Success Story

An Airline Company in Singapore

Pains of the HR Department

The simple everyday task of information retrieval becomes a grueling one when documents are stored in different platforms. Training Records & P-files in physical workspaces, Performance Letters in Dropbox and other HR records in Workday.

The HR team needs a single automated archival system that allows instant access to every document within one platform.

Steps Taken With KRIS HR Document Management System:

Step One:

Physical records are scanned and archived in KRIS HR DMS using Evidence Act scanning with embedded hash code. Digital records are migrated into KRIS as well.

Step Two:

KRIS integration with Workday module was used to automate P-file folder creation whenever a new employee is onboarded.

Step Three:

When an employee resigns, KRIS would archive the P-file folder and send an email notification to users after the retention period expired, which would direct them to batch purge the P-files and the documents in KRIS.

Step Four:

Documents that were uploaded by users and generated by Workday would automatically be filed into KRIS via RESTFUL API.

Immediate Benefits:

1

The HR team can now easily retrieve information from one HR DMS platform. There is a single source of truth. Daily tasks become easier and more accurate.

2

Creation and managing of P-files are now automated with the link between KRIS and Workday. Time and energy are saved. There is also reduced risk of missing files.

3

Added peace of mind as documents stored in KRIS are highly secured which reduces the risk of tampering. Due to the embedded hash codes, documents have their authenticity retained.

A Complete Solution for Transformation to a Paperless HR

• Peace of Mind. A DMS solution trusted by Singapore Government Agencies. Fulfil audit requirements in everyday HR processes
• End to End Solution.  Bulk Scanning, Importing, One Central Repository, Automation, Document Approval Workflows and Safe Archival/ Disposal.
• Audit Ready. Grant file access only to the right people with role-based access and track all actions performed with audit trail.
• Workflow & E-signature.  Automate routing of documents for approvals with E-signature
• Integrate with major HRM Systems. KRIS can integrate with Workday, PeopleSoft, SuccessFactor and more! Sync between systems to automate the creation and delivery of P-files, forms and letters. 
• Suitable for 5 - 1,000 users. Buy only what you need. Customise your plan based on users and modules.