2. e-Personnel file: Project update
L. Lockwood
HR-CB-MI

3. eFiles progress update
Demo
Next steps

4. eFiles was launched: May 4th 2015
In HR to:
- Records Office
- Recruitment Unit - HR Co-ordinators (FELL, TECH, DOCT, etc.) - Benefits & Classification Sections
- Large majority of NEW personnel files = electronic
- Incl. new Staff e-personnel files
- PJAS not yet integrated
HR Processes:
- Being aligned/streamlined
- Moving to electronic only wherever possible
Process streamline – e.g. all initial contracts now made by Prog. Co-ords or Recruitment Unit (not RO)

5. Latest updates: eFiles regularly updated with new functionality
Download documents as zip file
Delete document permission (currently only given to Records Office)
Rotation of documents and records
Limit uploads to PDF’s only 
Met with WHO to discuss doc and records management

6. All new e-files RU Member/ HR Co-ordinator Records Office Admin.
e-Personnel file
Benefits/Classification

7. Improvements: Demo less walking around with heavy files
less / no printing!
more secure files
more accessible files
streamlined processes = gains in effectiveness
Demo

8. Feedback from GTPA “make it lively”
Searches – on people in your depts., by name
Pre-defined searches – not yet implemented, on the to-do list)
Archiving paper/eFiles – defining retention schedules
Electronic signatures – implemented
Editing docs – not done in eFiles, but can be done in EDH
Complex access rights – being implemented, due for release later in 2015
Easy interfacing with Oracle LiveView/EDH/HRT
Filemaker PAFs – get rid of them (ePAFs?)

9. Next steps in 2015: - get paper files scanned?

10. 15,000 highly complex, paper personnel files
Need for a CERN Record Mgmt expert
5 options:
identify all documents (expensive)
just ‘key’ documents
2 PDFs per person
1 PDF per person
leave old files on paper… (cheapest option)
10x more expensive to scan everything
Error prone
Do we need all paper files scanned?
Gestform = ,00 €
EDM = £77,695.00

11. Next steps in 2015: - extend eFiles access + reach

12. DAO
HRA
Checks PAF is ok
Creates a memo x2
Creates paper PAF:
- Signed by DH + DPO
- Sends to future DH + signed
- Sends to future HRA
- Sends to current HRA
Sends to HRA Assist.
HRA Assist.
Records Office Admin.
Staff member
HRA
Checks all ok
Takes to HRA
Updates Oracle HR
Creates 4x Contract Amendment
Sends 4x Amendment to HRA Assist. + paper file
Oracle HR
Checks all ok, signs 4x copies
Takes back to HRA Assist. + paper file
Takes paper file + PAF + amendments back to Rec. Off.
Records Office Admin. x2
Dispatches 4x contract amendments
An example of a process where a person is changing org unit – to improve!
Staff member
DAO

13. Next steps in 2015: Extend eFiles to all HR: Frontline and DHO
Review all contract amendments
Make electronic-only!
e-signatures on all amendments
Process evaluation + streamlining department-wide
Put all EDH docs in eFiles
Overcome issue with attachments
Extend access to DAOs, FP, User’s Office
In parallel: generic e-PAFs
Yael: change organic unit e-PAF?

14. Questions