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HUMAN RESOURCES

Replacing paper

CURRENTLY, many companies are trying to solve the problem of the circulation of information involving human resources management.

CURRENTLY, many companies are trying to solve the problem of the circulation of information involving human resources management.

Frequently, employees must fill out various forms, such as employee reports, business-trip reports, day-off reports, catering-ticket orders, property reports, and others. Managing these reports effectively in their paper forms often is impossible.

Creating an intranet employee-portal can solve this problem. An intranet can replace paper forms with electronic forms that can be processed and distributed on time directly to the relevant employee.

Moreover, a user can have access to electronic reports and the applications that generate them through an Internet browser, which ensures simple and transparent communication. At the same time, access permissions can be used to regulate who is allowed to access what documents. Individual applications are interconnected. For example, after the approval of an employee's time off, an application records the number of days automatically in an employee report, while a connected application automatically calculates the number of catering tickets to which an employee is entitled.

Managers' access to an intranet is differentiated according to their position in management. Thanks to an intranet, a manager easily can get an on-line picture of how many of his employees are on a business trip, how many employees have days off, and other important information.

Companies' experiences show that such solutions can increase the effectiveness of working with forms because the circulation and approval process quickens. For example, it is not necessary to print and distribute payroll slips because employees can simply find their payroll slip on an intranet and print it. Additional savings for administrative processes come because employees enter important data directly into company's information system.

Before the implementation of an intranet solution, one telecommunications company in Slovakia defined concrete goals: (1) lower the share of administrative activities to 20 percent of the overall volume of activities, (2) increase the share of advisory activities to 60 percent, and (3) increase the share of strategic activities in human resources to 20 percent. The company fulfilled its goals, which was reflected in the improved perceptions of the human-resources department as confirmed by an employee poll.

Possible benefits of an employee intranet portal include the following:

* Faster, and lower cost of administration of human resources

* Increased employee PC-literacy

* More direct communications

* Better data quality for company's information system

* An important step towards a paperless office and change of overall company culture


The author is division director at

NESS Slovensko

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