HR Electronic Document Management System (HR EDMS)

Therefore, digitization of HR document flow and discarding paper documents for five companies from different industries and different process maturity levels pinpoint an important and expected step for CSC IT.

Implementing the HR EDMS has delivered the following positive effects:

• A convenient self-service (also for workers) across all HR documents.

• Stronger operational efficiency, reduction of non-productive time for printing and signing of documents by employees.

• Harmonizing business processes in processing HR documents; enhanced manageability of business processes.

• Making a product with ability to connect new customers and scale up to various industries.

The following services were implemented:

• Obtaining the Advanced Non-Qualified Digital Signature - automatic obtaining of a digital signature using the employee's personal account, set-up of a system of notifications and reminders for each step of the process, authentication via Gosuslugi website, automatic notification of required signature reissue. Online reporting is available to the manager on the status of employees' receipt of the Advanced Non-Qualified Digital Signature.

• Digital signature for all types of amendments to the labor agreement. Mass signature by the employer; system of automatic controls, notifications and reminders to sign the document; employee is now able to reject the document and indicate the reasons.

• Time sheet - online review of the work schedule online; placing request for absence due to illness before the registration of sick leave; feature of delegating the service during absence of head of business unit or employees in charge of keeping the time sheet. 

• Vacation schedule planning enables day-to-day planning and coordination of schedule vacations using the employee's personal account. 

• Registering all types of vacations and additional vacation days feature provides online access to accumulated vacation days by type and year, supports sending automatic notifications to employees on their upcoming vacations, automatic generation of orders and their digital signature. The feature supports integration with time sheets and vacation allowance calculation.

• 80% of all HR documents are in digital format.

• The largest project for production personnel:
  60,000 employees (75% are workers);
  98% agreed to use the HR EDMS.

• One-click signature of 1,100,000 documents every year.

• The average time to sign a document is 1.4 days; the signing time is 10 times faster vs. paper document management.

• Accelerated mass signing of over 45,000 documents as part of annual salary indexation (from 3 months to 7 days).

• 1,440,000 man-hours of employee time saved.

• The level of satisfaction with HR services is 8.5 out of 10 (analysis by an independent consulting agency).

• Defect level is 0.01% (error rate to transaction quantity).