Document Management System for Company
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Transcript of Document Management System for Company
15 % of productivity
savings
51 minutes spent daily looking
info
21% Worried employee
files are incomplete
11% Sharing documents can be a pain, security is a
concern
4% Spend too much time
searching in silos for docs
46 % All of the above *Gartner survey 2014
Information Assured
Employee Internal HC Management
Easy to get Information related to HC in time
Internal document manage properly
Single point of reference
Information related to HC Centralized
Increase productivity
Increase productivity Document Secure
HC Document Management Concept
Policy Manual Guideline Standard Procedure Memo
HC Department-A
Level 1, level 2
Online Catalog
Policy Manual Guideline Standard
Centralized Document
Management
HC Department-B
Policy Manual Guideline Standard Procedure Memo
Front end Back end
All level (classified)
Policy Manual Guideline Standard Procedure Memo
Superuser
Control panel function
System Reporting etc
Outer Storage
Creation Manage Distribute Archive
• Compliance with the company regulation template
• Determine documents
validity period
• Metadata Document • Taxonomy Document
• Document Storage
• Paper • Digital
• Delivery or Sharing • Online on retrieval
system
• Inactive documents sent to warehouse
• Inactive documents
destroyed
ACTIVE INACTIVE
Our Jobs
IS Jobs
Workflow
server
1
2
3
classifying document (document taxonomy)
Metadata Document (suggested use dublin core)
Document Created
Internal HC
Document Manage
Employee
application
Documents Distribute
*Gartner survey 2014
Management System
Document Consolidation
Identification the Gap
Closing the Gap
Continuous Improvement
Objective: Formulating the
concept of HC Document
Management System
Objective: Implementing the
process of HC Document
Management
Objective: Identifying the
needs of documents in each HC
department
Objective: Developing &
refreshing of HC document
Objective: Managing of HC
Document
Delivery: • Document
structure • Workflow
authority
Delivery: • Active/valid
document uploaded to system
• Inactive document sent to outer storage
Delivery: • Register the gap
of HC document
Delivery: • Minimize the gap
of HC document • grouping of
several related provisions into a single document
Delivery: • Socialization to
the Organization • Document valid
and up-to-date
When: W-2 February 2016
When: W-2 of April 2016
When: End of April 2016
When: End of Aug 2016
When: Continuous
Related Party: Facilitator
Related Party: All Member
Related Party: All Member
Related Party: All Member
Related Party: Facilitator
PHASE 1 PHASE 2 PHASE 3 PHASE 4 PHASE 5
1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4
1 Kick Off Meeting
2 Develop document structure & authority
3 Coordinate with IS team
4 Define document taxonomy
5 Collect documents from related department
6 Classify documents
7 Digitize & indexing active documents
8 Grouping active documents based on taxonomy
9 Upload and data entry for active documents
10 Digitize expired (old) documents
11 Register & sent old documents to outer storage
12 Register the needs of documents in each HC dept.
13 Setting the priorities & schedule to completed
14 Approve of the priorities & schedule
15 Create new document or renewal the expired doc.
16 Review & approve the document
17 Upload to HC Document Management System
18 Socialization to the Organization
19 Review invalid document for next 3 months
20 Renewal the document by owner department
KegiatanJanuary February March April JulyMay August
Ph
ase
3P
ha
se 4
Ph
ase
5
Continuous Improvement Process
JuneNo
Ph
ase
2P
ha
se 1
•Organization Strategy •Organization Development •Manpower Planning
Planning
•Recruitment and Selection •Employment Termination Acquiring
•Training and Formal Education •Performance Management •Career Development • Competency Development •SG promotion •Individual Development Plant •Succession Plan
Development
•Compensation and Benefit •Industrial Relation •Payroll •Corporate Culture •Medical •Formalities •HRIS
Maintaining
Others
Document Taxonomy Based on Human Resources Framework
back
Application Features needs..
Web base application
Multi parameter searching input
Document Historical
Document tagging
Privileged access
Vocabulary Control
Multi user
back
