XECM HRMS Solution for Employee document management ( Use case for Human resource)

The employee is the most important entity in HRMS, every organization has huge documentation associated with employees. Every document is a record for the organizations, it is very important to retain the documents such that it can be accessed whenever and wherever it is required. xECM HRMS solution provides the business workspace for every employee this each workspace will be used as a central repository to access all employee related documents from various departments. Person workspace will also show all self-service requests as related workspaces where all the supporting documents attached during submission of these request would be available. All Employee/ Applicant/ Ex-Applicant workspace will be the central point of access for any document stored in the context of an employee.

 Key benefits of the solution are, 

1)Workspace, where documents are stored, remains the same in the entire life cycle of an employee from Applicant to Ex-Employee, only metadata keeps changing based on the change in Oracle.

2)Non-oracle employee documents, as well as EBS attached employee documents, are stored in one place along with the transactional metadata from Oracle.

3)Employee all ESS request can be seen in one place based on the user security.

4)Automatic process of workspace creation prohibits manual work and manual creation of folders, which saves time and maintains the same template for all employees.

5)Apart from this, OpenText EDMS system provides extensive features of content managementLike minimal duplication, Version controlling, Search using metadata, Search within the document, Collaboration, Document scanning etc.

6)Folder level security can be managed within the workspace using ECM role and group management, which provides restricted access within the workspace when multiple departments are involved. Similarly, the Procure to pay and order to cash process can also be configured, where all the connected workspaces can be seen at one place in brand new smart UI.

Below is the screen shot showing the semaless integration of oracle HRMS with Opentext ECM using the xECM. 

HR user can  see customized landing page( ECM home page) based on his daily work, to make work easy and more lucrative with Smart UI interface. 

New Features of Extended ECM 16 EP2 for Oracle Applications 12.1.*/12.2.*

1) New “Native attachment” program is introduced with below features
2) Improvised Archival Program
i) Archival is supported for i-Recruitment candidate documents  with archival attachment program (Not with native attachment ) 
3) Workspace widget shown in Oracle can be switched to classic and smart view and this behavior can be changed for specific user /responsibility in Oracle by changing the profile option.

    i) Attachment can be migrated to a specific location in CS even when the corresponding workspace is not created. 

ii) Attachment can be migrated with its own category information which was the most important missing feature in xECM 10.5. Now we can apply facets directly to attachment metadata to filter out and reach to the required documents with more ease. 

iii)Migrating attachment without workspaces to a specific folder can also be a solution because attachment has metadata now.

iv) Document can be migrated with conditions like for specific business object, specific time period etc. 

         v) Document can be archived to any desired folder within the workspace. The earlier document was getting migrated to standard folder liked PO Headers, PO Lines. Now we can change these names to with custom relevant name.

ii) Documents attached to Absences’ that are in workflow (“Requested but not Approved”

        state) will be migrated, earlier only the approved absences documents were getting migrated.

4) Binders like permissions are possible with connected workspaces now. So the different access to folders within the same workspace is possible. 

5) Record management can be enabled at workspace level and document level directly from the content server.

6) Logs provided by the program are much descriptive and easy to troubleshoot.

    Custom widgets can be added at workspace level.

7) Workspace widget in smart view can be easily customized.