BJ Johnson, VP of Solutions at Archive Systems, discusses the need for self-service strategies in HR to reduce administrative work. Key points covered include how changes in the workforce like increased remote working and expectations of consumer technology are driving self-service. An effective strategy requires addressing compliance, removing paper, and integrating electronic forms, signatures, security controls, employee inboxes, manager access, responsive design, and systems integration. Automating HR document management combined with advanced self-service features can dramatically reduce the time HR spends on administrative tasks.

1. Power to the People !
Reducing HR Administrivia
with a Self-Service Strategy
BJ Johnson
VP Solutions
Archive Systems, Inc.
@ArchiveASIU
bjjohnson@archivesystems.com

2. • What’s increasing the need for
self-service?
• Areas that must be considered
• Technology and requirements
for an effective self-service
strategy

3. Self-Service
Part of our daily routines

4. Consumerization of IT
Ease of using consumer technology
expected when using systems for work

5. Self-Service
Common in HR, but needs to
extend beyond basics Employee info updates,
direct deposit
Benefits administration,
flex spending Time-off management

6. What’s increasing the need for self-service?
1. Changes in the Workforce
2. Technology
3. HR Transformation

7. Changes
in the
Workforce
1
Millennials
35% of workforce
 Grew up with self-service,
expect it
 Love their mobile devices &
expect flexibility; access
anytime, anywhere, any
device
 Generation X adopting
same mindset

8. What we do, Not where we go
Another change in the workforce; increase of remote workers
Virtual employees, telecommuting, freelance & contractor workers

9. Dispersed
Workforce
Common Problem
 Grocery
 Retail
 Hospitality
 Manufacturing
 Services
 Global

10. 2
Technology
Cloud software and increase in mobile
devices is increasing demand and
availability of self-service

11. HR Transformation
From Administrivia to Strategic
3
An effective self-service strategy can
dramatically the reduce the time HR
spends on administrative tasks!

12. Source: Sierra-Cedar HR Systems Survey, 17th Annual Edition
Top HR Technology Initiative

13. Source: Sierra-Cedar HR Systems Survey, 17th Annual Edition

14. Reduce the time HR
spends on admin work by
40-50%
Source: Giga Information Group
Reduce cost of HR admin
processes by average of
60%
Source: Sierra-Cedar
Reduce cost to administer HR
services by $200 per
employee
Source: Hackett Benchmarking Solution
HR admins serve 10% more
employees with high user
adoption
Source: Sierra-Cedar

15. A complete
self-service strategy
must address…

16. Compliance
Your self-service strategy must
consider compliance
• Can you efficiently self-audit?
• Can you monitor missing or expired critical
docs in employee files?
• How do you share docs with auditors &
litigators?
• Are you maintaining docs according to
federal/state/corporate regulations?
• Is there an audit history on employee doc
access; who/when/what?

17. HR departments
with paper-based
employee files &
processes can
spend as much as
65% of their time
on administrative
and transactional
work

18. ESS/MSS
Eliminating paper
NO
downloading
or
printing
required

19. A Strategic Approach to
Self-Service; Convergence
Automated
HR Document Management
&
Advanced Self-Service

20. Electronic Forms
Electronic Signatures
Security
Inbox
Manager Access
Responsive Design
Integration
Must Have List

21. E-Form
E-Sign

22. Security
• Audit history
• Multi-factor
authentication
• Encryption at rest
& in transit

23. Inbox
Company email address not required

24. Manager
Access

25. Responsive
Design
Any mobile device

26. Integration
Automated HR Document
Management System
• Compliment & unify other HR
technologies
• Key info automatically updated
from HRIS, no re-entering info by
employees or HR
• Central repository; access docs
from other systems
• E-Form library

27. What did we cover?
Self-Service is a Requirement
 Employee expectations
 Remote workforce
 Technology
 HR transformation
 Cost Reduction
Part of the Strategy
 Compliance
 Paper

28. What did we cover?
Automated HR
Document Management
+
Integrated
Self-Service
 E-Forms
 E-Sign
 Security
 Inbox
 Manager Access
 Responsive Design
 Integration

29. bjjohnson@archivesystems.com
Twitter - @ArchiveASIU
LinkedIn – BJ Johnson

30. info@archivesystems.com
www.archivesystems.com
Webinar recording:
http://bit.ly/1IcBGUw
Changing the Way
the World Manages
Documents
For more information