In today’s fast-paced business environment, efficient document management is critical for maintaining productivity and performance across human resources departments. The sheer volume of employee files, compliance documents, and sensitive information can quickly become overwhelming, leading to inefficiencies, security risks, and compliance challenges. Enter UKG Document Manager, a robust solution designed to revolutionize how organizations handle HR documents.
This article explores the core functionalities, significant benefits, and practical applications of UKG Document Manager, highlighting how it transcends simple storage to empower HR teams, enhance security, and drive operational excellence.
Understanding UKG Document Manager
UKG Document Manager is a comprehensive solution designed to streamline and revolutionize how HR departments manage their critical business documents. It goes far beyond simple storage, offering a secure, centralized platform to create, access, share, and delete employee files and company documents from multiple sources, including scanned paper documents and existing digital files.
By digitizing and automating document-related processes, UKG Document Manager significantly enhances HR agility, empowers employees with self-service capabilities, and proactively addresses compliance requirements through features like audit trails, retention schedules, and role-based permissions. This ultimately leads to increased efficiency, reduced errors, and improved overall HR service delivery.
Key Capabilities
Employee empowerment
Digitize employee files to deliver a modernized documentation experience for all employees. Empower users to upload digital documents, complete document-related tasks, and streamline workforce management for all employees.
HR agility
Provide teams with complete visibility into their existing HR systems, enabling efficient employee file management and streamlining key business processes. Empower HR teams to take quick action to find documents, request missing documents, or capture signatures from a single platform.
Service delivery
Allow HR teams to track and report on key metrics, such as missing employee and company documents, expiring documents, and pending document signatures. Streamline compliance management and continuously improve digital document processes across key internal teams.
Compliance and auditing
Ensure that employees and managers can only view documents for which they have been granted viewing permissions, and enable the secure management and sharing of documents with third parties. Maintain a secure audit trail and retention schedule to track all actions performed on a document, improve compliance with laws and regulations, and actively manage the document lifecycle.
Automated documentation
Create, access, and share digital documents, including both simple and complex documents that require logic-based templates, and store completed documents in the employee file. Gain deeper insights into KPIs, such as time to complete contracts, upcoming expiration dates for documents, or the total number of archived documents by user, type, and location.
Benefits for Key Users
For HR professionals
- Centralized & Secure Storage: All documents reside in one secure location, improving process automation and reducing the time spent manually searching for files.
- Streamlined Compliance: Proactive compliance management is enabled through features that simplify audits and ensure adherence to regulations.
- Automated Processes: Automating document-related tasks frees up HR’s valuable time, leading to increased efficiency across HR teams.
- Improved HR Agility: Faster access to information and streamlined workflows allow HR to respond quickly and manage operations more effectively.
- Enhanced Employee Experience: Self-service options empower employees, reducing the volume of direct inquiries to HR.
For employees
- Self-Service Access: Employees can securely view their HR documents (pay stubs, tax forms, etc.) anytime, anywhere, without needing to contact HR.
- Easy Document Submission: Users can quickly upload necessary documents, such as certifications or updated personal information, from any device.
- Faster E-Signatures: Simplifies signing important documents electronically, empowering users to streamline ongoing electronic communications and improve efficiency.
- Improved Transparency: Employees gain clear visibility into their HR records, fostering trust and confidence across employee teams.
How Can We Help?
Whether you’re navigating a new UKG implementation, seeking to streamline existing processes, or requiring ongoing support and strategic guidance, Surety Systems is here to help. Our senior-level UKG consultants partner with you to conduct thorough needs assessments, configure UKG to align with your core business objectives, ensure seamless data migration, and provide continuous support for your workforce management system.
Contact Us
For more information about our UKG consulting services or to get started on a project with our team, contact us today.
