Results of EDF implementation
Electronic digital keys as the first step
The scale of production was gaining momentum, the number of external contractors was growing and, accordingly, the amount of document flow was increasing at a frantic pace. It became impossible to process documents on paper quickly and efficiently. Therefore, we had to adapt to new realities and look for ways to interact with the outside world effectively.
Our first steps towards digitalization were the use of electronic digital signatures. We managed to speed up the signing of contracts with external contractors in this way significantly.
In addition, we were faced with the task of freeing our manager from a huge number of unnecessary business processes. In addition, serious challenges were:
- Administration of a large amount of paper material;
- Irrational expenditure of working time of responsible personnel;
- Paper archiving is probably the biggest fear of our managers;
- Constant control over the presence of signatures.
Today, we actively cooperate with more than 3,000 external counterparties, ensuring reliability and high quality in each transaction. In 2023, we signed more than 35,000 documents using EDS, which is 85% of the company’s entire external document flow.
Digitalization of internal document flow
Later, we started digitizing our internal documents. We started by signing the EDS of individual personnel and accounting documents:
- Applications and orders for granting vacations
- Internal management documents
- Primary accounting documents
- Documents related to payroll
Our company’s IT department independently developed a mobile application for employees, into which all the necessary information was automatically pulled from the CRM system. However, this solution did not cover the need for quick registration of employees who came for seasonal production work.
Transition to HR EDF
Thus, in 2023, only one direction remained in the “paper”—Labor activity. In fact, we were waiting for legislative clarifications in this direction and finally waited for them.
Later we found a reliable partner—”Vchasno”, and were pleasantly surprised that the team easily agreed to fulfill our difficult request: to establish and speed up the process of HR document flow by integrating our CRM, the “Vchasno” service, and Viber.
We did not want the idea to contradict the norms of current legislation. Therefore, before technical implementation, we focused on studying the templates of all contracts and documentation, and also made the necessary amendments:
- in employment agreements;
- statements, orders for admission;
- annexes to employment agreements.
Working with EDF is twice as fast as with paper
During the most active recruitment season, more than 25 candidates came to us every day and the employment process for one candidate took the HR inspector about 14 minutes, while with EDF this time was halved.
How was the implementation of the EDF?
When all the legal aspects were studied and agreed upon, the “Vchasno” team and I started implementing it.
Integration of the CRM system with “Vchasno”. We set up the integration of “Vchasno” with our CRM system and checked how everything works;
Testing. Next, we built a process for signing a document for employees, which looks like this:
- A document is generated in the CRM system, for example, an employment application.
- This document is automatically sent to the HR inspector at “Vchasno” for signature.
- After that, the document is sent to the CEO for signature.
- Next, the document is sent to the employee on Viber, where it can be opened and signed with a key without registration.
Based on the testing results, with the “Vchasno” team, we also developed an instruction manual that facilitated the process of employment in our company for candidates.
Difficulties encountered in the automation process
Automation of the employment process is a complex and multifaceted task that opens up significant opportunities for optimizing work while reducing time and resource costs. However, it was not without certain difficulties:
Obtaining an EDS by candidates.
To get a job in our company, a candidate must have a valid electronic key. Not all candidates had an EDS or email.
To facilitate the process of issuing QESs, “Vchasno” developed a process by which candidates could enter a pre-created email that came to them on Viber and receive an QES based on this. Using free keys “Vchasno.QES” we saved more than 90,000 UAH.
Features of the settings of different gadgets (smartphone models),
namely the storage location of the EDS file.
Additional administration and support of the candidate at the “pre-employment” stage.
A lot of candidates had no experience working with digital signatures, so we told them what an EDS is, and how to get it, and even helped them obtain a digital signature.
In case of any difficulties, the “Vchasno” team and technical support were always in touch, promptly responded to requests, and provided the necessary assistance.
Advantages of HR EDF in "Vchasno" for the company "Radekhivskyi Tsukor"
Optimization of the HR department working hours. Thanks to the automation of routine processes, HR employees get the opportunity to significantly reduce the time for processing documents, filling in mandatory data, and approving formalities.
Simplification of a candidate’s life. For candidates, the employment process becomes as comfortable and transparent as possible. They no longer waste time on paperwork and get a positive experience of interacting with our company even at the stage of employment.
Automatic archiving of documents in the “Vchasno” cloud storage, which only authorized persons have access to. This eliminates the risks of losing important data, simplifies the search for the necessary information, and ensures compliance with legislative requirements for storing documentation.
Control of the presence of all signatures on documents. Thanks to automatic monitoring, the system guarantees that all necessary signatures will be received on time. This significantly reduces the number of errors and delays and also increases trust in internal processes and external interactions.
Digitalization has a very positive impact on the management business processes of our company and, accordingly, this scales to production indicators. There are no limits to perfection in our structure, which is why we are digitalizing.
What we plan to improve shortly
Our company does not stop there and continues to implement new technologies to improve the efficiency of business processes and the convenience of employees.
In the near future, we plan to implement Diya.Sharing—this is the ability to receive digital copies into the company’s system.
Also, for convenience, we plan to issue keys to individuals for scanned copies of documents remotely.
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