Initial situation
Within the HR department of our client, several processes were a heavy workload and needed improvement.
The greatest potential for optimisation lay in:
- Authorisation processes for HR decisions
- Human Resources decisions such as the employment of new staff or the half-yearly interviews required authorisation from higher hierarchical bodies, which could be located in other countries. Until then, authorisations were collected by the usual time-consuming postal route.
- Preparation of HR authorisations in accordance with SOX
- The Sarbanes-Oxley Act (SOX) is an American law on the mandatory regulation of corporate reporting. As a publicly traded US company, our client had to comply with SOX guidelines. Part of this was the preparation and gathering of HR approvals for accounting firms and this was a heavy burden.
- Guaranteed confidentiality of sensitive HR data
- The HR department has sensitive information such as salary amounts and qualification interviews, which should only be accessible to authorised persons. Our customer was keen to find a technical solution that would guarantee this data security with absolute reliability.
Goal
Our client wanted to speed up its Human Resources Management (HR) processes and improve service quality. To achieve its objectives, it developed, in collaboration with Lambert Consultinga platform based on SharePoint Server.
Concept
The client has introduced SharePoint Server as a central platform on which all HR authorisation processes are carried out automatically.
The architectural foundation was created in collaboration with Lambert Consulting. The realised solution serves as:
- a platform for local and global HR information
- electronic archive of HR documents of all employees
- automated authorisation process for HR decisions
Result
- Automated authorisation process: The new solution aims to save an enormous amount of time in the overall authorisation process. A document that has to be certified by several people in different countries can be certified within a few hours.
- Improved efficiency and quality of service: This makes it possible to react to unforeseen events with great flexibility and without too much effort: on the one hand, the authorisation workflow of the HR managers is specifically defined for each document, and on the other hand, there are no restrictions on attachments. Thanks to the updating of functions in theActive DirectoryThe right people are contacted each time.
- Discretion guaranteed: HR documents are only visible to the authorising officers, even during the authorisation or rejection stage. In addition, HRM employees have access to all documents managed via SharePoint, depending on their hierarchical level.
- Simplified compliance: The authorisation process in the Office SharePoint Server , ensures compliance with SOX legislation. Electronic signatures are legally valid and version management shows who processed which document and when. In addition, limited access to this information can be granted to accounting firms, which significantly reduces the internal burden of collecting authorisations.
- One electronic archive per employee: Each employee has an electronic archive of all existing HR documents.
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