BACKGROUND
Indian Oil Corporation Limited (IOCL) is an Indian public sector oil and gas company headquartered in New Delhi. It is India’s largest commercial oil company with a workforce of more than 33,000 employees. IOCL accounts for nearly half of India’s petroleum products market share, 35% national refining capacity (together with its subsidiary Chennai Petroleum Corporation Ltd., or CPCL), and 71% downstream sector pipelines through capacity.
The objective of engaging our services was to digitise the voluminous and unwieldy employee records.
CHALLENGES
- IOCL had their entire employee records only available as hard copies. It was difficult to track and manage physical files.
- A single repository for all employee documents was not available, thereby impacting the operational efficiency of HR Teams.
- Searching a single document or a set of documents pertaining to an employee was a unwieldy task.
- An employee file consists of multiple document types like KYC documents, appointment letter etc. It was difficult to identify missing document from each employee file.
- Sharing of documents with internal and external auditors was a challenge. (for instance, sharing all documents pertaining to an employee on an audit request took time in collating and sharing it with the auditor).
- Role-based access management wasn’t available.
- History logs for tracking & monitoring the actions made on records weren’t available.
SOLUTION
- Crown implemented a web-based digital document management system (DMS) to provide an end to end solution for managing employee files.
- After consultation with the HR Team, document types were created in the tool along with the fields to assist users to search the documents and pull reports from the DMS.
- Employee photographs were scanned in colour, cropped and made available with summary of employee details along with all employee documents.
OUTCOME
- A web-based application allowed users to access the application from anywhere within the organisation allowing real-time access to documents.
- Improved efficiency of HR operations through faster access of records via a robust search engine for multiple business requests.
- Reduced efforts to identify missing documents from an employee file with the help of a document set feature. This ensured compliance in terms of maintaining employee files up to date.
- Allowed bulk sharing of documents with internal or authorised external users via secure, self-expiring links making it easier to stay compliant to information security guidelines.
- Improved information security through role-based access management and encryptions.
- Reduced the turn-around-time (TAT) of the HR team in retrieving digital records as per audit requirements.
