Hilti revolutionises global HR processes with Kainos Employee Document Management.
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“We can be compliant. We can meet all the functional requirements. We can increase the efficiency of our HR administration teams. We can empower our employees.”
About Hilti
The Hilti Group supplies the worldwide construction and energy industries with technologically leading products, systems, software, and services. With about 33,000 team members in over 120 countries the company stands for direct customer relationships, quality, and innovation.
The headquarters of the Hilti Group have been located in Schaan, Liechtenstein, since its founding in 1941. The company is privately owned by the Martin Hilti Family Trust, which ensures its long-term continuity. The Hilti Group’s purpose is making construction better, based on a passionate and inclusive global team and a caring and performance-oriented culture.
Balancing efficiency, security and transparency
Hilti began its HR transformation journey in 2018. Implementing Workday in 2020, the company started out with core HR modules then expanded the offering in a phased delivery over time, enabling employees to have ownership of their development and transparency on the essential parts of their employee experience at Hilti.
Though Hilti's HR teams had found many efficiencies, the organisation still struggled with outdated, fragmented document management processes. Working across various disconnected legacy platforms, physical copies of employee documents, and with different regions using vastly different systems, Hilti sought a streamlined and secure approach that could also improve the employee experience.
"We were always clear about the functional requirements we needed at a high level. We needed to cover document generation, electronic signatures, and document storage. And it had to be as little manual work as possible regarding security, data protection, and compliance," says Zuzana Rozkosna, HR Global Project Manager at Hilti.
Recognising that a sustainable, unified solution was overdue, it was only after deciding to sunset a core HR document system that this became a vital issue for HR leaders. Although challenging, switching this system off allowed Hilti to completely transform how the organisation would handle employee documentation and HR processes.
"Our ultimate goal is to make the life of HR teams easier, not more difficult, and be more transparent toward our employees, giving them access to their own documents," Zuzana explains.
An integrated Workday document management system for a global company
Hilti's HR team began searching for a software solution to meet its operational needs. Core to requirements was seamless integration with Workday; a solution that could leverage Workday's security configuration, org structures, and employee data.
Kainos presented their vision for a new solution for managing HR documents in Workday to Hilti. After seeing that it aligned closely with the company's requirements, Hilti was eager to become the first design partner for this innovative product.
End-to-end solution, end-to-end benefits
Built using Workday Extend to provide a seamless experience inside Workday, Hilti could combine all of their HR systems and processes under one piece of software, creating efficiencies and improving the experience for end-users.
The partnership soon resulted in developing Kainos Employee Document Management (Kainos EDM), the first end-to-end Workday document management solution.
Kainos EDM combines all document management processes and integrates them with existing Workday HCM modules. An intuitive approach to document templating enables local HR teams to own and manage all document templates, removing the need to involve Hilti's IT teams to edit existing document templates or add new templates.
Specific team members can be given access to create templates and configure e-signature types, workflows, and accompanying attachments. The level of manual work carried out by local HR teams has been massively reduced by utilising templates, automatically generating documents using Workday data, and automatically storing documents.
“Workday data is pulled into placeholders. The user can review it, adding manual data on top if they have to. They can do last-minute adjustments and then the generation continues with the workflow for e-signatures. The HR team members don't have to touch it. The documents are stored and displayed in a structured way.”
Security and compliance without the hassle
Kainos EDM has also secured document processing, storage, and management to go above and beyond required security and compliance needs. Hilti can easily configure retention and purging rules to satisfy legal and HR requirements for specific countries at a granular level, e.g., having different policies for absence documents or contracts.
"We even have a special HR-only category for HR team members, so HR can see the document, not the employee. And we have very detailed security metrics built with information about who can view and/or modify different documents. The level is super granular," Zuzana confirms.
Innovation continues to evolve for Hilti with Kainos EDM
Hilti initially launched Kainos EDM across 11 countries, with plans to fully complete the roll-out by 2024. This system has provided a simple-to-use and secure platform for HR teams to carry out their duties more effectively, efficiently, and securely.
"We can be compliant. We can meet all the functional requirements. We can increase the efficiency of our HR administration teams. We can empower our employees," says Zuzana.
In a sign of the positive impact the solution has had, Kainos Employee Document Management is being scaled across the company, and Hilti is just getting started when it comes to tapping the total value of its future-ready document management system.
"This document management solution is imperative to our business," she concludes. As a Workday-approved solution, Kainos EDM now stands ready to assist other organizations in overcoming their document management challenges, just as it has done for Hilti.