Self Service portal transforming HR workflows

Self Service portal transforming HR workflows

When an organisation has a lot of employees, a lot of things can change. From someone’s name to their marital status to their address to their bank account details to their next of kin, there are many details that need to be fed into an HR system. Then of course there are aspects such as leave, tax declarations and superannuation, to name but a few.

The larger the organisation, the more time HR staff need to spend entering these details, keeping them updated and ensuring accuracy. And the obvious implication is that it’s a huge amount of data for only a few people to handle. This, of course, leaves HR data vulnerable to error. Not only that, but databases that are housed on localised systems are in danger of corruption or damage.

iViis recently implemented an HR solution for a company with over 3,000 employees, which is an enormous amount of data flowing back and forth, needing to be kept updated, and available for analysis.

This particular customer was using a system that was priced on a pay-per-user basis. With that many employees, they were not only facing large administrations costs of supporting the system, but high licensing costs as well. This is true of many HR portals – they must pay per annum, per user. Not only that, but they didn’t have an interface to their base system, which meant they were still experiencing errors with data transposition and duplication.

Our solution, part of the viisPeople package, was to provide an HR portal that assigned each employee a login, so that they could then enter and update their own HR details. Because the portal is online, all they need to access it is an internet connection. A mobile app has also been developed to allow the portal to be accessed via smartphones. They can keep important details up to date, such as:

  • Bank account
  • Address
  • Name change (and there’s a function to allow attachments, such as a marriage certificate)
  • Tax details

All the data is system-validated, due to the controls and rules built into the solution. After the data has been checked, it’s then synchronised to their system.
Employees can also:

  • Apply for leave
  • Increase their salary sacrifice
  • Resign (and an online exit questionnaire is part of the resignation function)

Team leaders and managers still have the ability to access and control the data that’s entered by their staff. They have an overview of the status of everyone on their team, and when someone updates their details, it can go into a workflow that their manager then has to approve. What goes into any given workflow can be tailored for an organisation’s specific needs; for instance, if an employee changes their address, that doesn’t need to be approved by their manager. But if they’re applying for leave, then clearly that does.

What this solution means for business owners and HR managers is improved data integrity and it eliminates duplication of effort. It also means that the number of HR staff needed in an organisation is reduced, since the data entry and updates are handled by the employees themselves. It’s also more cost-effective, since the business is not paying per user; the number of users that can be added for a flat subscription price is unlimited.

There’s also an analysis function. With all this data, it’s good business practise to use it to improve your business outcomes and provide KPI reports.

If you’re considering a new HR solution for your organisation, we’d love to chat with you about your requirements and how our HR self service portal can benefit your business.

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