps. As an example, an HR employee needs to communicate manually with website admins to update job ads, and send informational messages, notifications and reminders by looking into her calendar or the aforementioned Excel files. During the recruiting process, they mainly use email to communicate with other departments and the applicants and store information on job ads, job applications and expense management in various large Excel files. The rest of the activities are tracked in Excel, and documents are handled on a file server. It pays about 200K per year for those few tools. vacation requests, employment contracts or wage & salary management. The HR department in Company A has various tools for different topics, e.g. Scenario I: silo tools, overwhelmed HR staff and lack of unified reporting and monitoring And often, they do not have proper tools to manage and steer all these interconnected procedures without too much unnecessary manual work. As for current employees, they provide various services including issuing official documents and certificates, organizing educational programs and workshops for personal and professional development of employees and handling numerous other personal, legal and financial cases and activities and status reports. They receive requests for new employees and positions from various units, prepare and upload job ads on the company’s website, review received job applications, forward suitable applications to corresponding teams and units, organize interviews based on the position and target unit’s preferences, receive feedback and – upon admission – devise employment contracts and plan and execute the onboarding process. HR employees have to deal with lots of activities and services that seem disconnected, at least from a technical point of view.
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