Processes - FQA

Welcome to our HR processes website! Here you will find comprehensive information on defining and optimizing HR processes. Our goal is to support you in implementing and improving your HR process landscape. Especially when using HR systems, whether it's introducing new systems or optimizing existing ones, prior analysis and transformation of your processes is essential. We understand the challenges and show you ways to solve them.

What are HR processes?

HR processes encompass all personnel tasks within a company. These include recruiting, onboarding, personnel development, and offboarding.

How do I define HR processes?

A well-defined process requires clear entry and exit criteria, the necessary steps and responsibilities, and the tools and content used. A process visualization helps to clarify the process. Nevertheless, the process must be pragmatically accessible and manageable.

What HR processes are there?

HR processes include application management, onboarding, performance appraisals, training, payroll, and offboarding. This covers the basic needs of the employee life cycle in most cases.

How can I optimize HR processes?

Analyzing inefficient processes and bottlenecks using available data helps identify problems. How long does a process stay stuck in one place and why? Excel is a great tool, but it still requires a lot of manual input. Implementing HR systems to automate processes simplifies operations. Once employees are trained in how to use the new systems, it saves money and valuable time.

Which software is suitable for HR processes?

There are a multitude of software providers on the market. Which providers are suitable for your specific application depends on your requirements. These technical needs and the complexity of processing arise from the processes involved. In addition to the technical assessment, an analysis of the IT department is required to ensure a smooth migration of the new HR application into the existing IT landscape.

What are the benefits of automating HR processes?

The successfully implemented automation saves time in administration and reduces errors. It improves data quality and relieves employees of routine tasks.

However, the initial implementation involves additional effort and requires resources. Even if the implementation itself is carried out by external resources, the company must develop and specify the implementation guidelines.

Once implementation is complete, the company's internal resources conduct an acceptance test. This involves testing the implemented system based on a previously created (acceptance) test manual. Training may be required to meet this requirement. Adequate training and employee involvement during the acceptance test are essential, especially with regard to the system's acceptance within the company. What's the use if you have a "Rolls-Royce" parked outside your door but no one knows how to use it? The result is that everyone continues to use the small car.

How does system-based application management work in HR?

An efficient application management process, supported by an applicant management system (ATS), or Application Tracking System (ATS), ensures a structured selection and processing of the application process within the company. Documents are processed in compliance with data protection regulations and made available to the relevant department. Candidates consent to the use of their data and are invited or rejected for interviews via the applicant management system. Furthermore, integration with today's common search engines and application platforms is standard.

How do I make the onboarding process simple?

This raises the initial question of every process: when does it start and end? Does the onboarding process begin after the contract is signed or on the first day at the company? Does it end after the professional training or at the end of the probationary period?

In addition, the position criteria for onboarding are fundamental. Is the employee a factory worker or a commercial employee? Will onboarding take place at a telecommuting location, colloquially known as a home office, or at the company headquarters?

The most personal approach to onboarding is certainly through a mentor/mentor. However, this isn't always possible in an increasingly virtual working world. The traditional approach is certainly through training or supervised on-the-job training. The use of onboarding applications helps structure the onboarding process. Planned training sessions and induction dates can be presented in a structured manner. New employees have an overview of the status of training, the submission of documents or notifications, and which actions still need to be completed. All of this can be done not only on the computer, but also on the mobile phone in the evening on the couch...

How do I integrate a new HR system?

You should start with a needs analysis based on existing process descriptions. After all, the HR system should work according to your needs, not the other way around. You don't want to have to conform to a standard that may have been developed for a completely different industry, do you?! Manufacturers are usually willing to come to your company and present their HR application. Ask the manufacturer for a test account that you, and especially the future users in the company, can use to try out the HR application.

Once you've decided on a system, the implementer will ask many questions about your requirements and preferences. These were either documented in advance during the needs analysis or arise during the discussion. The more detailed the information is clarified now, the more time and money you'll save later in the project. Reconfigurations or changes due to misunderstandings are often time-consuming, expensive, and result in delays.

After implementation, acceptance testing is required to ensure proper functionality. This involves future company users testing the entire system as best as possible. Test scenarios are considered and documented in advance.

Once acceptance is complete, the go-live takes place. This should be communicated openly within the company, depending on the impact on other departments, and coordinated with the implementing company.

Typically, a software provider offers a so-called "hypercare" phase, approximately 4-6 weeks after go-live. This is where any errors in live mode are corrected. This is when it becomes clear how clearly the requirements were communicated and documented at the start of the project. Changes or adjustments are usually annoying and cost money and time, ultimately wasting the time of your own employees.

What challenges are there in implementing HR processes?

The challenges involved in implementing HR systems are diverse. In addition to organizational and technical challenges, data protection and IT security, and employee participation, the human factor—that is, the company's own employees—must be adequately considered.

Employees want to see meaning in their work and the appreciation of the company. Change management is therefore an important component of the project. Talk to your employees, explain the goals and benefits they will gain from using the new system. Turn critics into supporters, both among employees and in the employee participation committees. Early and transparent involvement builds trust and reduces resistance.

Implementing or modifying HR systems requires employee time. This work is usually performed in parallel with operational tasks. Therefore, time should be scheduled for project work, including needs analysis, documentation of implementation requirements, training, and acceptance testing.

How can I get feedback on HR processes?

Ask your employees how they experience working with the HR department. A supplementary question in the regular employee survey is usually sufficient. The feedback, integrated into process optimization, improves processes. Employees will respond positively to the effects. Good communication within the company demonstrates a willingness to change.

Which key performance indicators (KPIs) are important for HR processes?

KPIs describe the performance of the process.

In recruiting, for example, this could be the duration of the entire hiring process. Here, it's important to measure the internal processing time, i.e., how long it takes for the applicant to receive feedback; how long the review remains within the department, etc.

During the hiring process, you can specify the maximum time it should take until the new employee is registered in the master data system and receives their work equipment…

An important metric is turnover within a company. The turnover metric itself is backward-looking, so by then it's too late to react. Therefore, early indicators, such as employee satisfaction, responsiveness to employee inquiries, evaluations in exit interviews, and social media offerings, are helpful.

What are the best practices for digitizing HR processes?

Digitalizing HR processes offers numerous benefits, from increased efficiency to improved compliance. Here are some best practices for successfully digitizing HR processes:

Conduct a needs analysis:

• Analyze which HR processes should be digitized.
• Prioritize processes that provide the greatest added value.
• Define in detail what you expect from the new software, which functionalities should be available, etc.
• Prioritize the desired functionalities, which MUST be included, which CAN be included.
• Select suitable software:
• Choose HR software that best fits your needs. Whether it's on-premise or in the cloud, it fits your company's specific requirements.

Involve employees:

• Involve employees in the digitalization process early on.
• Education and training ensure acceptance and competence in dealing with new systems.

Utilize automation potential:

• Automate routine tasks such as vacation requests, time tracking, and payroll.
• Reduce errors and save time through automated processes (CLEVIS HR Consulting) (Zalaris Germany).

Ensure data protection and compliance:

• Ensure that all digital processes comply with legal requirements.
• Implement measures to comply with the GDPR, especially regarding data processing and storage (CLEVIS HR Consulting).

Integration of systems:

• Ensure that the new digital HR systems are seamlessly integrated into existing IT infrastructures.
• Use interfaces and APIs to integrate different systems.