Digitising the employee file and HR training management is possible

digitising the employee file and hr training management is possible

Digitalising HR processes reduces the risk of errors and inaccuracies

The experience of Archiva Group companies also intervenes in HR office processes. Making the countless employee files in the company more streamlined, immediate and manageable reduces the time spent on low-value activities and eliminates most of the inaccuracies caused by manual document management. Digitising processes also enables clear, functional and immediate access to data.


The customer operates in the general, non-specialised cleaning sector. The company has around 120 employees and its turnover amounts to EUR 670 million.


The objective was to optimise the activities of HR resources by dematerialising personnel file documentation in order to facilitate its consultation. 

The client's request was based on two fundamental drivers: 

  • the demand for immediate access to documentation, especially in the context of smartworking;
  • the need for security and more appropriate management of documents managed by the Human Resources department.

As Is

The management of work in the Human Resources Department starts through the use of Excel files that: 

  • They were not readily available. 
  • They were difficult to manage and consult. 
  • They could generate errors.

In addition, given the number and complexity of the activities carried out in the company, there was a need to digitise the entire process of managing the employee file in all its phases, including training, which was managed in:  

Training - Definition and validation of the training plan 

The Head of Organisation and Human Resources consolidated the training needs gathered in the budget to allocate the economic resources necessary for the provision of training for the following year and defined 

  • Which courses were to be carried out internally. 
  • Which courses were to be outsourced to specialised companies.
  • Which courses were to be implemented through participation in training activities outside the company.

Courses not foreseen in the budget followed an approval cycle - authorisation by the Director of Organisation, Management and Services within the limits of the spending powers attributed to him/her. 

The Training Manager delivered a first draft of the training plan to the Human Resources Manager for approval. This plan could be modified during the year (addition/change of courses).  

Training - Training activity satisfaction survey 

Subsequently, the effectiveness of the activity was measured by the teachers' p.d.v. by collecting a special form, which was filled in by each participant at the end of the courses. 

Each participant had to send a copy of the completed form to the Head of Function and the Head of Organisation and Human Resources. 

To Be

Through the use of a special portal, the customer was given the opportunity to manage a 'course registry' to which documents could be attached to individual applications. 

With the document upload functionality, mandatory rules have also been introduced in order to provide all the required documentation (e.g. in the case of financed courses for which reports must be provided).

A system of sending automatic reminders on the basis of the pre-determined calendar (a kind of schedule) was implemented to remind of course appointments. 

HR also receives ad hoc alerts on compulsory training due for employees (e.g. new hires). 

At the level of reporting, an ad hoc dashboard was created, which displays the indicators required by the department in order to monitor the regular progress of training activities. 

At the visual and data display level, the employee's file shows the courses attended, including the number of hours consumed. 

The satisfaction questionnaire is sent by the system automatically at the end of the course. The questionnaire is created and maintained within the tool, with the possibility of modification and verification even afterwards. 

Course certificates (PDF document composition) are also automatically produced for employees to be shown during audits. 

Finally, costs are tracked in order to have a comparison between the overall annual budget (and not by thematic chapters) and the final balance. 


  • Elimination of e-mail management of unstructured files of information to be collected for training needs. 
  • Digitisation of paper documents relating to the employee's file, which are then brought into regulation-compliant storage.  
  • Possibility of analysing by means of ad hoc reporting the data collected regarding both course attendance and the degree of satisfaction. 
  • Drastic reduction of man-days spent collecting training needs.