Process Automation

Automation simplifies workflows, reduces administrative burden and creates a high level of accuracy and efficiency in all areas of workforce management.

Process Automation is the Keystone of the Xenqu Platform

There are many benefits of utilizing the innovative technology of Xenqu, but process automation is the most valuable because of the time-saving element of reducing the administrative burden of HR tasks. Manually maintaining employment records, running audit-ready reports and data verification are some of the most time-consuming tasks for HR administrators. Xenqu solves this problem by giving your HR team a single click solution in producing this information quickly and efficiently.

In addition to automating tasks, Xenqu also contains Smart Technology “Intelligent Bots” that run continuous data audits ensuring compliance at all times. The same technology creates compliance tasks that are elevated when deadline dates approach. Automation simplifies workflow management processes creating a high level of accuracy and efficiency in all areas of workforce management.

How Process Automation Works For HR

There are many automated processes available through the Xenqu platform that are designed to keep the HR functions efficient and organized. Our team will explore the needs of your organization and match them with the tools available within the Xenqu system and build-out whatever custom content best suits the needs of your organization. Some of the more commonly requested automated features of Xenqu are outlined below:

Every unique reporting field in Xenqu is searchable and auditable making this system one of the smartest HR reporting technologies available today. Reporting can be done at the field, form or record level through a custom dashboard. The reporting system also allows for easy and efficient import & export of data.

Form I-9 & E-Verify

XENQU allows users to complete I-9 forms utilizing the automated features of the user dashboard. An electronic signature is created during the I-9 completion process and saved for use on other forms during the onboarding process. Photo-match technology further simplifies the onboarding process because photo IDs and other proof documents are uploaded by the user during the I-9 process, are verified and remain in the system for use in other onboarding functions.

Once the I-9 form has been completed and signed, live field data is then automatically transmitted to the E-Verify system to begin the verification process. Xenqu receives the response from E-Verify and notifies the HR Admin whether the worker is authorized to work, a verification is in process, or if there are non-conformances. If a TNC comes through, it can be handled directly inside of the system.

Work Authorization and Visa Management

In an increasingly globalized economy, U.S. businesses are seeking to obtain the best talent from both the U.S. & abroad. When hiring from abroad, it is important that employees maintain their visa status, or it could put your business in unnecessary risk. Xenqu runs continuous audits that will monitor all expiration dates and automatically queue up reminders about expiring visas or work authorizations. The system will also automatically remind HR administrators which forms and documentation are required to remain compliant.

FMLA Tracking and Compliance

FMLA presents several compliance issues that are complicated by ever-changing federal and state laws. Policies and procedures need to be built and acknowledged, forms for requesting qualified time off, and documenting proof of the event are all necessary to abide by these rules. Essium helps our customers devise strategies to manage FMLA related events properly to identify patterns of abuse and avoid complaints should disciplinary action be required.

License and Credential management

Organizations that employ workers requiring licensing or credentials must ensure the timely renewal of these certifications by documenting evidence that the licensing and/or credentials are current. Additionally, these requirements must be in line with the job descriptions of the worker to ensure the correct qualifications are held for their targeted role. Essium has helped customers leverage the power of the Xenqu platform to track, document, and verify all necessary licenses and credentials for any given worker’s position. The evidence recorded enables organizations to quickly respond to and pass audits by regulatory bodies.

Benefits Administration

Maintaining ACA compliance, educating employees on benefits options, and gathering enrollment information are time-intensive tasks. Essium works with businesses to create intuitive material describing benefit plans and building dynamic enrollment workflows to ensure all necessary information is collected and conveyed to the designated carriers.

Conduct Policy Compliance

Regulatory compliance requirements demand evidence of completion and comprehension. Distributing this content to both staff and contractors is difficult enough. Email and spreadsheets don’t close the loop on gathering actual audit-proof data demonstrating compliance. Using Essium’s Xenqu platform enables developing comprehensive content to distribute interactive material that shows staff and actually received, read, and comprehended the material. Reporting tools enable stakeholders to see the time spent reviewing and interacting with content to build improve documentation and identify potential risks that require mitigation.

“Record-based systems rely on human power for upkeep, and an exorbitant amount of communication between people who must prevent compliance mistakes from happening.”

To read more:

LEVERAGING TECHNOLOGY FOR CONSISTENCY AND EFFICIENCY IN HR COMPLIANCE PROCESSES

Ben Olson
CEO, Essium

Discover More About How Xenqu Can Work For You.

We invite you to join us for a 30-minute demo of Xenqu where you will get an in-depth look at how Xenqu can work for your organization. Many features of this innovative platform can be customized to resolve specific challenges and to take your workforce management initiatives to the next level.