Digitising HR processes quickly and with ease

7 November 2018

The “Fabasoft Personnel File” has been designed for the digital, central, standardised and GDPR-compliant management of personnel files. It can either be used in the Cloud or as an appliance. The solution provides end users with straight-forward graphical tools to digitise their business processes.

The “Fabasoft Personnel File” has been designed for the digital, central, standardised and GDPR-compliant management of personnel files. It can either be used in the Cloud or as an appliance. The solution provides end users with straight-forward graphical tools to digitise their business processes.

Many organisations are looking for a solution allowing them to manage their personnel files digitally. GDPR has made it almost impossible to work on the basis of paper files. However, most solutions focus on “data management” and thereby merely replace analogous archives. In contrast, the Fabasoft Personnel File also allows HR users to model their own processes required for personnel file documents, without the need of any programming skills. All authorised members of the HR department can benefit from the easy and straight-forward forms editor and graphical process editor to model processes on their own and release them for their own organisations. In the forms editor, users assemble their data structures via drag & drop – whether it be document types or even the metadata of a document.

Process modelling

With regard to the modelling of digital workflows, the solution provides ready-to-use process building blocks for various tasks such as editing, approving or releasing.
These tasks are then assigned to different process participants in a graphical BPMN editor. Ideally, task assignment is carried out on the basis of roles instead of individual users. If responsibilities change, the workflows do not have to be adapted in this case. The organisational structure therefore plays a vital role in the digitisation of business processes.
It can either be managed manually or be imported from an existing third party system (e.g. SAP or Microsoft Active Directory) and be continually kept synchronised.

The BPMN editor

The digitised workflows are modelled in a graphical BPMN editor based on the BPMN 2.0 standard (Business Process Model and Notation 2.0). This standard is issued by the Object Management Group OMG, it is at the same time Standard 19510 of the International Standards Organisation ISO.

The BPMN editor allows users to graphically define workflow diagrams, similarly to the Unified Modeling Language (UML). Expert users are able to model complex processes which will then be interpreted and executed by the Fabasoft Workflow Engine. With the help of a checking mechanism integrated into the editor, HR staff is in a position to verify if the modelled or imported process can actually be executed in the desired way or process environment. Depending on their authorisations, members of the HR department then release processes on their own or provide them for their organisation. This step can also be carried out by the administrator. Existing processes meeting the requirements of the BPMN 2.0 standard may also be imported into the Fabasoft applications.

 

The BPMN editor in the Fabasoft Cloud

Users who are involved in a process are informed by email whenever they have been assigned a task, which is available in their so-called worklist. These tasks may be edited on a PC, laptop, tablet or even on a smartphone. To this aim, the Fabasoft Personnel File is operated in a browser with a fully responsive graphical user interface (responsive design on the basis of HTML5) with functionality tailored to the respective operating environment. The HR team is therefore able to digitise, standardise and accelerate important and recurring HR processes quickly, easily and without the support of the IT department.

Besides freeing up valuable resources within the HR department, this approach also ensures continuous traceability of all processes and allows for GDPR-compliant processing of all data. The HR team can therefore concentrate on more important tasks such as Leadership 4.0 or skills management. The Fabasoft Personnel File may be operated as a Cloud solution or as a high-security appliance.