One-stop HR portal: Perfect coordination across borders

All tasks perfectly organized. All information in one place and status updates in real time. Uncomplicated communication and collaboration with colleagues. Sounds too good to be true! Or is it?

With a user-friendly HR portal as a central point of contact for all HR matters, this scenario becomes a reality for multinational companies. A so-called "one-stop shop" provides applications, services, communication tools, and analyses in a transparent and clear manner – regardless of the underlying system. This is because an intelligent automation platform enables the comprehensive integration and coordination of all existing IT solutions across departmental and national borders. And the best thing: it is not only the employees in the HR department who benefit from this, but also colleagues from all areas of the company.

Status quo: negative impact on company and workforce

Unfortunately, the current status quo in companies is very different: Paper-based processes, manual repetitive tasks, and processes that tie up resources make day-to-day work inefficient and time-consuming. Added to this are missing or inconsistent processes and a wide variety of site-specific HR software applications, between which complex dependencies and relationships exist. The negative effects are noticeable at an operational level, as they lead to a drop in quality and dissatisfaction among employees. But the external image of the company also suffers: If applicant management does not run smoothly or there are hitches in the onboarding process for new colleagues, this has a negative impact.

Coordinating processes, increasing potential

Changes in the HR department are inevitable – companies have no other option than to actively drive change. Innovative digital solutions and lean, standardized processes are needed to remain competitive and fit for the future. The most promising basis for this is an automation platform that optimizes, digitalizes, and automates processes. If companies also use the platform as a central hub, i.e. as an orchestrator, for the comprehensive organization and control of all existing and new systems and processes, the benefits are multiplied. This is because they are not using an additional solution alongside existing ones. Instead, they build on their existing IT investments and fundamentally redefine the interaction of all HR tools and processes. By orchestrating and introducing a so-called one-stop-shop, it is possible to

• efficiently manage resources,
• seamlessly integrate existing and new technologies,
• and increase overall performance.

Central access to all HR applications: One-stop shop

Central HR portal as a "one-stop shop"

All HR-relevant processes, inquiries, and tasks come together in this "one-stop shop" and are optimally combined and coordinated. For the HR department, this means

• Reduction of repetitive and administrative tasks: The centralization of HR processes and extensive self-service options for all employees minimize manual, repetitive tasks. Colleagues enter and manage their personal data and absence requests independently, for example, thereby avoiding unnecessary administrative work.
• Automated reminder functions: Employees, the HR department, and managers receive automatic notifications regarding deadlines and approvals via the HR portal. Among other things, managers receive information about outstanding approvals for special leave days or salary increases.
• Transparency throughout the entire employee life cycle: The HR portal ensures comprehensive transparency of employee information through central data storage. This means that the HR department can view an employee's development at any time, from application to training to promotion, and provide information to superiors if required.
• Smooth, consistent recruiting and onboarding processes: From job advertisements to the receipt of applications and the coordination of interviews through to onboarding – the entire process is mapped via the HR portal and driven forward automatically. Tasks and deadlines are assigned according to responsibility. Involved departments have a complete overview of tasks and status at all times.
• Improved communication and collaboration: The HR portal improves collaboration within the HR department and beyond. For example, the direct exchange of specific requests and announcements, policy changes or internal training can be communicated in the HR portal.
• Better handling and adaptation of processes: Centralized control enables efficient handling of complex HR processes and makes it easier to adapt applications. For example, the performance appraisal process or changes to the salary structure can be managed in the HR portal and new requirements can be integrated quickly and easily.

Colleagues from other departments also benefit from the HR portal and have just one point of contact for all their concerns thanks to the one-stop shop:

• Central access to all HR applications and systems: Employees can easily access various applications and services via the portal to request leave, submit travel expenses or update master data.
• Create and track requests: Requests and support tickets are created centrally in the HR portal and their status can be tracked in real time.
• Communication and information exchange: Communication with the HR department is carried out directly via the portal, for example to clarify questions about benefits or discuss salary issues.
• Access to knowledge database and HR reports and statistics: Thanks to access to the knowledge database, employees can independently obtain information on various topics such as travel expense accounting or reimbursement requests. The HR portal also offers access to comprehensive HR information, e.g. on personnel development. This enables managers to make personnel-related decisions based on sound and complete data.
• Participation in HR training courses: Employees register for internal training and development programs via the HR portal to improve their skills and qualifications and advance their professional development.

Key takeaway: More than just efficiency

The introduction of a central HR portal, a one-stop shop, is more than just a measure to increase efficiency. Companies are betting on their future – by increasing employee satisfaction, promoting a productive working environment, positioning themselves as an attractive employer, and, last but not least, sustainably optimizing their operational processes. By transforming the HR department, it is possible to shape the path to a more agile, efficient, and future-oriented company.