Digital Document Management
It helps organizations to reduce time spent collecting, creating, approving, signing, storing and retrieving documents
The Neocase Digital Document Management Solution
Neocase provides capabilities to digitize key steps within the document management process. Neocase Digital Document Management is helping organizations to reduce time spent collecting, creating, approving, signing, storing and retrieving documents.
As a result, these organizations are reducing the dollars spent managing documents, increasing time available for higher-value work, and improving the experience of employees, managers and HR professionals involved in documentation processes.
Each step of the document management process contributes to this high cost
- Collecting Documents from individuals
- Obtaining Document Approvals
- Obtaining Signatures on documents
- Filing and storing completed documents
- Properly managing access to documents
Incorporating these steps into an automated process can dramatically reduce operational costs within the service center, while improving the employee experience.
Digital Document Management Benefits
- Document collection can be automated through multiple intake channels, including email, scanners, the Neocase self-service portal and 3rd-party systems via API’s
- Personalized documents can be automatically created within a specific process, via configurable document templates and the Neocase Business Process Management (BPM) automation tools.
- Document approval workflows can be designed and automated using the graphical process editor
- Documents can electronically be signed through the certified DocuSign connector, as part of a workflow.
- Neocase Connectors can automatically post documents to a 3rd party document storage system, upon case closure, or process completion.
- Externally-stored digital documents can be accessed from employee records and cases in Neocase, via hyperlinks to 3rd party storage systems.
Industry Challenges driving the need for a solution.
According to Microsoft, over 30 billion original documents are used each year in the United States. And the cost of documents to corporations is estimated to be as much as 15 percent of annual revenue.
Digital Document Flow
Digital Document Management Architecture
The Digital Document Management module fully integrates with the entire HR Power platform, including its HR Self Service Portal, HR Case Management and HR Knowledge Base components. The BPM solution provides tools to Design, Test, Publish, Analyze and Optimize complex HR processes as efficient, automated services.
- Case Management
- Knowledge Base
- Advanced BPM
- Self-Service Portal
- Business Intelligence
- Service-Level Agreement
- Satisfaction Survey
- Neocase Connect
- Email Management
- Live Chat
- Real-Time Dashboard
Collaborative Case Management
Capture and organize requests easily and efficiently. The collaborative Case Management tools in HR Power will enable your service center to tap into the right resources – both internal and external – to resolve even the most complex cases efficiently.
Agents can access policy information in context, with less effort. The Knowledge Base plays a major role in HR Service Delivery. In fact, for many of the productivity gains that a Shared Service Center sets out to achieve, it relies on the Knowledge Base to deliver. The Knowledge Base in HR Power delivers over 80% Tier 0 Resolution rate.
Advanced Business Process Management
Advanced Business Process management The Advanced Business Process Management module in HR Power provides the tools to design, test, publish, analyse and optimize these complex processes as complete, efficient, and automated services.
Employees, Managers and HR Business Partners have access to the capabilities and information that makes each of them self-sufficient and productive. The Portal can be accessed from anywhere, at any time from virtually any device including tablets and smartphones. The personalization, configurability and accessibility of the Portal make it a practical and convenient tool for everyone involved.
The Business Intelligence module enables you to monitor, manage and systematically improve the value delivered by your service center, through real-time interactive dashboard displays, a suite of several dozen Performance Analysis Reports, a custom Report Builder, and Advanced Business Intelligence tools.
Proactive SLA Management
Meeting and exceeding customer expectations is at the core of sound service delivery. That’s why Proactive SLA Management is at the core of HR Power. SLA’s can be designed and configured according to a variety of criteria, including Process, Employee, Business Unit and Company.
The business of HR Shared Services is based upon two primary objectives: reducing the cost of service delivery, and increasing employee satisfaction. Measure employee satisfaction by configuring and distributing satisfaction surveys with the Neocase HR Power Satisfaction Survey module.
Neocase Connect seamlessly integrates with ERP and third party point solutions through a variety of methods including API’s, web services, ESB connectors, Single Sign On and user interface integration.
The Email Management module in HR Power includes a Rules Engine for processing inbound emails, and Email Template tools that dramatically improve agent efficiency, and employee experience through higher quality, consistent communication. Configurable email templates and rules automate outbound email communication, improving both consistency and efficiency.
Customers and suppliers enjoy the convenience of engaging directly with live agents through on-line chat. The Live Chat module in HR Power delivers consistency through tight integrations to the Employee Record, Case Management, Knowledge Base and Survey modules.
Graphic SLA-oriented dashboards organize and pre-prioritize cases so agents can stay organized and focus on the right cases, completing them before their deadlines.