Increase the efficiency of your HR processes with a digital personnel file

Increase the efficiency of your HR processes with a digital personnel file

Bart Van Hove & Stijn Verschueren - - Insights

For every employee in your organisation, the pile of administration grows by the day. By digitising this paper mountain, your HR department can work much more efficiently. You can take this a step further by digitising the entire HR flow, from initial application to possible offboarding. This offers many advantages, especially for larger companies.

Digital at every step

By opting for extensive digitisation, you optimise the efficiency of your HR department and minimise the risk of errors. With the exception of a number of face-to-face meetings, the process from vacancy to contract offer can largely be digitised, for example. The contract proposal itself can also be negotiated and signed digitally. During the onboarding phase, the new employee can then fill in any missing sensitive information, such as a national register number.

It goes without saying that a digital personnel file also proves its usefulness after recruitment. Changes in functions, evaluations or addenda to the contract can all be recorded digitally. Both digital document management and digital signing are therefore important parts of the flow of the digital personnel file.

The benefits of a digital personnel file

  • Shorter turnaround time: by digitising, you get a better view of the available information and you can also use it more quickly. Doing so enables you to optimise your HR processes, eliminate unnecessary flows and reduce lead times.
  • Improved employee experience: you can make relevant documents that you keep digitally available to your employees. Conversely, you can also give them the opportunity to upload documents. This will increase the transparency of your organisation.
  • Less paper: By digitizing part or all of the process, you use less paper. Applications, contracts, changes and even leaving the company: in theory, it can all be digitally documented.
  • Better compliance: a digital personnel file allows you to record for each type of document the period for which it will be stored. This means that you are always in compliance with GDPR requirements.

4 steps towards a digital personnel file

In order to make the transition to a digital personnel file, your organisation must go through a number of steps. Tackling these on your own can be daunting, but Flexso’s experts are happy to help you every step of the way:

  1. Reevaluate current processes.
    Simply transferring your existing paper processes to a digital environment is not the best approach. Switching to a digital personnel file is the ideal time to review your existing processes and to find out what could be done differently or better.
     
  2. Define your needs.
    Before you switch to a digital personnel file, it is important to define the processes for which you want a digital solution. Are you going to digitise the entire process, from application to offboarding, or just a part of it - and if so, which one(s)? You can only migrate once this has been established.
     
  3. Determine the underlying logic.
    Now that you know which parts of the HR process you want a digital solution for, you can determine the underlying logic. In this way you ensure that all your components are logically structured and that they fit together well. It is important to keep this flow clearly in mind, as well as the practical things that are required for this: technology, templates and more.
     
  4. Implement the right technology.
    Once you have clearly mapped out the route, it is time to link the necessary technology. SuccessFactors, SAP's HR suite, offers many possibilities thanks to modules such as Employee Central, Onboarding and Recruiting Management, all of which can be seamlessly integrated with each other. Additionally several add-on’s are available to enrich your SAP HRIS platform with electronic filing and signing functionality

Curious about the further possibilities of a digital personnel file? We are happy to help you

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