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The HR Department usually has broad reach within most organizations and often deals with a high volume of processes and policies. Yet many HR specialists still routinely manage requests through email, phone calls and paper forms. In fact, 40% of their time is spent on administrative work such as entering data from one systemto another.
“Just shoot HR an email”
Employees are used to it but even for relatively small organizations, the workload on HR can quickly multiply. Automating your routine HR processes makes a huge difference. Systems like Workday and PeopleSoft have specific HR workflows but they’re extremely expensive and are hard to fit to your business needs – implementations routinely run into 7 figures.
Many of our customers have successfully automated their HR processes literally in a matter of days at a tiny fraction of those costs. The forms and workflows exactly fit their business requirements and are easy to design/customize using our browser-based designers. Here are 5 common HR processes that we see customers automating.
1. Employee On-boarding & Off-boarding
Ensure that your new employees go through a consistent on-boarding experience. Collect accurate information with online forms that perform validation. Employees need to enter data just once and sign just once. Automatically generate Government PDFs like a Federal W-4. Notify relevant departments such as I.T. (procure a smartphone or laptop, access to network drives).
2. Vacation Request
Reduce administrative overhead, ensure regulatory noncompliance and prevent lost productivity due to unscheduled absences. Accurately capture approvals and dates for leave requests with complete, traceable documentation.
3. Travel Expense Report
The most painful part of business travel for many employees. Avoid the usual to-and-fro emails between employees and managers for pre-authorization of travel and expense reconciliation. Capture approvals and expense quickly and accurately using an online workflow even on-the-go on a mobile device.
4. Time Sheet Tracking
Managers typically spend several hours per week sorting through employee time sheets. Using email for this process is guaranteed to be frustrating for everyone concerned – a slow, arduous, error-prone process that’s impossible to track. Automate this process to ensure accurate fully-validated time sheets that just work.
5. Annual Performance Review
Streamline the usual Word documents or Excel spreadsheets with an automated performance review process. Reduce completion time, ensure accuracy and consistency, integrate electronic signatures and let employees see where they are in the process. Ensure compliance with your organization’s HR policies.
These 5 HR processes are just the tip of the iceberg. There are dozens more from Employee Status Change to Benefits Enrollment to Change of Personal Information, Hiring & Recruiting, Absence Records and many others.
Try frevvo’s Cloud Workflow for HR free for 30 days. There’s nothing to install, we take care of security, uptime and performance. Your system will automatically work on all devices and we offer lots of build-in guidance as well as many forms of no-obligation help.
Contact us to schedule a customized demo and to learn more.
Employee On-Boarding is one of the most common day-to-day workflows. Many customers choose Live Forms for this and other HR workflows. With Live Forms, automating this workflow is easy and provides several benefits:
- New employees only need to provide information once.
- Errors and omissions are eliminated.
- Required PDF documents like Federal and State W-4s are automatically generated.
Watch this short (3 min) video to quickly see how digitizing this routine workflow with frevvo can help save you time & money.
One of the business problems customers most frequently solve with frevvo is HR process automation. Routine things like Employee On-boarding, Leave Approvals etc.
These everyday activities take an exorbitant amount of time if done manually. Employees and managers are waiting longer than necessary and spending more time/money than necessary to tackle these routine tasks. There’s also a much higher rate of inaccuracy in the manual process. Our infographics and other blog articles discuss how frevvo’s affordable, cloud-based workflow products for HR process automation can improve efficiencies in these areas. We’ve also created a short (2 min) video below to show you the benefits of using frevvo for HR process automation.
Interested in learning more? Visit our website to and see how customers are already using frevvo’s public and private cloud solutions to digitize their HR approval workflows.
We’ve discussed in previous posts how customers are using frevvo for HR process automation. It’s one of the most common areas for automating workflows with frevvo.
The fact is that everyday approval processes such as employee on-boarding, leave approval and time sheets take an exorbitant amount of time if done manually. Employees and managers are waiting longer than necessary and spending more time/money than necessary to tackle these routine tasks. There’s also a much higher rate of inaccuracy in the manual process.
It’s 2016! There’s simply no excuse for outdated, manual systems that cause delays, result in unhappy customers and missed business opportunities.
With affordable, cloud-based workflow products for HR process automation, there’s no need to deal with printing PDFs for signatures, correcting Excel-based time sheets, or tracking down approvals in email.
It’s a common requirement among our customers – they want to generate their own PDF document. For example, a Federal W-4 or I-9 during Employee On-Boarding. You can try an example by clicking on this link or download the form here if you want to view in detail. You can also find detailed documentation on our website.
Let’s take a quick look at the steps:
Step 1. Create your form or workflow as usual. You can use business rules, signatures and all frevvo’s features as usual.
Step 2. Click on the toolbar button to View Generated Forms, click New and upload your PDF. Note that it must be an Acroform but you can easily convert any PDF using free, online tools. Then, click the Map Fields button. After saving your form, frevvo will display the PDF with mappable fields highlighted.
Step 3. Open the Form Outline at left in the designer and simply drag & drop fields from the outline onto the PDF to map. Alternatively, you can double click any PDF field and map a frevvo field in the wizard that shows up. You can even drag in a Signature field into the PDF to map it. (Note that the standard W-4 downloaded from the IRS website does not have a mappable field for the Signature and associated date. You can download a modified 2016 W-4 PDF at this link.)
To facilitate viewing, you can also drop a Form Viewer control onto the form and choose the mapped W-4 in its properties.
That’s it. Try it out and see that frevvo generates the W-4 with form data mapped to the proper fields. Even the signature is properly mapped. This generated W-4 is valid and can be used to send to the IRS.
You can also generate multiple PDFs, conditionally generate some PDFs and not others (e.g. a state W-4 depending on which state the employee resides in), save these PDFs in back end systems, send them by email etc.