Name: EDM: Gestiona tus datos y acelera los resultados de RRHH
Uploaded: 2025-07-03T11:16:06.461Z
Duration: 31 min 8 s
Description: EDM: Gestiona tus datos y acelera los resultados de RRHH

Transcript for "EDM: Gestiona tus datos y acelera los resultados de RRHH": Hi, Deepti. Hey, Maria. How are you? I'm very good. Excited to be here. Yeah. Should be good. Should be good. So let's leave some minutes for everyone to join. Yeah. Let's do that. Let's maybe give some two minutes, three minutes, and then we can start. Great. Okay. So I think we can go starting now. Hello, everyone, for being here with us today. Very excited for this thirty minutes ahead of us. Just for you to know, this session is gonna be recorded, so you can forward later on. And, also, we have our colleague David. He's gonna be on the chat answering all your questions. So feel free to drop any questions, but please in English. Okay? So let's go to it. Well, as I said, thank you for being here. My name is Maria Pote. I work as an account executive in Workday. I've been here for almost two years, and my role here is to really accompany my customers in their digital transformation journey. I pass it on to you, Deepti. Thank you, Maria. Hey, everyone. My name is Deepti Chen. I am based out of Belfast here in Northern Ireland. And I've been with and in the Workday ecosystem for close to eight years now, and I'm a solution consultant for our EDM document management system. And my role today is to then talk you through the product a little bit and and maybe have a bit of a question and answer session there. So, yeah, excited for the day. It's such a cool session. Thank you, Deepti. Well, as you mentioned, the call is gonna be about employee document management. That's actually one of the first questions I get on with my customers if what they can do, as a document management. And I am happy to say that thanks to Kainos, it can be your document management system and tool for all employee documents. So that's gonna be the focus of today's call. We're gonna see how we can automate a lot of workload that we usually have because of this, work and also being compliant to local regulations. As a we move on, actually, one of the key, if you can move on to the next slide. Thank you, Deepti. Yes. Yeah. So some of the main challenges my customers usually tell me that they have with document management. First is that the documents are everywhere. There's siloed data. They're scattered. Very hard to track. Then another big challenge they find is that, you know, we have to the separate template here in Spain that it's very difficult to generate in, in in Wordday or any other HCM. And another challenge is to keep up with all the purging and retention rules, of the government. So this is one of the key challenge that we find, and we're gonna be able to cover it thanks to EDM tool. We're gonna automate and digitize, all the corridor processes. We're gonna be able to centralize all the data within one place, and it's not gonna leave Workday. We're not gonna have any data on shadow systems. This sounds great. Right? How are you gonna do it? Well, thanks to Kainos. Kainos has been our trusted partner for twelve years for over twelve years. Actually, one of the key, partners on building, solutions within Workday and one of the preferred solutions for Workday on test and audit are actually Kainos. They have they have trusted organizations working with them, more than 500 globally. So I'm very excited for broadening up our partnership with this new tool. I'm very excited for us to know more about Aditi. Thank you, Maria. Perfect. So for all the challenges that you mentioned, Maria. Right? What we see as a result of those challenges is customers, especially in the Iberia region, end up with very fragmented IT systems because it's just not easy to generate employee contracts and any other documents in an automated way. Right? As a result of it, there is a heavy reliance on paper based systems with signatures, which ultimately results in documents being all over the place. Some on workdays, some on paper systems, and finally cabinet somewhere. And because of that, it's just not easy to then keep an eye on the retention and purging policies for those documents. So ultimately, not just it costs inefficiency for us our operations, it actually starts costing in terms of compliance issues, that organizations face. And to solve those, we have developed with a built on Workday, a product called Kano's employee document management system. And the best way to describe this is to think of it as a new Workday module. Like any other Workday module which is deciding on the same platform, employees will be able to access their documents and the system right within Workday. And it also means that EDM has access natively to worker object, to anything like security, to companies, to compensation of the worker, which is all the information that needs to go in these documents as they are being generated. So that the native access to those, those data feeds without having to send them out to a third party system, without having to build these complex integrations, and multiplying your, data privacy landscape too. So that's one of the core benefits that we see of the product itself. Now as I talked about the product, there are five key areas I want to cover today. And we will start by looking at, you know, how is the product right when they work today? How easy it is for HR and employees to find and access the documents that they need to? But on the back of it, with that ease, we also want to make sure the documents are quite secure and only the right people have right accesses to the right documents for the employee they need to access those documents for. On the back of it then, we would cover how can you be then compliant with the retention and purchasing policies, for for the countries you operate in focusing on the Iberia region. And then towards the end of it, we would look at one of the contracts. In this example today, we will look at the separate contract template. How can you create those templates with an EDM and then use those to generate contracts, but then also for esignatures. Again, the example today is just going to be the contracts, but same principle will apply to any other employee document you want to generate. So, yeah, let's get started. And, again, as a reminder for everyone, I've got the brilliant David Pryce, supporting us to answer any questions. So if you have any questions, please keep popping it in in the chat, and we will respond as we go along. So getting started with how do you actually view or access different documents within Workday. And for that, here, I am logged in as my favorite Logan. Logan is being HR partner in this scenario. And all she has done is she is right within Workday. Within Workday, she has entered a custom task as it's delivered as a part of this app called new worker documents. And she's doing documents for a worker called Karma. Now so this is a different view. Okay. That's right. Within Workday, where you are then able to see different categories of documents which are being stored in Workday for Carmen. Along with those categories, we then also start addressing those worker documents with additional metadata, like document type. So, yes, it's an absence document. But what kind of absence is it? Is it a sabbatical? Is it a maternity leave? And, again, this is important because you would know that, you know, in in in Spain, especially, there are different retention rules. People leave this off medical or maternity kind versus a different kind. So it's that level of, information really helps an organization of your work profile. Then you have things like document company authority, which is again really important if you have workforce which moves between countries. And each country might have different retention and compliance per se rules. And the document actually gets attached to the right organization at the point of generation and not just inherit my current company. So this really helps in keeping in accordance with those like related local regulations. Then you have things like document legal start date, document upload date. Again, addition metadata, which makes it really easy to, to search for those documents, to report for those documents using both their platforms, custom report, report to these services. Now here is another example. So I'm on a different tab called employee agreement. Now these employee agreements were generated using the subject contract, template for Workday. And then we'll have a look at how that happened. But, again, you can see that not only were they generated, we were then also being able to, you know, sign them using advanced signatures. Same could also happen for qualified signatures. So you really start to see those different reviews. So this is how Logan is looking at the data or documents for the employees. But if I am Carmen and I wanna look at, you know, how would Carmen go and look at her documents, she really goes to her profile personal tab and a new tab starts appearing called view worker documents, which is where all the documents which are available for Carmen would be visible for her. Now you might see that Logan was actually looking at a longer list of document categories versus what is available for Carmen. And that's because of security. So using the same word, the security, the product can then be used to secure, configured to secure your document security, or the category level. So maybe Carmen can only see documents for, you know, few scenarios whereas Logan can see all documents. Similarly, you could define what documents are visible for, managers. Once the document are in a single place, then we want to start applying those attention and per se. And then again, it's really important to understand how those rules differ. Now if you look at the map of Europe, we will see that some countries have some simple rules for, purging and retention, whereas other countries start to get a bit more complex. And what I mean by that is if we just focus on staying here. Right? We see that the normal purging rule is most documents needs to be purged four years from the termination of the document. However, if it is an absence record, maybe health and safety related absence, then the document had to be only kept for five years from the creation of the document. Which means I might be employed with the company for ten years, but this document can only be retained for a maximum of five years. So there are these regulations which vary not just by number of years, but by different trigger dates. Sometimes it's creation, sometimes it's termination. And therefore, again, difficult to to stay on top of it if taking care of these purging regulations manually. So add a solution to that. All within our application and on your working platform, you would get new tasks. This one is called configure your retention policies. Here, I've configured the retention policy for Spain and for each category. So for absence, I have said there is a minimum retention period and a maximum retention period. Minimum would ensure that people can't delete this document unless this period is over. So you get additional control to prove that you are actually retaining documents for the fully required period. And then maximum retention ensures that as soon as that trigger date is reached, the documents are automatically pushed. Again, then you don't need to take care of running manual purchase, finding these documents, or staying on top of, you know, these these integrations. But with EDM, you can then also go one level d. So we applied some, rules at an absence level, and we said most absences had to be treated a certain way. But maybe some absences, in this case, accidents, injuries, or long term sicknesses have already given minimal retention period, which is not based on termination of the employee, but actually based on the legal start date of the document. So just by these simple rules, just by configuring it, you are now compliant because at the back of it, EDM is taking care of two control. It further documents when there is, no longer the need for employers to store them, but it also ensures employers are retaining documents for the minimum extension period and therefore being compliant with all of those regulations. And that's it. That's all there is to the compliance part. That complicated, concept handled in a really simple way and a user experience, way. With that, Yeah. That's all the game. Sorry. One of the periods that if a document had a big minimum retention period and somebody tries to delete it, they would actually get a message like that, where it would not let them delete those documents to provide those those additional countries. So those were more around, you know, how do you view those documents? How do you ensure they are compliant? And my next step is to then talk you through document generation. And before we look at, you know, different, solution on how how we have solved it, I think it's really important to understand the challenges which are faced especially by this region on contract generation. So as we understand, if you just take the example of spinning, you have a very fixed contract template. On the back of it, certain companies, especially more compliant, regulate more regulated companies need to get qualified signatures on those documents. Some might be okay with advanced signatures, which are different form of security signatures. In absence of any automation then, currently, what we hear is people are maybe hiring candidates to work with recruitment and then in that process coming out of working to then generate these documents for contracts manually to be then able to set it for wet signatures manually and then file it with Kainos somehow. And all of this is happening while they are trying to step out of the normal process. This is really causing operational inefficiencies. Right? It's it's not easy then to generate all of this. This also introduces risk of error because documents are then generated manually. Information is typed manually. And then, ultimately, it's also resulting in paper based contracts and documents being stored, in in a covered sample. So the first thing we have done to resolve it is the way you create templates in ADM. So in ADM, we support not just Microsoft Word, but also Google Doc as your text editor, which means anything you can do in these two text editors, any language, any form, any formatting, any of the table structure could be recreated in Microsoft Word. These templates could then be associated with either your whole company or maybe individual, legal entities. So if you are a multinational working in maybe Spain, in UK, and in France, you might have different contract templates. And this set of contract template might just be associated with your, Spain version or Spain legal entity, which is also version controlled. So as new versions are issued by setting, you can then again configure them. An example of that is here. So we were able to then recreate that separate template in Microsoft Word using simple concepts of tables and structures. And then using the comment functionality in Microsoft Word and the certain commands, we are then able to define where the dynamic fields needs to go. For example, this is where my employee's name needs to go at the point of contract generation. This is where their ID needs to go. This is where their date of birth needs to go. You can then start actually defining these different things. From there on there, you want to use this template to generate a document, and there are three different ways a document could be generated. The example which we will, look at today would be generating the standard or contract as a part of one of the business processes. But ultimately, the same principles apply when you want to generate documents as a part of any worker related business process in the Workday. On the back of it then, you might have other examples where you want to generate documents which are not associated with any business process. So you have the capability to also generate document on an ad hoc basis, your employment verification letters, your performance improvement plans, or anything of that sort. And, also, you might have examples where maybe you're sending out bonus statements or compensation statements to employees or to a batch of employees. And for that, master vision capability will also available. And the same principle of template generation and documentation will apply there. The third method is we have now configured our template. We have configured our business processes to use that. We then need to configure esignature requirements. And again, different countries have different, esignature requirements in terms of what could be replacing that signatures. UK, for example, is happy enough with something called a synchrony signature. Whereas, if you look at Spain maybe, a lot of, organizations require qualified signatures in space, and this is a good distribution of that. So you could either use advanced signatures or qualified signatures to replace red signatures. But again, we are even able to integrate with the likes of DocuSign, the likes of Adobe to enable these kind of signatures in an automated workflow. And how that workflow works is, let's say you have a business process. This business process is currently ready to hire business process. In this business process, I have, you know, five or seven different steps, which is your current configuration. You initiate the ready to hire on a candidate or a stay hire from there. Maybe you propose some compensation change. You do some request on time payment. You do some request grant options. And ultimately, other document is being done. Ultimately, the hire is being complete. Somewhere between these two steps, currently as an HR, you are probably stepping out of Workday to open the Setpay contract, populate the contract details based on all of this information, and then even send it out to setting and then come back to Workday to complete this document, generation. How would EDM work then? Is we would update this business process to call EDM and generate contract in this step. So just add one extra step in your baby definition at the right time where document generation is required. In this template, there are three subsets that happen. And all of this is an extent that this process will deliver as a part of our product. What we are doing here then is you can then get the capability to review the data that maybe goes in that document. Not only that, if you also want some data to go in the document which you don't store and won't be, you can also provide external data at that point. From there on, maybe you could configure, approval step, which is an optional approval step which might depend on a different, kind of, which which you might configure based on the document categories. From there on, you might send it for an esignature depending on the kind of esignature that is required. Once it's signed, EDM will also then automatically receive this document back from Workday, from DocuSign and store it on Workday. So this whole process then becomes seamless without anyone having to step through any of these, not step through, anyone without having to step out of these processes or out of working. All of this is happening live and then working. And I'm just looking at some questions here. Right? There is a question around extend. So I think it's a good point to answer that question that even though the application is built on extend, you don't need extend licenses to get the application. Right? It's it's a again, think of it like a workday skew. You get the EDM application from us. We will come in and we will deploy this application, on your tenant. We go through an onboarding phase. And the part of that onboarding phase, we deploy your document categories, your document types, which is your global document structure. And then also, we help them deploy some of these contract templates. Right? I showed you an example, a template, which is a separate template and how we converted them into an EDM one. And like that, we will configure some of the templates for you, but then also train your teams to do that. But then since it's all done in Microsoft Word, it's really easy for any HR team to pick those up and start maintaining and creating those templates because it doesn't require, more of the technical knowledge. It it's it's word that you use and go from there. So what I've done from here then is we generated a contract for coming using the same process, and the contract came out looking like this. So this is one of the pages of the five page document where I also took it through the esignature process. As you would see, all the information from what Carmen gets got populated in real time at the portal document generation. All your check boxes got fixed as they needed to be fixed. And once they're done, the document will then be stored against the worker profile on Workday. So, yeah, that is a very high overview of how EDM could be used to generate documents also. Yeah. Thank you, Deepti. I found the, the session super practical with all the examples. Very excited to see how customers, react to it. And I guess, to wrap up this session, I did want to, do four takeaways. First of all, of course, we're gonna be able to digitize and automate all these HR core processes. We're gonna eliminate a lot of complexity, that we find in this kind of processes. And at the same time, being able to be compliant with local regulations. Of course, we're gonna deliver a better experience both for the employee and the, candidates. And last but not least, it's all gonna be work day first for the HR operations, and you're never gonna leave, Workday. I invite you all to ask any other questions you might have because we still have some, time. Javier, I see you ask a question. Let me read it out live loud while David answers. I understand you you you're you're able to store documents not generated in Kainos. Yes. Sorry. Let me go back to to the question. Yeah. So Javier asked, I understand you're able to store documents not generated in Kainos. Right? If yes, how does it work? In addition, can you call Kainos through an API in case the respective business process would not be in Workday? So David replied, yes. You can just import or add documents as well. As part of the product, we include an integration which allows documents to be imported into Workday with all the required EDM documents metadata. This is possible from either an SFTP site or from share or from a SharePoint. Yeah. So that's a very good example. Right? Because when customers go live with us, they would already have a series of documents maybe sitting outside. They wanna bring it. So using these, APIs that David talks about here, we can then bring those documents in. And there was second part of that question. Right? Which says, can you call Kainos through an API in case the respective business process is not involved in? And, actually, the answer to that is also yes. Yes. We have something called the document generation as a service where they were just replying about that, where you can then call it from your third party system. Let's say, you wanna issue some, I don't know, maternity payments to somebody and you don't use Workday absences and that information is in third party, you could actually call Workday, and our documentation as a service to generate documents for those payments, for those certificates, and then send it back to your time and absence system. So an example of that. Absolutely. Actually, we have another question. I think it's good that I tell it out a lot for everyone. So asked, if there is a contract generated that needs to be uploaded to government portal and signed from them, can we then upload it back again to complete the workflow? Sorry. It is, and then, we replied. One second. We do also have a document generating, generation as a service API. This allows our document generation in Workday to be called from external systems. I But that's the answer to the previous question. So to the question, of size here. Yes. Once the contract is generated and it's signed by the employee, you might need to upload it to the government portal. Right? So Workflow again has APIs available. These are just making Workday APIs. Right? Because the documents are stored on Workday. Using those APIs, you can take the document out and actually write an integration to the government portal to send that document over, which will be outside of your, you know, signature. But it's just your final submission, step at all. And you can use native or the API to just explore the document and send it over to any third party or the government portal. So that's how you would do it. Exactly. So we have one more minute in case anyone has one last question. Deepti. Yes. He had asked another question, for David. It's on it's on the same Yes. So if you wanna if there are no APIs available, then essentially, once the document are generated and stolen, you would download it and you would upload it, to the government portal. So that's how it it would be done. And they could be downloaded on an individual level too from Workday and send it over. Or maybe if you want a workflow where you run, I don't know, a report at the end of the month at at the end of the day to download, I don't know, 10 hires you process today and all upload 10 of them, then that could also be done. Uh-huh. Yeah. And, yeah, no limits in templates, no limits in workflow steps, but Limited. All okay. Yeah. Great. Well, I think we we're done. Yeah. Thank you everyone for coming. Hope you find it, productive and practical, and we'll send you the recording later. Perfect. And if you have any questions, you could find me or David on LinkedIn. Please connect, and we are happy to answer anything from there on. So, yeah, thank you for thank you all for your time today. Because I didn't really invite the session. Thank you. Okay. Bye bye. Bye. Bye.