July 20, 2012 by Tom Zeliff Categories: Solutions

Perhaps the biggest headache in human resources is managing all the paperwork required as part of the employee onboarding process.

Streamlining & Automating Employee Data Capture

How can you streamline the manual employee onboarding process, reduce lost documents and prevent data entry errors? By getting applicants and new employees to enter their own information via electronic forms or “e-forms” and using electronic wet signatures for signing. This can be done anywhere via a web browser versus having to come into your office. As a result, HR professionals can focus more on ensuring that the best job applicants are found, screened, hired, trained, and ultimately offer the most value to the organization instead of filling out, filing and retrieving paper forms.

Below are examples of the employee onboarding information that can be captured and the paper forms that can be easily converted into e-forms or scanned:

  • Employment applications
  • 401(k), benefits and healthcare enrollment with beneficiary designations
  • Policy acknowledgements (e.g. drug-free workplace)
  • Direct deposit authorizations
  • Confidentiality and non-compete agreements
  • Copies of driver’s licenses and/or passports
  • W-4s, W-9s and I-9s
  • State tax forms

E-Form & Integration with HRMS

Once captured, you will want to ensure that employee onboarding information is immediately accessible by integrating it with your human resource management systems (HRMS) or human capital management (HCM) software. Skilled document management service providers will be able to seamlessly integrate electronic form data with the following software:

  • ADP
  • Sage HRMS
  • Oracle PeopleSoft
  • SAP
  • Just about any other HRMS, HCM or ERP software

By streamlining the employee onboarding process with electronic forms and integrating the resulting data into your HRMS or HCM system, you can spend your time on more important tasks and improve the efficiency of your department.

Employee Onboarding Automation as the First Step

Trust me: you don’t want to lose an important employee document or find out you never had it in the first place during an audit or lawsuit. Cloud document management software allows you to securely store employee files and be able to access them any time and anywhere via a web browser. No more searching for paperwork, misplaced documents or even worse, lost files.

Once onboarding is successfully tackled, e-forms and workflow automation software can help you streamline other HR processes like employee reviews, vacation approvals and promotions. These solutions can also be effectively rolled out to other back-office departments, including accounts payable, legal, accounts receivable, customer service, sales, marketing, as well as engineering, manufacturing, and shipping.