Published on March 5, 2014
Employee Lifecycle Management Webinar Managing the Employee File 19 Feb 2014 Dwight Bowman Dayhuff Solution Architect Casey Wiggins Dayhuff Client Executive
Agenda • • • • Introduction Defining the Challenge Demonstration of Solution Questions Session is being recorded. Please mute your phones. 2
The Dayhuff Group has a long history of providing enterprise content management solutions in a wide variety of industries. • Successful business for over 17 years • IBM Premier Business Partner, Software ValueNet Partner • IBM Information On Demand Excellence Award • Over 200 projects at over 80 companies • >96% customer satisfaction rating Short-cycle project completion within real-world budgets. 3
Employee Lifecycle File Management • Employers need to maintain and secure certain documents concerning employees for the duration of the employment relationship, plus applicable retention periods. Privacy considerations also apply to prospective employees. – – – – Personnel Payroll Medical I-9 • Certain policies and procedures must be applied and followed concerning access to employee files – – – – – – On-Boarding Performance Review Business Compliance Disputes and Discipline Training and Development Offboarding 4
Employee Lifecycle Terminate Employment Commence Employment Retention Expires Talent Acquisition Disposition Schedule 5
The Problem with the Employee File • Different information and documents are accumulated over a period of time • Traditional methods result in multiple copies, separate files, and little secure governance • Different people have the need to use some of the information for a variety of purposes • Some documents are Corporate Records, some are important, and some represent good business practice • Each has its own governance policy, varying by jurisdiction • Most of the information is private, sensitive • Regulatory Compliance needs are increasing, dynamic • Responsibility for judiciously using, maintaining, and storing documents 6
Traditional Flow Intake of Documentation Supervisor Manager Employee Human Resources (HR) Filed
Challenges facing HR organizations • Overburdened HR staff still using manual, paper-intensive processes • Increasing regulation means form changes, more documentation, and increased privacy requirements • Employee information is scattered around multiple departments, sites • Paper documents, copies are difficult to secure – Compliance issues • Employees expect easy 24/7 access to their HR information • Need for timely employee communications and updates – e.g. Business Ethics • Legal requirements to control access to employee information • Multiplicity of inconsistent regulatory statutes and jurisdictions 8
OOPS! - 21 June 2013 Man orders tie, gets employee files By Sudhin Thanawala ASSOCIATED PRESS SAN FRANCISCO — A little more than two weeks before their wedding, Emily Dreyfuss’ fiancé ordered a tie and pocket square from the website of a major retailer. What he got in the mail instead on Thursday would make an identify thief giddy: the confidential files of about 20 former employees, including Social Security numbers and W-2 tax forms. Dreyfuss, 29, the daughter of actor Richard Dreyfuss, had misgivings about the package as soon as it arrived. It was heavy and didn’t identify the brand, but the corporate parent instead. When her fiancé opened the package, inside were three folders sealed with tape and labeled “HR Administration.” They contained tax and Social Security information as well as handwritten resignation letters, doctors’ notes and salary information — seemingly the employees’ entire record at the company. A spokeswoman for the retailer said yesterday that the company would release a statement. Dreyfuss said a representative responded to a tweet about the mix-up and apologized for what he called a “horrible mistake.” The company blamed the mix-up on a human mistake. Sources: Multiple, Including http://ireader.olivesoftware.com/Olive/iReader/TCD/SharedArticle.ashx?document=TCD%5C2013%5C06%5C22&article=Ar00202 Also: http://news.yahoo.com/mass-man-ordered-tie-gets-ss-numbers-instead-171111591.html 9
Oops Again Man Finds Confidential Files In Cabinets Purchased at Liquidation Sale "The company should have used more due diligence to protect these people," said Hersey Mallory By Nesita Kwan | Thursday, Aug 1, 2013 | Updated 6:39 AM CST Personal information of hundreds of former employees, including their Social Security numbers, was found in file cabinets a South Side Chicago man bought at a liquidation sale last weekend. Hersey Mallory said his surprise turned to frustration when he tried to alert the retailer of the problem and couldn't get anyone to care enough to take the files back. At $23 apiece, Mallory said he thought the file cabinets he bought Saturday were a good deal. But almost immediately he noticed how heavy the cabinets were. He understood why when he opened a drawer. Inside were documents with personal information for former employees. The files ranged from photos to records with marital status information, as well as birth certificates, termination papers and forms detailing accusations of theft. Sources: Multiple, Including http://www.nbcchicago.com/news/local/sears-employee-confidential-files-217825531.html 10
Employee Lifecycle Management Solution to manage creation and management of the HR Employee File throughout duration of relationship with the company, built on IBM’s industry-leading ECM Platform Content Management • Digitization of Paper • Secure Repository • Provides Authorized Access • Retention Management • Analytics Case Management • Automates the Process • Captures Essential Documents • Simplifies Exception Handling • Facilitates Collaboration • Analytics and Reporting
Solution Highlights • Robust Data Model – Consolidated file management – Document Class (type) determines security, access, retention – Variable by geo – e.g. eVerify, Retention • Image Scanning, Recognition, Data Extraction • Content Analytics for consistent classification, indexing • Content Navigator • Case Management Framework – Standard Process Components – Onboarding, Performance Review, Separation – Process Stubs for optional components – Security Clearance, Background Check, Disciplinary Review, etc. – Structured/Unstructured Collaboration, Analytics, and Reporting 12
Employee Lifecycle Employee File Dayhuff Employee Lifecycle Management
Automated Process Intake of Employee Documentation Payroll Employee Manager HR HR Manager Headquarters location
Benefits of ELM from The Dayhuff Group • • • • • • • • Provides security and control Simplifies management and administration Eliminates paper Automates forms Automates critical processes Enables self service access Automates HR publishing Foundation for retention management 15
Thank You • Whitepaper available on request • Session recording will be posted on website • For more information, please contact The Dayhuff Group email@example.com firstname.lastname@example.org 614.854.9999
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