How To Manage A Large Amount Of Information From A Computer To A Computer

D a vid A vin o

M a rketin g T ech n ica l C oord in a tor d a vin o@ westb rooktech . com

Document Management Provides

HR Departments With

• I n n ova tive con ten t m a n a gem en t

softwa re com p a n y fou n d ed in 1 9 9 1

• B a sed in B ra n ford , C T

• M ore th a n 2 4 , 000 u sers world wid e

– A vera ge cu stom er: 1 00-1 , 000

em p loyees

• L ifecycle m a n a gem en t for

d ocu m en ts, a u tom a ted workflow

a n d electron ic form s

Westbrook Software

Fortis

Fortis SE

FortisBlue

•

• Operates over LAN, WAN, intranet,  Internet or extranet 

• No limit on concurrent users

• Works with Microsoft SQL Server and Oracle • Document management software

• Up to 20 concurrent users

• Uses Microsoft SQL Server 2005 Express as database back‐end

•

• D ep loy b y em a ilin g a U R L

• L ooks, feels like d esktop a p p ; u sers u p a n d ru n n in g fa st • L ower I T costs

HR Challenges

• P a p er-in ten sive p rocesses

• Q u ick a ccess to em p loyee files

• S en sitive d ocu m en ts m u st b e secu re

C erta in im a ges a n d /or p h otos on th is p a ge a re th e cop yrigh ted p rop erty of E P I C T U R A L im ited , its C on trib u tors or L icen sed P a rtn ers a n d a re b ein g u sed with p erm ission u n d er licen se. T h ese im a ges a n d /or p h otos m a y n ot b e cop ied or d own loa d ed with ou t p erm ission from E P I C T U R A L im ited .

Webinar Agenda

• H ow H u m a n R esou rces b en efits from d ocu m en t

m a n a gem en t

•

Westbrook Software

for H u m a n R esou rces

• S u ccess stories

• D em o

• O vera ll a d va n ta ges

C erta in im a ges a n d /or p h otos on th is p a ge a re th e cop yrigh ted p rop erty of E P I C T U R A L im ited , its C on trib u tors or L icen sed P a rtn ers a n d a re b ein g u sed with p erm ission u n d er licen se. T h ese im a ges a n d /or p h otos m a y n ot b e cop ied or d own loa d ed with ou t p erm ission from E P I C T U R A L im ited .

How HR Benefits from

Document Management

• T ra ck d ocu m en ts th rou gh ou t em p loyee lifecycle

• P rovid e d ocu m en t secu rity, p riva cy p rotection

• C om p ly with H I P A A , S O X , E E O C

• S h a re d a ta a n d d ocu m en ts with oth er d ep a rtm en ts

• P reven t m isp la cin g files a n d losin g in form a tion

• C rea te d ocu m en t-cen tric workflow

• F a cilita te d isa ster recovery

Westbrook Software

for Human Resources

• W eb -b a sed form crea tion a n d p rocessin g

• W orkflow

• C olla b ora tion

• S ecu re electron ic rep ository

for vita l d ocu m en ts

Reno County, Kansas

•

Organization

– R u ra l cou n ty with p op u la tion of 6 5, 000

•

HR challenge

– N eed ed to efficien tly a rch ive, retrieve a n d sh a re in form a tion a m on g eigh t cou n ty offices

•

Solution

– Fortis stores in a ctive a n d a ctive em p loyee files for qu ick a ccess to

W -4 ta x form s, b en efits en rollm en t via W eb a ccess or em a il

•

Results

– S h a re d ocu m en ts a m on g geogra p h ica lly d isp ersed offices

– R en o C ou n ty won b est p ra ctices a wa rd from K a n sa s ch a p ter of I n tern a tion a l P u b lic M a n a gers A ssocia tion for H R

Walton County Public Schools, GA

•

Organization

– N ea rly 1 3 , 000 stu d en ts

•

HR challenge

– M a n a ge tea ch er a n d sta ff p erson n el record s – M a in ta in b a ckgrou n d ch ecks on a ll em p loyees

•

Solution

– U se F ortis to sca n , in d ex, retrieve volu m es of d ocu m en ts

– P rocess u p to 1 00 b a ckgrou n d a n d fin gerp rin t ch ecks p er week

•

Results

– I m m ed ia te a ccess to stu d en t files – E lim in a te p rin tin g len gth y files – S ecu re d ocu m en ts

Banner Health, Phoenix, AZ

•

Organization

– N ot-for-p rofit h ea lth ca re system

– 3 4 h osp ita ls a n d h ea lth ca re fa cilities th rou gh ou t western U . S . – 3 5, 000 + em p loyees

•

HR challenge

– M a n u a l p rocesses

– O ffsite stora ge of d ocu m en ts costly a n d in con ven ien t

– R ed u ce exp en se of cop yin g, m a ilin g a n d fa xin g d ocu m en ts

•

Solution

– U se F ortis to sca n , a rch ive, retrieve em p loyee record s – S h a re d ocu m en ts a n d d a ta a cross th e en terp rise

•

Results

– H igh er sta ff p rod u ctivity

– A d d h osp ita ls a n d clin ics with m in im a l a d d ition a l H R sta ff

The employee record is

maintained in one place

All files that make up an employee record can be seen by HR

Only certain files can be seen by managers

Records Retention

• F iles ca n b e set to a u tom a tica lly exp ire

– D a ily tim e rep orts a re kep t for 5 yea rs th en d eleted

– E m p loyee con tra cts a re kep t for 7 yea rs th en d eleted

– P a ych ecks a re kep t p erm a n en tly – n ever d eleted

Overall Benefits

• S ecu re p erson n el files a n d oth er sen sitive d ocu m en ts

for p riva cy a n d com p lia n ce

• R ed u ce file stora ge a n d retrieva l costs

• T ra ck d ocu m en t a ctivity with in tegra ted A u d it T ra il

• S u p p ort d isa ster recovery for p erson n el record s

• I n tegra te with em p loym en t

tra ckin g, H R M S , p a yroll a n d

oth er lin e-of-b u sin ess

Questions

David Avino

M a rketin g T ech n ica l C oord in a tor d a vin o@ westb rooktech . com