HR departments are literally drowning in paper. Regardless of whether these are personal questionnaires, leave applications, delegation settlements, HR department employees are obliged to collect signatures on documents. Here is a solution that will allow you to completely get rid of paper from your HR department. Many companies have already introduced the possibility of storing electronic copies of documents, but paper copies are still retained, and many employee matters are handled manually. Employee portals, on the other hand, only allow you to download and print paper forms, and not actually handle the matter. The digitization of HR processes is particularly important in times of pandemic, when some offices work in a hybrid model and employees performing remote tasks are not able to deliver or accept documents traditionally.  

Solution:

  Human Resources employees waste an average of 14 hours a week on "paperwork" that can be automated. Replacing paper, numerous calendars, Excel and incompatible systems into which data is entered manually with a modern employee portal. Such a portal is one place for all employees regardless of their role in the organization, ensuring full compliance with the company's policies and processes as well as security. This is a place where you can actually "get things done". This means that you can actually submit an application for leave, an advance payment or a benefit, settle a business trip, fill out a circulation card or an employee evaluation, collect a PIT or pay slip. Automation improves document circulation and the approval process. Employees have easy access to their data and documents and can check the status of their application at any time. In turn, supervisors have insight into costs, absence levels and can manage authorizations. Staff and supervisors can generate any reports on demand, checking the level of budget utilization or absences in real time.  

How to get rid of paper in HR with Qalcwise applications:

Automate the circulation of documents and approvals in the Qalcwise application

Simple and clear forms 

In the applications, you can create any online forms that comply with the company's regulations. Thanks to automation, we minimize the risk of mistakes because any rules, budgets and limits can be embedded in the forms, preventing the entry of incorrect numbers. The application automatically calculates the amount of allowances, employee lump sums or mileage allowances due and downloads the appropriate exchange rate for a given currency. You can attach any document to the application (e.g. a scan of a receipt) and settle expenses conveniently.

Quick approvals 

The application automatically goes to the supervisor and, after approval, to Human Resources. Acceptances are much faster and the data is saved in the system, enabling, for example, information about the refund due to be transferred to accounting. Users at every stage know where their application is and who is managing it at any given moment. Integrate the application with payment cards available on the market, thanks to which the incurred costs can be kept up to date and automatically sent for approval.

Control and analysis  

As many as 50% of employees do not comply with the policy regarding business expenses, and 43% of companies experience fraud. Applications allow for better control of the circulation of documents, expenses, payment cards, etc. Access to real-time data allows us to monitor the amount of funds granted and used, submitted applications, etc. on an ongoing basis. Staff and superiors gain full transparency and the ability to better manage finances.   Key Features:

• simple online forms
• multi-stage approvals
• allocation of costs to department (MPK)
• management of permissions and limits
• Document Archiving
• distribution of documents
• generating reports
• calculations (e.g. mileage)
• employee dashboard
• HR/Supervisor dashboard
• personalized and customizable email notifications
• predefined reports for the Human Resources Department, Accounting, and Supervisor
• export of reports to PDF or Excel
• mobile – submitting and settling claims from any mobile device

Don't understand everything yet? Black magic? You will learn about the no-code solution and how to create a simple application or even a serious business solution without using code here.

You can also try our platform for free (no credit card required) and if you would like to find out whether our solutions will adapt to your company, we invite you to schedule a demo.