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Cima Solution Streamlines Ricoh LA HR

3 Mar, 2014

Ricoh Latin America, a world class provider of Ricoh office solutions throughout Central and South America, Mexico, and the Caribbean, needed to streamline the management of their human resources information across several countries.

Looking for a solution to meet their requirements, Ricoh LA chose HR365 for Human Resources for its flexibility, security and reliability. 

Lorna Hernandez, PHR, VP HR, Ricoh Latin America has this to say: 

“A few years ago our field HR organization was trying to find the right balance between the HR traditional role and the business partner role. Not only that, but from an operational and regional standpoint, we were having also challenges with the turnaround of certain documents, identifying the right name for each form, which differs by country and gathering accurate information for our decision making process. With this in mind, we decided to invest in resources and solutions that could provide HR with streamlined processes and that could provide the flexibility needed to spend more time with the business leaders rather than dealing with the day to day paperwork and the activities that come with it such as filing, copying, sharing and organizing.

With Cima’s HR solution we had not only the opportunity to define a regional document structure that provides, to certain extent, standardization, but also each country had the flexibility to customize based on local legal and labor specifications and requirements of their own sub structure.

Today, each country is enjoying the benefits of having a world class solution that complies with local legal and labor requirements, same language from a document and structure perspective, less time dealing with the paperwork and more time is spent helping our business leaders to reach our organizational goals.”  

The Solution

With HR365, Ricoh Latin America and its subsidiaries successfully implemented HR365 for Human Resources according to their specific requirements. From an infrastructure perspective, even though the solutions had to be global, it had to meet unique regional requirements: 6 countries are sharing a centrally hosted, but internal private cloud environment, whereas another 4 countries are using it as an on-premise solution.

Scanning documents takes place in different countries, and is accessible from a centralized, controlled location. Not only is the capture of new employee information streamlined, as well as largely automated through the use of electronic forms and barcode utilization, adding to already existing files is facilitated through a direct integration with Ricoh’s multi-function devices (MFP). 

Once in HR365, the Human Resources department, as well as managers and Vice Presidents, can search and retrieve any HR files or any portion thereof, while access is fully controlled by the highest privacy and security policies.   

Benefits of using HR365

Today, Ricoh Latin America has global, instant and secure access to all HR information with faster response times.  Time, previously dedicated to manual and operative tasks is used more efficiently and productivity has increased as more time is devoted to strategic and decision making activities.  As an added benefit remote access enables users to utilize the system from anywhere, anytime.

Setting strong document security measures defined locally by each subsidiary protect the company and adhere to regulation requirements.  Additionally, security permissions can be set locally by HR to restrict (or permit) access to the users of the system. 

Overall, the HR365 solution has allowed the company to meet local regulations, while streamlining their processes globally, lower printing costs and trigger alerts and actions based on document and process deadlines. 

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