Success stories: How Hyland helps HR teams innovate and automate

Automating and modernizing human resources (HR) workflows can increase efficiency, collaboration and productivity, and help organizations stay compliant with regulations.

According to research by IDC, modern, content-centric workflows can yield substantial advantages for organizations.

• 40% of survey respondents cited increased visibility, auditability and accountability, which led to improved security and compliance

• 37% said decision-making improved

• 36% cited enhanced customer satisfaction and engagement

• 33% mentioned increased employee satisfaction and engagement

Is your HR team still relying on inefficient, manual processes? We can help.

Hyland’s packaged workflows for back-office processes, low-code tools and seamless enterprise integrations empower HR teams with AI-driven process automation.

Here are just a few examples:

Toyota Motor North America

Use case: Employee file management

Challenges they faced:

Toyota Motor North America needed to save time receiving employee information and streamlining audit processes for required documentation. The automotive giant had content “spread among many areas, in various systems, in various locations,” Human Resources Systems Manager Ervin Campbell said.

When the HR team received a request from the legal or compliance departments, responding quickly was difficult because of the company’s content silos.

Automation in action

Toyota Motor North America selected Hyland Alfresco to serve as a modern interface from which it can access employee files — anytime, anywhere. The company is now automating and streamlining the document storage process.

That’s been “a game-changer,” Campbell said.

Key results

Increased employee engagement: HR staff can now “focus on going on the floor, engaging the employees to figure out how they can make their lives better, as opposed to sitting in the back office, doing administrative work and managing paper,” Campbell said.

Enterprise-wide possibilities: With Alfresco receiving positive reviews, other departments are asking how they can utilize the solution to easily store, secure and retrieve their content.

Staying ahead of industry trends: “Given that Hyland produces best-in-class solutions,” Toyota Motor North America can depend on its technology partner to better understand how the company can innovate and stay ahead of the competition, Campbell said.

More room, less costs: Now that it’s no longer relying on paper documents, the company is reclaiming office space and reducing auditors’ travel expenses.

> Webinar | Smarter employee content management with AI

Use case: Workflow automation

Challenges they faced:

Manual HR processes created too much paper waste and required employees to spend hours filling out paperwork and tracking down information.

As the regional supermarket chain grew, the outdated workflows became even more challenging.

Automation in action

Heinen’s selected Hyland OnBase to automate vital HR processes such as associate status changes, time off requests, and tracking the acknowledgement of policies and procedures. HR staff also utilize OnBase’s case management capabilities to oversee extended leave requests.

Key results

• Reduced risk: By hosting OnBase in the Hyland Cloud, Heinen’s knows “with certainty” that its data is “being cared for outside of our building,” Business Analyst and OnBase System Administrator Bob Walters said.

• Business growth with no staff additions: During a one-year period, the grocer’s business surged 20% to 25%. Even as it opened four new stores, the size of Heinen’s HR team stayed the same.

• Improved customer service: HR documents and processes for the grocer’s stores, corporate office and warehouses flow seamlessly through the company’s centralized HR department. “Having OnBase in place gives us the ability to serve customers better,” Walters said. “We’re a grocery store, and now we get to focus on our strengths.”

• Immediate access to information: Whether they’re working in the main office or remotely at a store or facility, HR associates can find the data they need.

• More meaningful work: Freed from frustrating paper-based processes, Heinen’s associates can find more efficient uses of their time — and focus on proving greater service to customers.

> Learn more | Grocer streamlines HR processes

Use case: HR document management

Challenges they faced:

Kwik Trip’s HR department, tasked with managing processes and files for tens of thousands of employees, struggled with cumbersome, paper-based processes and an underperforming document retention system that made employee file management labor intensive and inefficient.

The convenience store chain had already implemented Hyland OnBase in its accounts payable (AP) department, and was confident that deploying the solution in HR would improve file management and enhance transparency.

Innovation in action

“OnBase is the central unit for all sub-functions in HR to have a single view of employee information,” OnBase Administrator Sarah Jilk said. “Previously, those sub-functions were very siloed.”

Each unit in HR now has their own custom search built into OnBase that provides instant access to the specific files they need.

Key results

Streamlined processes: Employee-initiated requests such as mileage reimbursements and status changes are done via standardized online forms. This has accelerated processes and allowed Kwik Trip to eliminate five Microsoft Access databases.

Improved document retention and file management: “When we updated our system, we were finally able to do purging effectively,” Jilk said. “Now we can create rules for document retention that allow us to automatically purge documents after their termination date.”

Ease of use: OnBase’s functionality, combined with Hyland’s effective training videos, makes it simple to get new users up to speed.

Enhanced security: Kwik Trip houses millions of HR documents that contain sensitive information. With role-based security built into OnBase, different users have different access to documentation, based on their HR function. “I have 100% more confidence in the security of information,” Jilk said.

> Learn more | Kwik Trip sees fast improvements with OnBase

HR teams need to operate efficiently while maintaining complete control of employee data.

With AI-driven process automation from Hyland, your organization can accelerate workflows, reduce manual touches, increase employee engagement and seamlessly integrate with human capital management (HCM) systems.

Have you unlocked the full potential of your HR processes? Chat with us.