DocuShare® for Time Off Requests Automate vacation requests

DocuShare for
Time Off Requests
Automate vacation requests
®
DocuShare for Time
Off Requests
Time off requests can be paper-intensive and time consuming.
Human Resources Information Systems (HRIS’s) are efficient at processing time off
requests when the entire process is conducted electronically. Many organizations such
as educational or government facilities require that a physical document be used for
approval. In some instances this document gets routed between multiple managers
and departments, physically moving from building to building, or even across the city
or state. Xerox DocuShare provides organizations with a secure system for capturing
hard copy documents, routing them through an approval process, and providing a
legally-binding record of the approval process for ingestion into the HRIS.
The challenge: cumbersome
workflows
The challenges of time off approval include:
A simplified process that
pleases employees and saves
HR time and costs
A Xerox content management solution
simplifies the time off approval process that
applies to all industries and company sizes. It
enables you to:
•
Requests done with paper forms
frequently require lengthy and inefficient
manual routing between several
managers, supervisors, or HR executives
•
Paper-form requests can be lost, or risk
exposing private employee information
•
Decrease time required to approve time
off requests
•
When other documentation is needed—
as with a medical leave—a form may
need to be returned to the employee,
requiring more time to get approval
•
Save costs involved in a manual request
process—transporting request forms
between offices, printing or photocopying
by each department—and save employee
or HR hourly time
•
•
If the approval time is lengthy, a manager
may have difficulty finding contingency or
temp help to ‘”cover” the employee’s area
when he or she is out
Paper-based absence requests may be
difficult to track, extending time needed
for audits
Automating time off approvals
Xerox DocuShare for Time Off Requests uses
electronic forms (eForms) to simplify the
process of requesting time off, and make life
easier for employees and HR managers. A
Xerox content management solution provides
eForms with digital signature capability,
routing and workflow features, and the ability
to audit and track submitted request forms
and approvals.
•
•
•
Facilitate efficient communication with
the employee if necessary, via discussions
or comments in the ECM environment
Industry Trends
A recent IDC survey for Xerox* found
that:
•
Among IT and C-level executives,
one of the top pain points in
document processes is dealing
with paper-based forms
•
37.5% of HR executives said
routing and workflow of HR
documents is one of their top
challenges
Allow for an employee to provide followup documents—for example, issuing a
scan cover sheet so she can provide a
doctor’s absence note as documentation
Support faster, easier audits of HR
operations
* IDC, February 2013: “The Role of Documents: How They Drive Business, Today and Tomorrow,” by Angele Boyd, Joseph Pucciarelli, and
Melissa Webster. (IDC View sponsored by Xerox).
Automating the process:
An employee requests days off
1. A K-12 teacher goes to the school’s HR Portal, opens a Forms Library, and finds the Time off request eForm
2. She is able to select dates and other options
3. Multiple days off can be added in a single request – she selects a Vacation Day and a separate Personal Day
4. She clicks submit to send the form (she is prompted to digitally sign and certify that all data is accurate)
5. Request is routed to the district area supervisor, who approves and signs the form
6. If the supervisor has a question, he can select “Question” and the form is routed back to the teacher to respond (or
he selects “Reject,” and a notification is sent back)
7.
Once approved, the eForm is automatically and securely stored in an Employee Record collection in a Time Off
folder
Previous Process: Two paper forms were filled out (payroll and HR forms) and sent to the manager for approval,
delivered to HR for recording, then manually delivered back to the employee with approval (3 days)
Now: Time-off request is approved immediately (30 minutes)
Integration Options
The workflow may be integrated with a Human Resources Information System (HRIS) application, so that when time off
is approved it is entered in the HRIS, along with a link directly to the stored form.
About Xerox DocuShare
– Getting information:
For more information on how Xerox DocuShare can bring simplicity and greater efficiency to your HR organization,
please visit docuhare.xerox.com or call 1-800-735-7749 to schedule a live, interactive demo.
©2013 Xerox Corporation. All rights reserved. XEROX®, DocuShare®, and XEROX and Design® are trademarks of Xerox Corporation in the United States and/or
other countries. 07/13