Digital transformation of HR files in a public institution with 15,000 employees
Prior to Aboneo's support, employee files at the Geneva institution were managed using paper files, resulting in incompleteness and incompleteness, as well as the need to regularly update HR information. In addition, setting up effective management processes was complex and required particular attention.
Objectives
The aim of the project was to replace paper files with an electronic document management (EDM) solution that could be accessed at any time.
HR managers and assistants needed to be able to manage employee files centrally and in real time.
The project had to include the sorting, digitisation and electronic archiving of existing documents, as well as the creation of new digital documents.
Training and support measures had to be put in place to help employees and HR managers use the solution effectively and intuitively.
Mission
Carrying out a feasibility study: defining the project's objectives, assessing the resources and means required, estimating the cost and timeframe for completing the project. This stage helped to define the eventual form of the HR file, by specifying its institutional definition.
Recovering existing employee file data: before implementing the EDM solution, recovering and digitising existing data. This stage involved digitising the paper documents, setting up a production line including transporting the files, sorting the documents, checking compliance with the institutional definition of the HR file, digitising and opening a digital service to make the dematerialised files available.
Selecting the EDM solution: selecting the EDM solution best suited to the institution's needs. This stage was preceded by a study of the solutions in terms of the institution's needs. The solutions available on the market will be evaluated according to their performance, functionality and cost criteria.
Supporting users in this digital transformation: setting up a training plan to enable a gradual change in working methods and the introduction of new processes for managing HR files electronically.
Results
Simplification of HR file management for 15,000 employees through the deployment of an EDM (centralisation of information, real-time management, accessibility at all times) in line with user requirements. Thanks to support in using a new HR file format, employees and HR managers are able to use the EDM solution effectively and intuitively.
Reduce HR file management costs by replacing paper with digital files (storage costs, logistics, simplification of transfer processes).
Control of project costs through the use of internal administrative, logistical and technical resources, and specific recruitment for document sorting.
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