Human resources workflows
ShakeSpeare® Software is also used for management in human resources. What is possible to achieve with ShakeSpeare is the digitization and management of several HR related processes that occur in every organization but are not necessarily digital.
Recruiting process request
A request for employment may be issued within an organization by various divisions in the organization to the HR department to start the recruiting process for a specific job position within the organization. Often these processes have clear rules as confirmation by a higher level of management, budget confirmation and target dates for an employment. These can be streamlined with ShakeSpeare to adhere with strategic organization planning and allow the HR department to manage all related tasks as well as potential outsourcing for recruitment to selected external agencies. These may also be included to send the potential candidate information to the HR department directly through a login to the ShakeSpeare solution thus providing a clear overview of the recruiting process on the organization level but also for each individual position.
Applications for a job position may arrive from various sources – company website, social media channels, employee referrals, HR consultancy and head hunters or from active approaches like LinkedIn targeting. These can be streamlined to ensure each candidate has been submitted for review to the appropriate managers and include various employees for various parts of the selection process. From the moment a CV is collected, a GDPR compliance procedure can be started ensuring that the GDPR requirements are also met throughout the entire employment process. Short-listing and interview procedures can be followed within the workflow to ensure fair treatment of all candidates and reduce the risk of missing several candidates for a job position as well as a trackable way to ensure employment process is followed by all relevant employees. After a recruiting process is completed the GDPR regulation might also be followed by automatically deleting the personal data of the unselected candidates after a certain period as well as notifying candidates on the selection process (or denial) automatically. That way the organization ensures all candidates have received an answer and may also evaluate and score the candidates in accordance with internal guidelines.
– this field includes an onboarding, management and offboarding parts of an employment contract. After a person has been selected for employment an onboarding procedure is started, with ShakeSpeare a standardized or an individualized employment agreement in appropriate languages or for an appropriate geography can be generated automatically allowing a much faster employment procedure. All versions of the contract are stored in a newly generated personnel file and allowing access only to employees who are granted access files. The workflow then continues into the onboarding phase of the employee, delivering various tasks to different departments in the company related to equipment, work location, trainings, information, adding access rights to various tools and information and noting potential recurring activities to manage compliance (periodical trainings, etc.). When an employee has been onboarded the employee, information is managed in the ShakeSpeare platform with options to track KPIs, bonuses, development, contract maintenance (extensions due, salary arrangements, employee scoring, etc.). Once an employee agreement has been terminated a termination agreement can be generated automatically and with information available from onboarding an offboarding procedure is started, making sure all access is revoked, all procedures with information and know-how transfer are followed and ensures and optimal continuation after the employee has left the organization. Additional documents may be stored in the personnel file with various rights on a document level so all related documents and certificates for an employee may be managed that way.
Trainings and certifications
Many businesses require constant training and certifications of their employees. With ShakeSpeare you can follow the training and certification plan for your employees making sure no certificates expired so that their license to operate is always valid and renewed on time. With multi-year certifications it is easy to forget or miss an important certification which can cause problems in company operations. With ShakeSpeare that will not happen anymore.
Internal employee processes for employees
These include leave of absence, sick leave and travel expenses reimbursements are three main workflows that can be initiated in ShakeSpeare with the option to add more (i.e. Maternity leave, etc.) if needed.
Salary pay slip distribution –
pay slips may be distributed to employees within the organization with the use of ShakeSpeare software with mouse-click, making sure the pay slip is only available to the right employee and thus ensuring data security.
Regardless of your business, ShakeSpeare brings great value to management of HR processes and employees and especially in high attrition rate environments can be a great tool for the HR department as well as critical for organizations where employee licenses to operate are one of the key elements of their business. Get in touch with our consultants to discuss your HR needs .