The challenge: handling the time-extended contracting process
The problem in brief:
- Manual handling of the contracting process concluding paper;
- Costs resulting from the need to obtain a signature on documents;
- Concluding online contracts with a provision on the transfer of copyrights;
- The need to engage the HR team to perform repetitive work.
There are three teams involved in preparing contracts at RST Software. Contracts with employees are signed in several stages. First of all, the candidate signs a contract for a trial period. After this time, the HR department decides to extend the contract, which is concluded for one year. After this deadline, the contract may be signed again – for an indefinite period.
Before the implementation of the platform for electronic document workflow, all the steps in the contracting process involved manual completion of paper documents.
The result of this approach was the need to print, send by post or courier, manually sign and scan documents for archiving. If an error occurred in the contract, this process had to be repeated.
The solution: a digital space for online document management. Modular templates and a one-time qualified mSzafir signature
As a result of the search for a solution to digitize the circulation of contracts and attachments, RST decided to use the services of Pergamin, a document automation platform. RST Software’s recruitment and HR departments are primarily involved in the preparation and subsequent handling of contracts. Their workspaces – Teams, have been prepared for them in Pergamin.
Within the Team in Pergamin, those responsible for a particular process can, among other things:
- upload candidates’ data to the contractor database in Pergamin, to later easily download current data to contracts,
- efficiently enter data into the contract using interactive fields in the template,
- send the contract to the candidate directly via Pergamin,
- sign (the HR department is authorized) and supervise the signing process.
In the case of contracts, the HR department prepares the contract in Pergamin, entering data such as remuneration amounts and employment periods. The contract is signed by the parties (thanks to the authorization, the HR department’s signature is also possible). All annexes to contracts are processed using Pergamin as well.
Another advantage for RST Software teams is the ability to set permissions, i.e., individual access for users. The manager of a given team can grant appropriate members from the HR and Recruitment departments access to modify contract templates, add new entities to the database, and create contracts.
The answer to the challenge in a nutshell:
- Implementing the Pergamin electronic document circulation system.
- Providing training for teams involved in handling online contracts.
- Preparing workspaces in Pergamin for individual RST Software departments.
- Using a one-time qualified mSzafir signature and the Asseco SimplySign mobile signature to conclude contracts.
