The Bank that puts its faith in digitization
ING Bank Śląski is one of the largest banks in Poland. Its offer includes products and services for individual customers as well as small and large businesses. The Bank holds a strong position in the core markets for banking and related services, including factoring and leasing.
Customer needs, quality of service, innovative products and services — these are the areas that the Bank focuses on and through which it strengthens its competitive position. The mobile application and branch network provide customers with convenient access to banking services in the most convenient way for them.
How to improve HR operations?
If handling personnel matters is taking too long, then we need to act. ING Bank Śląski has arrived at this very conclusion, completely changing the management of employee records.
The Bank's HR archive reached 200 sqm. The wait for paper files, from application in the HR system to receipt in the mail, could take even several days. The full journey of a paper document in the process took up to 20 days. On a bank-wide scale, this became a noticeable organizational problem.
This is why ING Bank Śląski has decided to make a real digital breakthrough in HR, by digitizing HR processes and records already including 630,000 documents in 9,000 personnel files.
The Bank chose Asseco and Certum Trust Services to implement the “Paperless HR” project, which involved the introduction of a fully electronic workflow and the reduction of handling time for candidates and existing employees. Asseco specializes in offering design and implementation of paperless solutions to major organizations, ensuring their compliance with Polish and European regulations.
The need to dramatically change the management and security of HR records and processes was the reason for the “Paperless HR” project. The use of new paperless technology was intended to reduce the time it takes to handle HR matters, improve the experience of both employees and candidates, and increase the efficiency of the HR department’s work. The choice of Asseco was backed by the experience and rich history of implementations needed in a pioneering project with a high degree of complexity and variability.
Digitization of HR records and processes
Asseco's experts have implemented a solution at ING Bank Śląski based on components of its proprietary paperless ecosystem: e-ID Hub, which aggregates and supports various methods of remote identification of individuals, and SignHub for displaying and signing e-documents.
The new solution allows employees to quickly use the one-time SimplySign qualified e-signature.
The Bank employee obtains an e-signature after verifying identity in e-ID Hub, and then uses SignHun to sign the HR document.
10 Asseco expert were hard at work from July 2022 to August 2023.
A distinguishing feature of the project is the connection of the Bank's internal database to the e-ID Hub and its use to remotely identify (eID) employees before issuing them SimplySign one-time qualified e-signatures.
Before the implementation of the project, the process of changing the terms of employment had as many as 11 steps. It involved sending paper documents by mail to a manager and an employee and transporting them back to the archives. After the digitization of HR, the number of steps dropped to six. All of them take place 10 times faster, are online and paperless.
At the request of the manager, the HR employee prepares the e-document and signs it with a long-term qualified e-signature. Then passes it to an employee, who signs it using a one-time SimplySign qualified electronic signature. Finally, the e-document goes into the employee's digital file, and the whole process takes just a few hours.
Optimization and digitalization of HR services
- Greater security and retention of electronic data
- More than 10 times faster processing of personnel matters
- Completeness of digital personnel files
- Improvement of employee and candidate experience
- Readiness for further paperless automation and robotization
- Reduction by 75% of handled incoming and outgoing paper correspondence, i.e., by about 50,000 documents per year
- Lower documentation handling costs
- Freeing up two full-time positions in the HR department and 200 sqm. of archive space
