Case Studies

Intelligent human resources system: simplify processes and improve efficiency

by SMART4A | 8 month 29, 2024

Project name:Intelligent human resources system: simplify processes and improve efficiencyAble to create an automated application and onboarding process experience

Project introduction:This system significantly reduces the risk of repetitive work and manual errors in human resources management by automating all aspects of application, admission, onboarding and resignation. At the same time, it also improves the collaboration efficiency between departments so that each step can be completed accurately and timely. This not only optimizes the overall workflow, but also allows the HR department to focus more on strategic talent management, thereby improving the company's operational efficiency.

project Manager:Zin ( Smart4A Level 5 Expert)

Engineering time:Four weeks for process communication, planning and design, four weeks for development, eight weeks for the total project, and one week for testing and launch

Cost range:Medium-sized projects (less than 30 yuan is small, 30 to 100 million is medium-sized, and more than 100 million is large)

To solve the problem:

Cumbersome and inconsistent management of applicant data
In the traditional human resources process, the collection and sorting of applicant information often takes a lot of time, and it is easy to cause data errors due to manual operations. The system automatically generates basic information sheets for applicants and notifies HR and hiring managers immediately, ensuring the integrity and timeliness of the information and reducing subsequent communication costs.
Multiple transactions in the admission process are complex to handle
Post-admission procedures usually include employee number generation, email account opening, cloud folder creation, relevant document preparation, etc. These tasks require cross-department coordination and are prone to delays or omissions. The system automatically handles these steps to ensure that the onboarding process of new employees can proceed smoothly, and the meeting room reservation and reminder related matters for check-in are further improved in the calendar, further improving work efficiency.
Multiple operations and tracking difficulties in on-the-job procedures
After new employees arrive, they need to fill in all kinds of personal information. Not only do they need to generate the required documents in a timely manner, they also need to perform a number of follow-up operations, such as moving cloud folders, updating information sheets, probation periods and special leave. Reminder etc. The system automatically manages these processes and alerts HR and related personnel when necessary to ensure a smooth transition for new employees within the company.
Document management and data updates in the resignation process are cumbersome
When employees resign, they need to update information sheets, move cloud folders, generate resignation-related documents, etc. These tasks often require multiple steps to complete and require precise management. The system automatically completes these steps and sets reminders in the calendar to ensure that every detail of the offboarding process is not missed.

use tools:

make.com (Automated serial connection service platform)
Google Doc (online document)
Google Sheet (online form)
Google Drive
Google Calendar
LINE OA interface

Scenario usage:

Multiple scene tasks
- Applicant information
  - After the applicant fills out the questionnaire, a basic information form for the applicant will be made and sent to HR and hiring manager.
- Admission Procedure
  After entering the person's name and employment conditions, create entry-related information and carry out related procedures.
  - Employee number, email account, employee cloud folder
  - Establish various documents such as: new employee registration to-do list, employment notice, labor contract and other documents
  - Create a new member check-in and reserve a meeting room for check-in in the calendar
  - Send a document confirmation notification letter to HR and a link to fill in personal information to new employees.
- Onboarding procedures
  New employees fill in the personal information required for registration, establish on-boarding related documents and matters, and carry out related procedures.
  - Move employee cloud folders to "Employed Employees"
  - Employee Information Form, Salary Income Recipient Tax Allowance Declaration Form, Retirement Self-Withdrawal Agreement Form and Probationary Period Expiry Evaluation Form
  - Create probation expiration reminders, special leave carryover reminders, and employee birthday reminders in the calendar
  - Send a welcome letter to employees, including work rules and management method file links, etc.
- Resignation procedures
  After entering the employee number and resignation date of the resigned employee, create resignation-related information and carry out related procedures.
  - Update employee data sheet
  - Move employee cloud folders to "Resigned Personnel"
  - Establish resignation application form, resignation handover list, resignation certificate and severance notice (option), etc.
  - Create reminders for resigning personnel, removal of employee birthday reminders, and special leave carryover reminders in the calendar