How has Osidoc transformed the way in which the HR department of a major banking group handles career development and stock distribution?
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Customer context
A unit of a major banking group, employing 22,000 staff in over 23 countries, was facing major difficulties in processing annual career development and share distribution. These critical operations were a source of stress for the employees in charge, due to their complexity and the sensitivity of the subject. The main challenges encountered included
Overloaded human resources: two full-time IT specialists were mobilized all year round to manage complex, manual processes, taking up a lot of time and effort.
Long campaign durations: each campaign lasted around 6 months, resulting in significant delays in communication and implementation of decisions.
Lack of flexibility: models were difficult to update, both in terms of graphics and adaptation to new business rules. Any modification required additional development.
Inefficient validation process: validations required multiple printouts before issue, increasing the risk of errors.
- Recurring errors: frequent errors in documents necessitated costly reprocessing and led to errors being passed on to Group General Management.
- Fragmented management: the documents produced had to be reprocessed in various third-party application environments such as the EDM, the career management system and the payroll system, increasing complexity and the risk of inconsistencies.
The Osidoc intervention
Osidoc has made it possible to simplify and optimize the process of managing career development and share distribution within the Group, by offering an automated and flexible document management solution. Here are the main actions undertaken by Osidoc:
Process automation: implementation of a solution to automatically manage career development and share distribution campaigns, reducing dependence on dedicated IT resources.
Simplified validation and error reduction: validations are now carried out according to predefined business rules, eliminating the need for multiple printouts and manual corrections, and thus considerably reducing the risk of human error.
Dematerialization and systems integration: Osidoc has implemented a total dematerialization solution, with documents sent automatically by e-mail or via the employee's electronic safe. Third-party systems (EDM, career management, payroll, etc.) are fed automatically, eliminating the need for manual reprocessing.
The results
Osidoc's intervention has transformed HR process management within the group, delivering tangible and measurable benefits:
Reduced employee stress: annual campaigns are simpler to manage thanks to process automation.
Elimination of the need for dedicated IT resources: no IT specialist is now needed to manage these campaigns, enabling the company to redeploy these resources to higher value-added projects.
Greater flexibility: changes to templates, whether in terms of business rules or document layout, are taken into account immediately, with no major impact on workflow.
Accelerated processes: campaigns are now finalized in less than a month, a significant reduction compared to the previous 6 months.
Improved quality and compliance: no more errors or escalations to senior management, guaranteeing compliant documents from the very first issue.
Switch to paperless management: thanks to the total dematerialization of processes, the company has made significant environmental and economic gains by eliminating paper.
Increased operational efficiency: automated integration with third-party systems ensures fluidity and consistency in HR data management.
In conclusion, thanks to Osidoc's intervention, the Group was able to modernize and optimize its career development and share distribution management processes, thereby improving efficiency, compliance and employee satisfaction.
At the end of this project, Osidoc was urbanized as a service for drafting and producing contractual documents, integrated with HRIS applications and linked with eSignature to manage the contractual relationship with employees (contracts, amendments, documents of all types), giving the HR department full control over its HR documents. Osidoc is now used by around a hundred employees.
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