PAPERLESS HUMAN
RESOURCES
FROM RECRUITMENT TO PAYROLL (AND EVERYTHING
IN BETWEEN)
Presented by Lydia Aguirre, SPHR, CCP
Director of Human Resources
Idaho Housing and Finance Association
THE CHALLENGE
Paper-heavy department, lots of signatures
 Need streamlined, easy-to-use, reliable process
 How to set up electronic signatures, workflows,
archiving, retrieval & reports?

OUR SOLUTION

OnBase (Can use any similar program)
Electronic File Cabinet
 Digital Workflows and Electronic Legal Signatures
 Easy document retrieval & report writing

HOW WE DID IT

Benefits Open Enrollment

Created fillable forms with “submit” button
Routes to payroll, insurance carrier, and employee
 Medical, Dental, Flexible Spending Account, Vision,
Retirement, Life Insurance, etc


Payroll & Forms
Timesheets with approvals
 W-4, Direct Deposit paychecks, etc.


Recruitment

On-line job applications through recruitment, background
checks, hiring, onboarding. (Handles the “no”s too.
ELECTRONIC RECRUITMENT PROCESS

Position Request by Manager – Intranet Form
List job details
 Assigns trainer
 Gives information on location and computer needs. Comes
to:


Human Resources
Completes salary range
 Gives details for recruitment strategies

ELECTRONIC RECRUITMENT PROCESS

Online Application – Link on all ads
Routes to appropriate recruiter for the position
selected. Resume is attached to application
 Auto-email is generated to applicant that the
application was received

RECRUITMENT WORKFLOW
New ApplicationGenerates Recruitment
Checklist
Recruiter 1
Interview
?
No
Rejection
Notification
Recruiter 2
Yes
Recruiter 3
HR
Interview
RECRUITMENT WORKFLOW
Yes
Departmen
t
Interview?
HR Interview
Yes
Yes
Follow Up
Interview?
Final
Candidate?
Yes
Generate Personnel
Action Form
No
Rejection
Notification
No
Background /
Reference Check
No
No
Passed?
Yes
Employed
Yes
Offer
Accepted
No
ELECTRONIC RECRUITMENT PROCESS

Candidate not a good fit? Click a button


Auto-generated email to candidate
Candidate might be a good fit? Click a button
Route to interview queues, background check,
employed
 Gives IT helpdesk, facilities, manager, trainer, etc of
new hire information
 Generates Offer Letter

ELECTRONIC RECRUITMENT – EEO DATA

EEO Information
Compiles statistics into quarterly reports
 Compiles Affirmative Action Plan

ELECTRONIC ONBOARDING

All New Hire Documents sent via e-mail
Acknowledgments
 Benefit Enrollment Forms
 Offer letter with details of position, salary, etc.
 Hire date triggers other automated processes


New Hire Feedback
Auto-generated after 90 days from hire
 Responses given to HR, & manager


Performance Reviews
Reminders automatically sent to managers and employees
 6 month after hire, or annual if tenured employee

OTHER ELECTRONIC PROCESS

DocuSign – Permits electronic signatures via email

Federal forms requiring legal signature
I-9
 W-4



Contracts
Payroll
Timesheets
 ACH Transfers
 Deposits
 Payments

SIMPLE TO REPLICATE

What processes can you automate?



Any form, process, workflows
If many steps in process, etc
How can we do it?
Use scanning equipment
 Integrate with other systems you already own

SIMPLE TO REPLICATE

Why?

Saves time
Auto-generation of emails, notifications, reminders
 Kicks off process steps automatically


Saves money

No postage costs
Staff can focus on more important tasks
 Save trees!
