The dematerialization of HR processes is based on computerization. A certain number of in-company procedures use paper forms which the employee fills out manually. These forms are then processed by one or several employees who input the information into a computerized tool before filing away the forms.
This way of working is extremely time-consuming, thus causing delays and errors. The analysis of the procedure allows us to define the critical steps which need to be implemented in the context of their total dematerialization.
A dematerialized HR process is completely computerized. It does not involve a single paper form and does not require re-entering information.
My Intranet management software allows you to completely dematerialize the following HR processes :
- leave and absence management process
- personnel file
- mission order and expense management process
- procure to pay process
- internal directory
Time and subsequent money savings are immense for a company which implements the dematerialization of the processes. Indeed, each process represents a cost for the company. Each time a process is used by an employee, the company bears the cost to go through this process. By reducing this cost, the company makes extremely large scale savings. The employees can thus concentrate on the core of their job whilst reducing the time spent on administrative tasks. Those savings can easily be identified through HR process flowchart analysis.
On a technical level, dematerialization re-uses existing infrastructure. The company’s local network allows employees to connect with each other. The dematerialized process is organized on the client-server architecture, allowing employees to submit data which will then be exploited by other employees. Dematerialization may sometimes seem unclear and complex to carry out. When it is a case of standardized and proven processes, it is in fact very simple. These processes are highly simplified and quickly adopted by the company. Resistance to change is virtually inexistent due to the time saved by the employees.
By implementing an intranet, the company centralizes information and makes it accessible. This improves communication between employees.
In practice, with leave request dematerialization, the employee submits their requests via a web interface with few mouse clicks. Next, their manager validates them in a click, and finally they are consolidated by the HR manager in the form of a report. Paper forms are no longer in use.
It is often difficult for the company to anticipate the gain which will result from a process dematerialization. However, it must be noted that, over time, no dematerialized process has ever been rematerialized. This is valid for accounts, HR documents, cash-flow and mail. This demonstrates that dematerialization represents an indispensable evolution which the company has every interest to adopt rapidly.