Transform your business with Kainos Employee Document Management
In any business, keeping documents updated, secure, compliant and accessible is challenging against a backdrop of increasing data protection laws, reducing employee engagement levels, and the need to generate greater efficiencies. These challenges are amplified further for global organisations across multiple entities and countries. With Kainos Employee Document Management you can manage the full lifecycle of employee documents for your entire workforce, all within Workday.
Our innovative solution eliminates the pain of working across multiple systems and provides intelligent document generation, storage and compliance capabilities. Kainos Workday Extend Product Manager, Andrew Stewart highlights the benefits of Kainos Employee Document Management and how it can minimise risk and transform your business today.
What inspired the creation of Kainos Employee Document Management?
We have great relationships with our customers and the Workday community is a fantastic resource were our clients share their feedback and ideas. We actively listen to the wants, needs and challenges our customers experience through forums and surveys as well as the feedback generated from our Workday Regional User Group (RUG) events. We noticed some common themes, including how Workday document generation was somewhat limited in terms of the business processes used to generate documents and the data used as part of that. Clients would comment that they wanted to be able to generate documents on one platform inside Workday, rather than using multiple storage systems and paper files. So we decided to take all those disparate approaches to document generation and design a solution through the power of Extend. So we created Kainos Employee Document Management.
What are some of the document management challenges clients are facing?
When it comes to document generation, HR teams will often need to rely on their IT teams rather than being able to self-serve, which can slow down processes. So for example, a HR officer is recruiting for a high value candidate in a competitive market and time is of the essence. Employees have more options than ever and so its important that HR teams respond to candidates promptly. However, HR teams are struggling to change their document templates at speed to suit a particular region/set of rules. Instead, they have to call on their IT team for support. So process efficiency is a big challenge for many businesses.
With Kainos Employee Document Management, organisations can use customised templates using Microsoft Word templates to update and edit easily with the added ability of populating these templates with data from Workday enabling teams to be self-sufficient. Another challenge that many companies are facing is from a compliance perspective. If a business is using disparate systems, with documents stored in various places, it’s a nightmare to keep track of data to ensure you are compliant with global legislation. Kainos Employee Document Management enables companies to store documents within Workday, so everything is on one central platform. The built-in features enable teams to configure retention and purging rules within the application to apply on document categories and subcategories.
If a business is using disparate systems, with documents stored in various places, it’s a nightmare to keep track of data to ensure you are compliant with global legislation. Kainos Employee Document Management enables companies to store documents within Workday, so everything is on one central platform.
You highlighted attractive features of Employee Document Management, what are some other useful functions?
Kainos Employee Document Management allows businesses to streamline the entire document creation process by automating the generation, distribution, signing and filing of documents with the added benefit of generating and distributing documents in bulk. The solution provides qualified and advanced e-signature support maximising compliance across the countries you operate within. Organisations can improve compliance with data privacy legislation such as GDPR by configuring retention policies to make sure employee documents are not held for longer than required. For example, HR teams can apply a legal hold to an employee record to prevent documents from being deleted. Kainos Employee Document Management also works seamlessly inside Workday, leveraging existing security models, supervisory orgs, location hierarchies, employee profile, inbox and employee data.
Who does Employee Document Management benefit?
It benefits any business of any size, from smaller companies to global enterprises and it will greatly help HR and IT teams become more efficient and ensure compliance and enhance employee user experience by enabling them to see their own documents in a single view. Kainos Employee Document Management enables businesses to access all documents, such as contracts, offer letters, and company policies directly in the worker profile in Workday. Document categories make it easy to find the documents quickly, freeing up valuable time. A centralised area inside Workday enables teams to manage document templates, making it easy to create and modify templates, manage versions, configure e-signature rules and upload document attachments. Global teams can generate mass documents at speed with DocuSign integration and have peace of mind that documents are both compliant and secure with granular document retention features and Workday’s built in security model.