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Project developed with Centro Software
Valli Spa is a historical company in the Romagna region, specialized in the production and installation of poultry equipment. One of the core values of this company is quality, and so they wanted to rely on a solution that would allow them to run their business efficiently, centralized and without errors in document management. In particular, an interesting project has been implemented for the management of all document flows concerning employees, from the opening of a new application, the hiring of a new figure, until the management of all documentation concerning the employee during his stay in the company.
Our software for the intelligent management of documents and processes, Globe, has allowed Valli Spa to manage efficiently and quickly all the documentation of the Human Resources department, guiding users to create and archive the necessary documents and perform specific tasks. In addition, thanks to Globe, any documents deadlines are managed, with the possibility of setting specific alerts and notifications, calling the attention to a particular action to be carried out (e.g. renewal of a document). In detail, two flows have been implemented with the Globe software: one for the management of new work requirements for recruitment and a second flow that allows to manage all the documentation of the personnel, necessary both for the recruitment, that during the entire stay of an employee in the company (e.g. medical examinations, security training, identity documents…)
By choosing to manage the document flows related to the selection and recruitment of employees with Globe, Valli Spa can benefit from a number of important advantages:
- Efficient and centralised management of the personnel selection process
- Creation of a standard process for the management of the various steps of research and recruitment
- Orderly storage and quick search of the received Curricula
- Ability to create links between CV and open positions
- Full control over the creation and acquisition of documents necessary for recruitment
- Management of document deadlines with setting reminders and notifications
The solution, in detail…
Video in collaboration with our partner Centro Software
The first flow, managed by Globe at Valli Spa, concerns the needs for new staff. In particular, when a department needs to recruit new professionals, one of the heads of department enters a request for new staff in Globe, through a specific task that specifies the professional figure and a description of the profile sought.
The request is then automatically forwarded to the Administration and Personnel Office, which:
- Activate the search by submitting a request with the profiles to employment agencies. As agencies submit new CVs, they are saved and cataloged within Globe.
- The administration department searches in the company’s currcula database, arrived through spontaneous applications or from previous searches and saved in Globe.
When the agency sends a new CV, there is one in the archive that is fitting that position, it is linked via Link to the requirement you have entered.
After a first screening of the curricula, the HR department activates the request for interview for each of the CV of interest, always through a specific action in Globe. After activating this call-up procedure, Globe creates a self-generated PDF, which is printed and used during the interview to record relevant information and provide scores to the candidate. This document is the interview report.
At the end of the interview, the completed report is scanned and automatically inserted in Globe, that through barcode is able to attach it as a signed copy to the self-generated interview report. This triggers a flow directed to the HR department, which on the basis of the interview scripts evaluates and decides who is the candidate that will be hired and enters in Globe the result, thus closing the requirement initially inserted.
A second flow managed by Valli Spa through Globe concerns the collection, creation and management of all the documentation necessary for the recruitment and throughout the period of the employee’s stay in the company. Regarding the recruitment documentation, a first part of the workflow, which is performed when the interview is positive, is linked to the document “Medical examination“:
- The administrative department receives a notification that must schedule the medical examination
- An automatic task to enter the result of the visit (suitable/not suitable) is opened: if the candidate is not suitable, the flow is terminated. If the candidate is suitable, the medical certificate and the deadline for the medical examination must be attached, so that Globe can automatically manage the reminders for the next visit
- If the outcome of the visit is positive, the workflow provides that the new employees recruitments are communicated in the company portal
- The new employee data is entered in the ERP and in Globe the related registry is created as a self-generated PDF, which will be automatically linked to the candidate’s CV.
The next stage is the collection of documentation:
- All the personal documents of the employee (identity card, driving licence, passport, tax code etc.) are collected and stored in Globe and managed with reminder of expiration of the document.
- The certificate of general safety training is inserted in Globe
- If necessary, the specific training certificate is stored, if the department in which the employee will be placed requires it
- The signed employment contract is scanned and stored
Once the contract is entered, the documentation management passes to the IT department for the issuance of the badge and possibly the creation of the domain user. The CED office users will see a mask containing the complete list of documents to be delivered and tasks to be performed. In detail:
- The IT manager automatically generates some documents from Globe (data processing authorisation, confidentiality agreement, letter of assignment, password vademecum, software/copyright regulation). All this documentation must be returned signed by the new employee, to be then scanned and automatically associated by Globe with the original.
- The IT Manager deliver the badge and, if necessary, username and password to the employee
- The IT manager confirms by a special mask in Globe he has handled in the badge and credentials
At this point, the Security department is responsible for creating and managing a whole series of documents:
- The office creates and prints the staff training sheet via Globe, from an Excel template. This form is delivered to the reception contact.
- The safety instructions are printed and given to the employee, with a request for confirmation of delivery by means of a special mask in Globe.
- Specific training is provided on topics such as maternity protection, transfers on the road, biological risk in the farm, emergency management etc. After the training, a test is generated in Globe for each topic, starting from a Word template. The signed copy is then acquired and associated with the original.
“Thanks to the use of Globe we have automated the Employee Management, to make the process of recruitment/selection and employees documentation management activities more efficient, and centralized. We decreased the time needed for the filling of the received CV which are, now, easier to find and read from the enabled users. An automated flow has been set up for the acquisition of all documents needed at the recruitment stage and for the archiving/management of all documentation that may arise during the length of stay of an employee in the enterprise; the automatism has been managed through tasks that start when certain events occur and trigger the sending of notifications to the people involved in the process. Sending notifications has also allowed us to manage the deadlines of documents. The consultation within Globe is simple and fast thanks to the links between documents and you can view the entire process, at any time, thanks to the monitor that shows the summary of the tasks that have been executed and those that, instead, still need to be processed.”
Balzani Francesca – IT Manager Valli Spa
Discover the platform we used to digitized the management of documents for recruiting and selection of new employees
Discover the platform we used to digitized the management of documents for recruiting and selection of new employees
Image credits: Valli Spa