With the digitization of the human resources department and the desire to improve process management, the question arises: can we automate certain actions within the HR function? If HR professionals are now equipped with intelligent digital HR software, the next step is to connect these software to each other to create automatic and autonomous processes that would trigger a sequence of actions. This is precisely what PeopleSpheres proposes in its initiative cross-apps workflow system.
For a better understanding of each workflow this article is divided into 6 parts:
What is a workflow?
Globally, a workflow is known as the automation of a logical sequence of tasks created for better efficiency and process improvement. In the human resources field, a cross-module workflow system is a digital process that starts automatically from the HRIS Core and operates through the different connected smart modules of the HR department. It thus makes it possible to automate a series of actions usually implemented manually by the HR professional. Thanks to these cross-module workflows, the HR professional can generate seamlessly a series of automated actions in one click using his various HR software. A significant gain of time, whose meaning, above all human-centered, is too often lost with burdensome clerical work. With a workflow management system, an HR professional sets off a task to the right person at the right moment, and once a form is filled, he will automatically receive it back to approve.
Does this seem a little blurry to you? Let's take a concrete example. To facilitate the arrival of a new employee in the company, the HR professional generally follows a well-defined protocol. We call it called "Preboarding" in HR vocabulary, i.e., the integration process before the recruit arrives. Preboarding requires many tasks carried out digitally, at least for companies already equipped with HR software (if your HR department is not yet digitized, discover our article "Digitize your Human Resources service"). These digital tasks include, for example, the transmission to the new employee of various administrative forms to be filled in, such as contact details or bank details. The HR department has to reproduce so many actions for each new employee. It can quickly become monotonous and repetitive. For HR professionals to avoid repeating the same clicks each time, we can offer installing a workflow to automate these tasks. Establishing intuitive workflow systems will not only optimize their working time but also prevent them from forgetting anything.
If a workflow can be established within the same software, for instance within a software specialized in compensation, a cross-module workflow can also be established between multiple software altogether. In other words, if your HR department uses various software such as payroll, expense management software, or planning software at the same time, you can create a workflow that uses these different modules. However, this process cannot be implemented without an HRIS software. Indeed, you won’t be able to connect your various existing HR software on a single platform without an HR Core. Once you are equipped with an HR Core, these workflow engines are easy to use and are conceived so that you can create logical sequences of actions between your different HR modules.
By automating your processes with integrated workflows, your HR team can finally get rid of administrative and time-consuming tasks and focus on the essentials: recruitment, development, and talent management...
5 workflows to simplify your life as an HR
The arrival of a new employee creates a lot of movement within a company and between its different departments. The workload is significant. It requires attention from the HR department, the accounting department, managers, and other participants. The preparation of the arrival of a new employee is done before he or she arrives in the company; this is what we call the Preboarding process. Indeed, before his first day of work, the recruit is in charge of filling out various forms, reading the new policies, transmitting his personal information, creating his professional e-mail address, etc. With our workflow automation, everything is put in order beforehand, alleviating task management where form approvals are done faster in just a few clicks. The recruit is then ready for his first day.
The Preboarding workflow automation would then proceed as follows:
Event: the arrival of a new employee in the company
Action 1: With a Recruiting module, HR switches the candidate to "recruited" status. The new employee is then automatically filled in as an "employee" on the HR Core. All the information he had entered on his candidate file (generally containing his identity, address, marital status, telephone number, references) is automatically integrated into his employee file.
Action 2: To complete its employee form, the HR Core automatically sends various forms to the new employee to complete his/or her information (Bank details, social security number, emergency contacts, etc.)
Action 3: The employee returns his or her completed file to the HR Core.
Action 4: The HR Core automatically transmits the completed file, previously validated by HR, to the HR Document Generator module.
Action 5: From the new employee's file, the HR Document Generator module automatically sends the employment contract (pre-validated by the HR manager) to the employee.
Action 6: The new employee returns his signed employment contract (using the Electronic Signature module) to the HR Core at the user profile level. There, the employment contract is stored and protected.
Action 7: The HR Core notifies the technical department of the arrival of the new employee so that it reserves and allocates the equipment needed to take up the position (computer, business telephone, etc.).
Action 8: The HRIS Core notifies the Training module of the arrival of the new employee, and onboarding training is then automatically assigned to him.
This way, the process is already ready, and the HR manager no longer has to worry!
Event: the arrival of the recruit in the company
Action 1: First, the HR Core automatically generates an onboarding interview between the recruit and the HR department.
Action 2: Follow, the HR Core automatically generates an onboarding interview between the recruit and his/her assigned manager.
Action 3: The HR Core automatically notifies the HR professional, the manager, and the employee of the onboarding interview (date, schedule, etc)
Action 4: The HR Core notifies the Training module of the arrival of a recruit so that it can assign them an e-learning training path.
Offboarding is an HR system that, as its name suggests, is the exact opposite of Onboarding: it designates the phase when the employee leaves the company. The goal is to make sure that the separation goes as smoothly as possible and facilitate the employee's departure.
Like Onboarding, Offboarding requires a series of precise steps. It is entirely possible to automate these steps. However, we have to assume that the procedure was followed and that the termination of the contract was conducted without litigation.
Event: Departure of an employee from the company
Action 1: On the HR Core, the HR professional enters the date on which the employee's employment contract ends.
Action 2: The HR Core automatically generates an exit interview a certain period before the departure of the employee on the Performance module.
Action 3: The HR Core automatically generates end-of-contract documents on the Payroll module.
Action 4: The HR Core automatically synchronizes the Time & Attendance module with the employee's departure date so that the employee's calendar stops automatically when the employee leaves the company. It will automatically deactivate his profile.
Action 5: One month before his departure, the HR Core automatically sends a notification to the employee about his leave and sends him a To-Do List specifying the equipment he must return to the company (computer, telephone, badge, headphones, etc.).
Action 6: The HR Core automatically notifies the various departments (administrative services, purchasing department, etc.) concerned by the return of equipment to warn them of the date they will have to reclaim the equipment.
Workflow at the end of the salesperson's trial period
The trial period allows new employees and the company to give themselves time to verify that they have made the right choice. As the end of the trial period approaches, it usually triggers the same mechanisms, such as scheduling an end-of-trial interview or verifying that the new candidate's objectives have been met.
Event: The salesperson trial period ends, a new workflow process in launched
Action 1: Beforehand, the HR Core automatically notifies the manager of the approaching end of the employee's trial period.
Action 2: The HR Core automatically generates an end-of-trial period interview in the Performance Management module.
Action 3: If the sales department decided to set a minimum objective for the salesperson's trial period, let us say the salesperson must have at least 20 opportunities in his pipe, then the HR Core launches a check on the company's CRM to verify whether the objective has been achieved.
Action 4: If the objective is not achieved, the HR Core automatically triggers a sales training in the connected Smart Training module.
Action 5: The HR Core automatically notifies the employee of the date of the end-of-trial period interview and informs him/or her of the potential sales training put in place.
Time off workflow
Leave management is a crucial mission for HR professionals. The cross-module Leave & Absence workflow launches and automates sequential actions from the "leave request" process to its implementation.
Event: Employee takes a leave of absence.
Action 1: The employee submits a leave request on the Leave & Absences module. From here, he/ or she has the choice between an unpaid leave or a paid leave and can include supporting documents at his request.
Action 2: The request is automatically transmitted to the manager, either by email or with a notification directly accessible in the HR Core (which prevents the manager from wasting time connecting to the Leave & Absence module)
Action 3: If the request is accepted by the manager, the HR Core automatically sends it to the HR department, which checks it.
Action 4: Once the absence is accepted, the Planning module is updated and aware of the employee's absence. Consequently, in agreement, the employee's attendance schedule is changed.
Action 5: If leave is unpaid, the payroll is modified and agreed upon, the Payroll module is updated, and the employee's salary is automatically modified in agreement. In concrete terms, an excel export of the leave is transmitted to your Payroll module which then imports it automatically.
Digitalization is now embracing the HR function, and the automation of HR processes is proving to be an essential strategy for optimizing human resources productivity. A company that will integrate an automated workflow system will be much more agile and efficient in managing its human resources. It allows better collaboration on both ends, facilitating the employee and the HR manager in their different tasks.
Thanks to the workflow solutions offered by PeopleSpheres, HR takes a further step towards the digitalization of its profession: in one click, a series of automated actions - also called workflow - is triggered. The HR manager no longer has to waste time repeating the same actions manually on his HR software. Above all, thanks to the HRIS Core, which smart connects all the software, the workflow is not limited to a single platform but works in cross-modules, and can thus be launched across all your HR modules, a considerable gain for the HR department.