In today’s highly competitive business world, C-suite leaders have come to understand the advantages of a workforce aligned with business outcomes – as a result, HR has become the most important department. There’s increased emphasis on finding and retaining talent, creating world-class onboarding experiences and empowering employees to focus on work that matters so they can respond quickly to changes and drive positive business outcomes.
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”
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.
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 There’s simply no excuse for outdated, manual systems that cause delays, result in unhappy customers and missed business opportunities.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.
Many of our customers choose frevvo to automate their human resources (HR) workflows. Getting a new employee on-boarded is a common use case.
We’ve created this short (8m) video to help you install, configure and try out this template. We know that it’s one of our most frequently downloaded workflow templates.
Click on the image to view the video and see how you can start automating your own Employee On-Boarding workflow in less than 10 minutes. You can also view the documentation for this template.
OSRAM Sylvania manufactures and markets a wide range of lighting products for business and industry, consumers, for the automotive industry, and for the computer, aerospace and other major industries worldwide.
OSRAM Sylvania wanted to consolidate their HR processing in a single Service Center in Mexico. However, supervisors in multiple locations still needed to submit a variety of HR forms including salary changes, shift modifications etc. Some of these forms required approval by HR, controllers and others.
We needed an affordable solution that worked with our existing PeopleSoft, our HR Portal using single sign on and other infrastructure and that was easy to use and met our business needs.
After reviewing and trying a number of solutions, we decided that Live Forms has the best combination of usability, price, support and business capabilities on the market today.
– Roger Rudenstein, ERP Manager
Today, several HR functions are automated. Employees use the familiar existing HR portal – no need for a separate login. Integration with PeopleSoft reduces data entry and errors. Supervisors can sign and approve electronically from any location.
With frevvo, you can already generate a PDF when your workflow is submitted. The PDF looks like the form on the screen. But customers want to use the data to fill in their own PDFs or government PDFs like the US W-4 form. We’re working on this and it’ll be available in the next release. Together with electronic wet signatures, it’ll be easy to fully automate workflows like Employee On-boarding where you can collect employee information and a signature electronically and generate all the required documents.
We’re still working out a detailed design but one possibility is to drop a PDF activity into your workflow at the end. After you upload your PDF, frevvo will send you back a modified PDF as shown below for a US W-4 form.
Notice that all the fields on the PDF have been replaced by pick lists. Each pick list contains the currently defined fields in your workflow and you can map the fields from the workflow to the PDF. Once you are done, upload the mapped PDF back to frevvo and it will take care of the rest.
Now, when your workflow is submitted, the document set will contain the original PDF that you uploaded with the fields filled in from the workflow. You can save it to your back end system, send it via email or use any of the standard actions available with a frevvo workflow. Coming soon …
One of our customers asked the question above. Roles are available both in forms (for Sections and Tabs) and in flows (for any activity). What’s the difference and when would you use one vs the other?
Roles in a Form
As the image shows, you can select one or more roles in the Security Tab in the Properties panel for a Section or a Tab. When a role is assigned to a Section/Tab, the controls therein are only visible to logged in users who have that role. This allows you to create forms that look different depending on who is using them. For example, I’m sure you’ve come across a paper form with an “Office Use Only” or “To be filled by HR” section. On a Leave Approval form, there’s probably a Section for manager approval. Why show it if you’re not a manager?
Roles in a Flow
In a workflow, roles play a different part. They control who performs a step (activity) in the workflow. In the Leave Approval workflow above, if you are logged in as a user with role ‘Employee’, you will see the first step in the workflow. When you click to continue, frevvo notices that the second step has roles ‘HR’ and ‘Manager’. If you do not belong to one of those roles, the workflow will be forwarded to users in those roles and you will not be able to continue. It’s like an employee filling out a Leave Application either on paper or a Word document and then walking it over or e-mailing the Word doc to the manager.
Combine the two
Take a look at the Leave Approval workflow tutorial. As explained above the steps in the workflow have roles which control who performs the step. But the form used in the workflow also uses the same roles for a different purpose. In the first step (logged in as Employee), I will only see the Employee section. In the second step (logged in as a Manager), I will also see the Manager Approval section even though it’s the same form and the same workflow.
So, put the two together and you have something that’s flexible and powerful enough to provide the functionality you need yet easy to maintain since there’s just one form (used multiple times) and one workflow.