Local control, global integration
With its transformation vision top of mind, Hilti’s team moved forward focused on three key areas: template management, document generation and document storage. HR leaders, working with a third-party software engineering company, ultimately created the first end-to-end document management product of its kind available for the Workday environment.
In terms of template management, the solution enables local HR team ownership and management – no need for global HR or IT to be involved. Specific team members can be given access to certain templates across a range of document categories, e-signature types and workflows.
The solution provides “all the possible templates HR teams are working with from the whole employee lifecycle, from hiring, job changes, compensation change, termination, employee relations – anything you can imagine,” Rozkosna says.
Because templates are fully integrated with Hilti databases, document generation requires far less time or manual work. “The Workday data are pulled into placeholders. The user can review it, adding manual data on top if they have to,” Rozkosna explains. “They can do last-minute adjustments and then the generation continues with the workflow for e-signatures.”
Once signing is complete (thanks to a DocuSign integration), the app stores documents automatically, drawing on information entered into the template and awareness of the document type. “So the HR team members don't have to touch it. The documents are stored and displayed in a structured way,” Rozkosna says. “We even have a special HR-only category for HR team members, so HR can see the document, for example, 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.”
That granularity also helps Hilti easily freeze files to satisfy legal and HR requirements around things like sick leave, parental leave, or termination. In the event of litigation, “we can push a button so that documents cannot be deleted by accident and cannot be purged until the legal hold is lifted,” Rozkosna says.