The process of acquainting employees with the necessary documents

January 28, 2021

In the Profit-Web personnel and payroll management and accounting system

Process owner: Personnel Department 

Process type: Fully automated

Process executed in the systemIn the Profit-Web personnel and payroll management and accounting system, when using the employee self-service module

Process diagram::

Process description:

To begin or continue working in the company, each employee must be acquainted with a number of documents /procedures according to the legal acts of the Republic of Lithuania or the organization's internal rules of procedure, for example:

  • Fire safety instructions,
  • Staff rules of procedure,
  • Introductory instructions for safety and health at work, 
  • First aid instructions, 
  • Safety and health instructions for computer maintenance employees, 
  • Safety and health instructions for employees working with video terminals, 
  • Safety and health instructions for employees using the company's vehicles or personal vehicles for work purposes,
  • Other.

An option to enter and assign documents or other information for appropriate employees has been implemented in the Profit-Web personnel and payroll management and accounting system . Documents that must be read by employees can be marked with display dates in the self-service platform, thus allowing you to forget about acquainting any newly hired employees with the necessary documents. New employees will automatically be invited to read the company's procedures or other documents as soon as they log in to the self-service platform. A personnel or payroll accounting employee (system user assigned by the process owner according to the granted rights) will create a new entry in the system, indicating the start of its display in the self-service platform, and select whether the document will be displayed to all or only to selected employees. Documents in any format that the employee will be required to download can also be attached to the said document:

Information is provided to employees in the Profit-Web personnel and payroll management and accounting system as soon as the employee connects to the self-service system:

This functionality can also be used to obtain other types of employee consents during the relevant payroll or personnel management processes, e.g., employee consent to work during public holidays, to work in harmful conditions, to work overtime, etc.

Video material in the Profit-Web personnel and payroll management and accounting system 

 on how to work with the business management process of this functionality.