How do you handle HR requests on the same portal as IT and facilities?

Use the shared self-service portal that IT and facilities already work on: HR is connected to it as one more service provider. Requests, approvals, and due dates move to the portal, while signing HR documents and running payroll stay in the accounting system and the HR document management system (with e-signature).

What the portal handles, and what stays in the accounting and HR document systems

• The portal: taking requests through forms, approval routes, due dates for each service, a knowledge base, and request status for the employee.
• The accounting system and the HR document management system (with e-signature): signing HR documents and running payroll.

This way, employees submit any request in one place, and IT does not have to support one more entry point for employees. ESM platforms such as SimpleOne ESM provide this kind of shared portal.

What to check before connecting HR

• Catalog and forms. An employment verification letter, a copy of an HR document, a letter for a visa or a bank: each service has its own form with required fields, so the HR specialist doesn't have to ask about the period or the number of copies.
• Approvals. A non-standard letter is approved by the manager or an HR business partner. The route is set per service, and the manager approves right on the portal.
• Due dates. Each HR service has its own due date, and the system warns of a risk of a breach before the deadline passes.
• Access. HR requests contain ID documents and sick leave records. IT and facilities assignees should not see them, so access must be set by role and by individual field.
• Knowledge base. Answers about vacation schedules and tax deductions sit next to the catalog, and employees find them on their own.
• Cross-department requests. Onboarding a new employee involves HR, IT, security, and facilities. Check how one request turns into tasks for several departments and whether you can see where it is stuck.

This is what cross-department onboarding delivered at ITG Corporation: when an HR specialist creates a request for a new employee, the system generates the related tasks for IT, facilities, and accounting, and all departments work in sync. According to Alexander Starodubtsev, co-founder of ITG Corporation, this "reduces the adaptation time of a newcomer from several weeks to a few days."

How it works in SimpleOne ESM

SimpleOne ESM is a set of SimpleOne platform tools for managing internal services. Any department in it is a service provider in the shared catalog. An HR services portal is built from:

• a catalog with a form for each service;
• approvals;
• tasks with automatic assignment;
• a knowledge base and announcements.

Due dates are set by service level agreements (SLAs), and indicators show the risk of a breach in advance. Access to records on the SimpleOne platform is configured by role, group, and individual field.

If the company already runs SimpleOne ITSM, HR services appear on the same portal where employees submit IT requests: the employee orders a service, the manager approves it, and HR fulfills it on time according to the SLA. On the same portal, an AI assistant in SimpleOne ITSM can answer employee questions from the knowledge base. It works through an integration with SimpleOne Ainergy and is configured separately. How it works is covered in the answer "Knowledge base, wiki, or AI assistant: what cuts repetitive questions to accounting?".

All SimpleOne ESM tools are described in the SimpleOne ESM documentation. What a portal with services from different departments looks like is on the SimpleOne ESM page.