Proposed Business Processes - ISHR SharePoint Site/BAU Processes
Targeted Current Processes
The main changes will be seen in the following processes after the SharePoint site is live:
- Documents to be stored in a staff file - paper or electronic
- Requests for information/documents from a staff file - including where a document is embedded in a 'pre-dig' PDF
- Staff transfers within UoE and transferring the staff file
- Staff leavers and archiving their staff files with a third party company, Document Intelligence
Documents relating to Contracts - hard copy paper documents
There is an acceptance that ISHR cannot be 100% 'paperless' as the current policies regarding contracts are that wet signatures are required and as such HR and the business areas will need to work with paper, especially where a contract is concerned.
Where a new member of staff is being set up, there will be paper files kept in the department as part of the contract pack, that will be sent via the Business Admin to the employee for signing. The contract then goes to Payroll for them to set up payments and back to ISHR for storing. It will be at this point that the documents are scanned into the SharePoint site.
Below is a representation of how the business process could work with an in-house scanner. The actual process will be decided by the ISHR team in due course.
Documents to be stored in a staff file - paper or electronic
Documents to be added to a staff file that are received into ISHR by email will be converted to PDF, if not already, and uploaded manually to the relevant section of the staff file on SharePoint.
Documents to be added to a staff file that are received into ISHR in paper format will be kept in a box (securely) in the ISHR team. On a regular basis, frequency to be decided, an ISHR team member will scan the paper documents and create PDF files using the local Multi Functional Device (MFD) until a section scanner is purchased. The PDF's will then be uploaded manually to the relevant sections of the staff files on SharePoint. The paper originals will be shredded in the local department shredder.
Requests for information/documents from a staff file - including where a document is embedded in a 'pre-dig' PDF
The ISHR team can use the tool to convert PDFA to Word and separate off necessary document to save as a new file. Save as new PDFA’s separated into pre-dig and new file with one document. There is then the option to email PDF or share on One Drive to person who has requested the information.
Staff transfers within UoE and transferring the staff file
This assumes that other HR teams within the University are not using SharePoint as their staff file storage system. All documents within a staff file can be downloaded and sent securely to another area of the University, either by email or One Drive. Full instructions on this will be written into the User Manual.
Staff leavers and archiving their staff files with a third party
Staff leavers' files will be separated on SharePoint site. When ready to be moved, the staff file will be checked and any documents that are not required to be kept (as per current procedures) will be deleted from the file. Once the file is ready for archiving it will be sent to Document Intelligence to be stored on their own SharePoint site (to which UHRS has view access).