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Support of the HR service in the scope of Mandatory Contracts by electronic signature of documents

Electronic signature of Mandatory Contracts improves HR and payroll processes and distinguishes the company from other principals.

Service of Mandatory Contracts and Bills is a real challenge to companies in which this form of employment is commonly used in relations with employees.

A typical process of serving Mandatory Contracts and Bills consists in printing large quantities of documents, time-consuming provision of documents between the contractor and the principal, additional work connected with verification of documents in order to settle payments in a secure manner.

The paper version of documents also generates a great risk of incompleteness of documents, loss or frauds.

As part of Billennium’s Paperless offer we propose a solution that supports Mandatory Contracts and Bills service process. Thanks to it companies are able to efficiently manage the HR and payroll areas and are distinguished from other principals.

Mobile application for service of HR processes in the field

The principal’s representative is equipped with a tablet with a mobile application allowing to serve all key steps of the process, i.e. filling in a personal data form, signature of the Mandatory Contract or a Bill.

The application may communicate with the company’s headquarters, thanks to which managers have full control over particular steps of the process (inter alia geolocation of the event).

Electronic signature of HR documents with the use of the handwritten biometric signature technology

The solution allows to sign all HR documents, including personal data forms, mandatory contracts or bills. Documents are signed with the use of handwritten electronic signature technology, being the most natural biometric technology for human beings.

The solution is based on the EMR of a tablet, pencil lead and specialist software for registration of all biometric data of signature that are unique for each person, such as signature, pressure, quickness and acceleration. The data is properly coded and integrated with the document, so that it can be used by an expert graphologist for evaluation of authenticity of appended signatures in the event of court proceedings, if any.

Electronic signature of documents in compliance with legal provisions in force

The Paperless solution complies with the EU REGULATION No 910/2014 on electronic identification and trust services for electronic transactions in the European internal market (eiDAS), effective from 1 July 2016, the amendment to the Polish Civil Code, effective from 8 September 2016 and Article 78 item 1 of the Polish Civil Code with regard to the written form. The solution allows to fulfil the legal requirement related to the written form.

Automatic start of further steps in the process

The solution may be integrated with an HR system, CRM, BPM, ERP or DMS, thanks to which data registered in the Paperless application (including images of signed documents) may automatically start further steps required in the process.

A personal data form may be automatically forwarded to verification by employees of the HR Department or a new contract may be automatically generated on the basis of the gathered data. In the case of a signed mandatory contract, a new process of calculation of remuneration may be started, in compliance with the terms of the contract. In the event of signature of a bill by the contractor, the payment process may be started.



Automatic archiving of agreements in e-archive

Following electronic signature of HR documents they are automatically archived in the electronic repository according to the required structure of HR documents.
Optional integration with the company’s postal system allows to automatically generate e-mails to contractors with signed documents.


Monitoring the quality of work of representatives

The Paperless solution allows to include in the process the evaluation of the work of the principal’s representative, thanks to which managers may receive evaluation of the work of their employees on an ongoing basis.

Automatic reporting

All steps in the loan agreement service process (including electronic signature of documents) may be automatically reported after the performance of a given transaction. Reported data may include (inter alia) the time of a given operation in the process, the duration of a given step, customer satisfaction survey, event geolocation. Reported data enables managers to react on an ongoing basis to the quality of work of representatives and to improve the offer in the future.

Advisory in the scope of implementation of the solution

As part of the Paperless offer Billenium’s analysts may analyse the present HR processes, both as regards reduction in operating costs and increase in efficiency.

Analytical recommendations include the scope of the required process modifications, the layout of the contents of electronic documents, the scope of integration with third systems, the type of devices for e-signature and the scope of support services.

As part of the Paperless analysis initial KPIs are established to allow companies to estimate the potential of benefits from the investment in the solution and the projected return period.

Benefits

The application of the Paperless solution that supports HR service in the scope of Mandatory Contracts brings many benefits, such as:

  • Increasing the efficiency of service of Mandatory Contracts and Bills, both by field employees and employees of the HR Department.
  • Minimisation of the process costs (no costs of paper, shipments, lower costs of working time).
  • Elimination of mistakes in the process and any abuses.
  • Real-time control over the quality of service and contractor’s satisfaction.
  • Building a positive corporate image among contractors.