Most organizations have SharePoint and almost all organizations can afford SharePoint if purchased as part of an Office 365 package in the Microsoft cloud. In our video, Tips for SharePoint Adoption, we recommend that information technology (IT) departments involve business users early on in the process of building an intranet in SharePoint. The human resources department is one of the best places to start. Below are ten common uses for SharePoint by the human resources department.
- Policies and Procedures
Publishing sites are the most common place to start based on the Xgility SharePoint adoption maturity model (see the graphic below). Many organizations tell us they are looking for their Intranet to be the single version of the truth. In the past, organizations emailed documents to users and many organizations found email is not effective for distribution of policies and procedures because users may delete the emails or are overwhelmed by the amount of emails.
When using file shares to store policies and procedures, it can be difficult to keep track of the latest version of a document. We worked with one organization that had to manage different policies and procedures across 8 divisions and 16 countries. By using SharePoint, the human resource department can ensure that employees only have access to the latest documents that are relevant to them.
- Leave Requests
Many companies have come to us looking for solutions to replace a combination of PDF documents and emails. Solutions can be basic or integrated by checking a HRIS or accounting system for vacation balances and automatically debiting the balances.
- Resume Databases
While several SaaS based solutions exist to track resumes, many companies, especially government contractors, prefer SharePoint for two reasons. First, their teams work in SharePoint all day long and don’t want use other systems. Secondly, many organizations utilize resumes as part of their proposal sites.
- Requisition Requests
By using a requisition request form during the hiring process, human resources departments can ensure accountability and eliminate errors and miscommunications.
SharePoint forms can be used to capture requisition requests so that the human resource department and their recruiters can formally start searching for potential canidates. Views and reports can be created on the types of jobs open, how long they have been open, and other important metrics.
- Offer Letter Generation
By using a form to request an offer letter, it is possible to create a workflow that ensures sign off by each department including the hiring manager, human resources, and finance. The information in the form becomes part of the metadata within the document and can be used to automatically generate and email the document for signature by the candidate. It is possible to integrate DocuSign or other electronics signature software applications into SharePoint, Word, or Office 365.
- Employee Reviews
Most organizations have a formal review process where the employee fills out a self-evaluation, the manager adds her comments, and the final review document is sent to human resources. Using SharePoint, organizations have the ability to automate this workflow including notifications, creating dashboards based on information in the document, and controlling permissions to allow for different views of the data based on role.
In very simple implementations, SharePoint can be used to manage a task list to track the completion of on-boarding tasks. These tasks may be completed by human resources, information technology, the hiring manager, and the employee. With custom code or Nintex, the workflow can be completely automated to handle the complex processes of a very large organization.
Managing the process of off-boarding is similar to tracking on-boarding tasks. Completion of these tasks can be important to make sure former employees have completed all paperwork, return company assets, and no longer have access to systems or buildings.
- Mentoring Programs
Many organizations have formal mentoring programs or high potential employee programs. While some companies may purchase a software as a service (SaaS) application to help manage these programs, companies at a minimum, may want to link to these programs in SharePoint or store key artifacts used to manage these programs.
SharePoint has out-of-the-box features such as video libraries and wiki’s. If you have more experience with SharePoint, you can create extensive knowledge management. If your organization requires a full learning management system (LMS), our team can help you compare your requirements to what is offered by 3rd party SharePoint companies and products offered by ShareKnowlege and ELearning Force. If you have a 3rd party LMS that is not integrated with SharePoint, it is possible to integrate or supplement your LMS with content on your SharePoint intranet.
Interested in learning more? Contact us.
Author: Dean Virag
Editors: Kurt Greening and Robert Anderson