Automating a Human Resources Department Steps Toward Paperless Tommy Riggs, Forney ISD

History/Background  In 2005, our district was printing out copies of applications that were collected via an online database.  Hiring supervisors did not have electronic access to applications, but had to come to the central office to pull and review print outs of applications from file cabinets.  As a growing, attractive district, we were not able to handle the workload.

Step 1  Developing and launching an online application system

Step 2  Incorporating online assessment with the online application system

Benefits of Steps 1 & 2  Hiring managers have much better access to applications  Electronic searches can be used to improve efficiency  Electronic “notes” can be made to allow greater efficiency in reviewing applications.

Decision Points for Steps 1 & 2  In House vs. Vendor Provided?  Which vendor?  Who gets access?

Editorial Note/Personal Opinion  If you are not using an online application system with basic search features you are doing a disservice to your students.

Step 3 Develop/Utilize integrated solutions to automate features such as:  recommendations from hiring managers,  reference checks,  requests for technology set up,  employment checklists, and  salary quotes

Step 4  Set up departmental and discourage applicants providing hard copy materials

Step 5  Incorporate document management software to archive personnel records and allow online access to electronic files

Decision Points for Step 5  In House vs. Vendor Provided?  How to structure organization?  Who gets access?  Who does the work?

Benefits of Step 5  Much less time filing and pulling files  Much less time looking for documents in files  Back up copy if paper copy is lost, damaged or destroyed  Allows for paperless approach

Step 6 (in progress)  Expand use of scanners to allow for storage of departmental documents (interview materials, hard copy documents provided by applicants, payroll reports, time clock documents, etc.)

Benefits of Step 6  Easier/faster access to documents  Electronic storage allows for protection from destruction by fire, flood, et.  Less storage space required

Step 7 (in progress) Implement electronic appraisal system

Step 8 (in progress) Develop processes for collection of electronic forms including  Contracts  Handbook Acknowledgements  Emergency Information  Preferences/Restrictions for release of public information

Step 9 (researching/planning)  Elimination of hard copy documents

Present Condition  Electronic applications are required for all professional, instructional, and administrative support personnel. Hard copy applications are only allowed for auxiliary applicants.  Hiring supervisors have access to applications 24/7 through web-based technologies.  All employee personnel records are available and accessible in electronic format.

Keys to Success  Committed staff members  Excellent relationship with technology department  Commitment to continuous improvement  Support from the top  Patience and planning

Is “paperless” a goal worth pursuing?