HR Process Map : How And What Benefits Can You Expect?

Too often in the company, the ways of working aren’t always properly documented. There is a procedure, originally written by a well-intentioned HR manager. But along the time, employees have developed habits that are far from the process original spirit. HR process mapping is the first step in bringing consistency to the organization and to the day-to-day administrative management of employees.

How to map an HR process?

The first phase consists of understanding the current situation. This step will be conducted by the HR director or a member of his team. He will analyze the current process from a theoretical point of view and then conduct interviews with employees from different departments to identify deviations between the actual operation and the initially defined process map. This phase of interviews with all employees of a target group is essential to get the project off to a good start. All the company’s departments involved must be consulted. Process mapping is a great tool to improve the performance of the company.

The goal is to obtain the following data :

• who is involved in the process at each stage?
• what are the different steps of the process (validation, processing, etc…)?
• what is the purpose of the process?

The skills and knowledge of employees who use a process on a regular basis are valuable in driving overall quality improvement.

The analysis work carried out will make it possible to identify :

• Potential roadblocks and workarounds implemented by employees over time.
• Areas for improvement to simplify and streamline the process.
• The control points to be removed or modified.
• The adequacy between the current process and the desired goal.

What is the purpose of process mapping?

Mapping has a simple target : to make an exhaustive inventory of the situation in order to understand a process in all its details. The flowchart definition is one of the key points in the implementation of any HR software because it allows the editor to understand in detail the internal functioning of the company. With this data, the editor can then configure its solution according to the requirements established by the customer.

Beyond the implementation of an HRIS (human resources information system), mapping plays an essential role in rethinking the company’s organization under the impetus of the HR function. Information and training can be provided to initially share the objectives and ultimately the results obtained.

What processes can be mapped?

There is no real limit to the process mapping work. It can be used for expense management as well as for purchasing management or activity monitoring. The key is to surround yourself with the people involved in the process so that the analysis work is as relevant as possible.

How to carry out a mapping?

To succeed in a mapping project, the first thing to do is to consult all the people involved in the daily management of the target process. They will be able to provide the level of detail necessary for an exhaustive work. Knowledge of the business is essential to take into account all the elements linked to the organization’s context.

The evaluation of the skills involved at each stage of a process will allow you to determine the possible training needs of your employees. Indeed, some processes involve many people with different profiles and heterogeneous skills. Taking this diversity into account will serve as a basis for the training plan that will result from the mapping work.

Case study: the leave and absence management process

Let’s take an example to highlight all the theoretical aspects presented above with the leave management process. In the company, it often works like this :

• the employee submits a leave request.
• the line manager validates it.
• the payroll department consolidates the requests.

Here are the deviations regularly observed when our teams work with customers to map their processes :

• employees do not always submit a formal request before going on leave.
• the days taken do not always match the reality of the initial request.
• requests are not always validated on a regular basis by the manager.
• some requests never reach the payroll department.

Here are the impacts for the company :

• the organization of some services is not optimal.
• some managers do not have a clear idea of planned absences.
• some days taken are not counted on the pay slip.

To summarize the observation that is often made : waste of time, waste of money, disorganization and lack of responsibility.

Dematerialization provides an efficient solution

The dematerialization of HR processes is one of the solutions to better frame and systematize the operation within the company. Efficient management of human resources requires standardization of operating methods. This requires the company’s digital transformation. For this, it can rely on the advantages of software in SaaS mode. They allow you to benefit from IT tools adapted to your company’s needs.

Dematerializing a process is part of the strategic decisions that management must take to put an end to the numerous deviations that can occur when everyone works as they please. For top management, it also eliminates a number of legal and financial risks.

When recruiting and integrating new employees in companies, the processes must be explained in detail. Training can be organized for the most complex ones. It is the role of human resources to ensure that everyone is fully aware of the operating rules. This then allows employees to perform better in their jobs and in the actions they take on a daily basis.

Process mapping should be seen as an effective way to better understand how each department or business line really works compared to what is expected on paper. With this in mind, it is then possible to restore consistency to the way work is done in the business.

Let’s take action

Establishing a repository won’t do you much good if you don’t decide on a concrete and followed-up action plan. Our team of HR consultants is at your disposal to map your processes with you and evaluate the benefits of dematerialization with a solution like My Intranet. Contact us to find out more.