HRM BUSINESS SOLUTIONS READYTOUSE SOLUTIONS FOR EASY BUSINESS
HRM BUSINESS SOLUTIONS READY-TO-USE SOLUTIONS FOR EASY BUSINESS ADMINISTRATION
HUMAN RESOURCE MANAGEMENT EFFECTIVE MANAGEMENT OF PEOPLE IN A COMPANY OR ORGANIZATION SUCH THAT THEY HELP THEIR BUSINESS GAIN 2
Recruitment Request BUSINESS SOLUTION Description This is a modelled and debugged process for recruiting people. It includes all the steps from a request to search for candidates to hiring one. The process is compatible with the following Contentum application: ECM, CRM, Projects and with other system components. 3
RECRUITMENT REQUEST BUSINESS SOLUTION When a user starts this process in Contentum web interface, they can be sure, that: • A specialist will be found; • It will be done quickly; • The specialist will have the required experience and skill; • By the first working day of the specialist, all the required documents and the workplace will be prepared. A recruitment request will not get lost and its execution will not be delayed. The system automatically assigns tasks at each process step after the previous one has been completed. For example, any employee can submit a recruitment request, but HR will not start looking for candidates until the employee’s manager approves the request. In this case, the request will be timely and well defined which will facilitate the work of HR specialists. 4
RECRUITMENT REQUEST BUSINESS SOLUTION Making a Recruitment Request «Recruitment Request» form A user starts the process and fills in the recruitment request form. The form includes fields for information about the job opening. The system identifies the manager, who has to approve the request according to the organizational structure and sends it to them. The manager can send it back for revision or approve it. Then the request is handed over to HR. 5
RECRUITMENT REQUEST BUSINESS SOLUTION «Select applicants» form Selection of Candidates An HR specialist finds candidates and adds information on them to the Applicants form. The system generates the list of applicants, which is convenient to work with. HR specialists always know the status of each applicant. For each new candidate, the system starts the Job Interview sub-process. Job Interview An HR specialist holds an interview. After that, the applicant is considered by a responsible manager. The system notifies HR about the results of the consideration. If the applicant is approved, they are hired for the job. Hiring If the applicant accepts the job offer, the recruitment process completes with a series of tasks for preparing a workplace and necessary documents. 6
Description Employment BUSINESS SOLUTION Before a newly hired employee starts working, the employer must register them in the personnel records and prepare their workplace. These operations are typical for many companies, but frequently the time limits and executors are not determined. A new employee is often required to begin working as soon as possible. The well-designed Employment process helps solve these issues. 7
EMPLOYMENT BUSINESS SOLUTION Contract approval form A user can initiate the Employment process in the Contentum web interface as an independent process. However, it can be part of the extended Recruitment Request process. 8
EMPLOYMENT BUSINESS SOLUTION "Prepare a Workplace" Task Offer a Job to an Applicant" Task The head of the department where the newly hired employee belongs must prepare a workplace for a new member. An HR specialist offers a job to an applicant. If the applicant accepts the offer, it is necessary to register them in the personnel records. The responsible users receive respective tasks and can check them out in the Contentum web interface. 9
EMPLOYMENT "Prepare a Workplace" Task BUSINESS SOLUTION "Prepare a Workplace" Task The HR specialist is responsible for preparing an employment contract and registering the new employee. The head of the IT department configures access permissions to the company’s information systems, such as Contentum. Members of different departments simultaneously perform all the required operation. The employees cannot neglect or postpone the tasks since they are displayed in the Contentum web interface. The process approach allows reducing the time spent on the employment procedures. 10
Description Termination of employment BUSINESS SOLUTION In case of voluntary termination or dismissal of an employee, a company has to complete a number of standard procedures. It is necessary to prepare documents, notify managers, calculate wages and close access to the enterprise information systems. In practice, these tasks are delegated to several company divisions. The problem is that no one, in particular, is responsible for the overall result. It is unclear who will check if the procedures are complete: the access is locked, the equipment returned, etc. 11
TERMINATION OF EMPLOYMENT BUSINESS SOLUTION If you link all the procedures and make up a single business process, the personnel will have a clear picture of what they need to do. This helps you avoid unnecessary questions and clarifications, and thus reduce time spent on procedures. Due to this approach, all the necessary operations are sure to be done. For the organizations, who use Contentum for the business process modeling and automation, we have designed the Termination of Employment process. It is easy to implement – you can customize the process or extend it as you see fit. There is no need to model the business process from scratch. You only need to specify the executors, and then you can start working. 12
TERMINATION OF EMPLOYMENT BUSINESS SOLUTION A user starts the process from the main page of the Contentum web interface and fills out the employee´s information in a special form. 13
TERMINATION OF EMPLOYMENT BUSINESS SOLUTION Selecting an employee Any Contentum user can run the process; however, we recommend providing access permissions exclusively to managers. Setup instructions will be available after the download or installation of the business process. Depending on whether the employer or the employee terminates the employment, the process can have two different sequence flows. Working in the Contentum web interface, users receive tasks they need to perform at the current stage of the process. The system automatically assigns a new task after the previous user has complete their task successfully. 14
Description Leave Request BUSINESS SOLUTION Human resources are the most important assets of an organization. Each employee has a right to go on vacation every year. Sometimes employees need to leave their workplace for personal reasons. It´s a normal state of things. Problems may arise when an employee leaves their job in the middle of an important project or forgets to inform HR about their absence. These events may seem small and insignificant, but they make a bigger impact than one would think. 15
LEAVE REQUEST BUSINESS SOLUTION The Leave Request business process determines procedures that must be carried out when an employee goes on leave. This ready-to-use process helps to: Timely notify the heads of departments about the employee’s absence. It can be a notification about a day off, a scheduled leave or a sick day. Approve leave requests. Coordinate work of an accounting department and HR in case of employee´s leave. 16
LEAVE REQUEST BUSINESS SOLUTION "Fill in the leave Request Form" Task A user starts the Leave Request process in Contentum web interface. The request form contains all the necessary fields. The system automatically determines the responsible user who must consider the request. Then the respective user approves or rejects the leave request. If users are required to indicate the reasons for absence, they attach a relevant electronic document to the task form. Users can customize leave types according to their demands. For example, they can configure: • Annual paid leave; • Leave without pay; • Maternity leave; • Child care leave; • Study leave, • Sick leave, etc. 17
LEAVE REQUEST BUSINESS SOLUTION "Print and Sign the Leave Request Form“ Task The system automatically sends the leave request to the manager for consideration. If the request is approved, the system generates a Leave Request sheet from a template. The users need to create and add their own templates to the system the first time they launch the process or use the template which forms part of this solution. Once the template is added, the system will use it to create a Leave Request sheet. The initiator receives a task to print and sign the Leave Request sheet and hand it over to an HR department. If it is a paid leave, the accounting department receives a task to give out money. 18
Description Business Trip Request BUSINESS SOLUTION A business process for arranging a business trip. You can use it in Contentum BPM system. This component is compatible with Contentum ECM, Contentum CRM, Contentum Projects and Contentum KPI applications and with other solutions. It does not take much effort to automate business trip activities – from a trip request to reporting the trip results. You only have to specify job positions of the employees, who prepare memos, give out money and participate in organization of the business trip. The system will assign tasks to their executors. 19
BUSINESS TRIP REQUEST BUSINESS SOLUTION Automation of the business trip process has several benefits. It makes all the actions, necessary for a business trip to take place, clear and consistent. The system will not assign a task of giving out money before the trip is approved and the required documents are prepared. The system will remind to book a hotel room and a flight. The process instance of a particular trip will not be closed until the manager receives a report on the trip. When sending a business trip request, an employee can be sure, that it will be processed, approved and the documents will be prepared. 20
BUSINESS TRIP REQUEST BUSINESS SOLUTION Business trip request form With the process automated in Contentum, a business trip will be properly prepared at all the stages. Executors receive tasks in Web Application. The process includes consecutive and parallel tasks. 21
BUSINESS TRIP REQUEST Report on the business trip BUSINESS SOLUTION Business trip approval If the process is automated, all the activities, performed by the employees are aimed at the eventual result. Starting with creating a trip request, the process goes through all the necessary steps and finishes, when the manager obtains a trip report. 22
Description Equipment Request BUSINESS SOLUTION Providing a company’s departments with computer equipment is a supporting business process. It is not that difficult to purchase new computers or install a printer or fax machine, but it may cause a lot of fuss and trouble. If an employee makes too many unnecessary calls and other actions in order to obtain required equipment, they will have less time and energy to complete important tasks. 23
EQUIPMENT REQUEST BUSINESS SOLUTION It would seem that a couple of calls will not be much of a distraction, and there is not any point in optimizing the equipment purchasing process. That is incorrect. The thing is any company has quite a few supporting business processes. Together they take a lot of time. While it is much simpler to improve such processes, than remodel the main business process. Optimizing supporting processes will improve the productivity of the company. When an employee starts the process in Contentum, they know, that the request will be sent for approval and then to the person, responsible for purchasing equipment. If the required equipment is not available at that moment, the budget owner will have to approve or reject the request. After that, an accountant will pay the supplier’s invoice. This way, the work on the process is executed strictly according to the process map. Once the equipment is purchased and installed, the system will complete the process. 24
EQUIPMENT REQUEST «Approve the request» task BUSINESS SOLUTION «Fill in the request» form Once the request has been approved, it is sent to the person, responsible for purchasing and installing equipment. An employee starts a process by clicking a button on the main page of Contentum web interface and selecting the Equipment Request. After that, they receive the first task – to create the equipment request. Based on the company’s organizational structure, the system defines the manager of the process initiator and sends them the request for approval. If the company can provide the equipment, the initiator will receive the task to pick it up. If the company has to buy the equipment first, the request will be sent for approval to the budget owner. 25
EQUIPMENT REQUEST BUSINESS SOLUTION «Pay the invoice» task After that, the person, responsible for purchasing equipment has to inquire an invoice from the supplier. Then an accountant receives the invoice and pays it. The employee, responsible for purchasing equipment receives a task to install it. The process initiator receives a notification that the equipment is ready and the process completes 26
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