Long time back there was a saying that "no job is complete without the use of Paper" Nowadays only companies which can say this are "Toilet Paper Producing Companies" But great companies like FFBL should make use of growing technology and align itself with corporate world This is what my todays presentation is about Less Paper Project FFBL

Less Paper Project Corporate Development Division October, 2016 http://www.efilecabinet.com/paperless-hr-in-7-steps/

Outline Vision Quick overview of the project Why HCM Forms & Processes (Avoidable/ Unavoidable) Examples and solutions Recommendations Presentation would start with the idea and vision of the project as many of you are not updated with the projects working .. i will give a quick over view of projects working and then we will discuss why we chose HCM as first dept to implemenet paerpless project I would like to discuss workflows all data which have collected over past few months wihch has been categorized into avoidable and unavoidable Next we will have some examples of current work flows and our proposed solutions and in the end i would like to conclude presentation with some recommendation and away forward

Vision To develop a corporate culture where processes are efficient and the company is aligned with the growing technology with a maximum contribution in CSR paperless project idea was convieved by CE&MD gen haroon vision behind paperless project is ...

Why going paperless? Going paperless will make the jobs more efficient and easier. Making HCM paperless can benefit the company as a whole. It will save the business time and money, and gives employees easy, instant access to their personal information. Going paperless can help the company to become more compliant and secure. Globally around 15% of an organization's revenues are spent creating, managing & distributing documents On average around 60% of employee time is spent working with documents Producing one ton of printing paper costs the earth 24 valuable trees

Mindset behind paper usage in business processes Mind set of Resistance to Paper Less environment according to a survey is shown here.. Lack of management ..

Overview of the project Slide 7 over view of the project : 1) Project Initiation 2) Companies paper consumption data 2 yrs 3) Work Flow gathering from different depts and its template 4) Meetings with diff depts, Disc with IT quantum

Project update IT is in the process of developing automated mechanisms for the following: Knowledge management Minute sheets Minute of meetings Budget transfer form Loan forms Learning requisition forms Project Update ITs contributions

Paper consumption of FFBL in 2015 Paper consumption data

Why HCM to begin with … Strong linkage of HCM with all other departments in the company Among top 4 departments in terms of Paper consumption Maximum processes HCM handles a lot of sensitive information (employee healthcare information, banking information, etc.) WHy HCM 4 top reasons KEY DEPT IN ANY ORGANIZATIOn has strong linkages with other depts Has maximum number of work flows sensitive data needs security and fast retrieval access

Forms & Processes (Avoidable/ Unavoidable) The processes and documents (hard-form) that can be converted into electronic form or can be eliminated completely as they are already on SAP Unavoidable: The processes and documents which need to be kept in a hard copy as they bear a legal requirement but these documents will also be converted to electronic form Data received: HCM workflows (only 4 received) Interview results Personnel requirement Foreign LRF Local LRF List of HCM forms (downloaded from Lotus) Forms and process it can be divided into two main categories.

Medical reimbursement form Current process solution Computer Users Lotus Form Print Computer HCM Manager for approval Peon Peon Doctor for approval Computer Computer Peon Finance Computer Payment *For reimbursement less than 100,000 PKR

Provident fund trust loan form Current process Solution Users Form & attachment Lotus Form Print HCM Manager for approval Peon P-fund statement Approval on PC Computer

Way forward Nominate power users (HR Team) who will facilitate us with required data HR Team will be working in line with the IT & CDD department Identification of manual workflows/processes that need automation Prioritize the identified workflows in terms of their significance Automation of identified workflows Update existing workflows in order to increase efficiency where necessary

“Implementing these things will not be easy as we are already used to doing things the old way “ THANK YOU