Increasing HR onboarding efficiency

Johannesburg, 17 Jul 2019
Read time 2min 30sec

The challenge

Kyocera Document Solutions South Africa, a leader in the office automation industry and a thought leader in driving digital change and disruption, has always encouraged user adoption and internal customer experience using digitised solutions and automated workflows.

Kyocera SA’s growth and success led to an uptake in employee onboarding. It saw this as an opportunity to set the tone for all new employees. The onboarding experience was digital from the word go. 

In the past, staff onboarding would take days to complete. There was a challenge in getting the relevant departments to complete their assigned tasks before new staff members arrived. This included items such as getting IT equipment ready, organising desks and phones, access tags, etc. These tasks can be tedious and are usually low on the priority scale. Having said that, they are extremely important in getting the new employee ready to hit the ground running.

JP Lourens, Solutions Manager, KYOCERA Document Solutions South Africa.
JP Lourens, Solutions Manager, KYOCERA Document Solutions South Africa.

The solution

As a current user of the Laserfiche ECM software in its daily business operations, Kyocera SA embarked on implementing the ECM solution into the onboarding process from end-to-end, allowing a fully digital and automated system, including signing contracts, receiving policies and staff exit processes. 

Adding these processes to the already existing processes in the organisation, namely expense claims, approval requests and business trip applications, truly gives the employee a fully digital and automated system experience.

Laserfiche enabled the digital capture of required information for new staff members, the digital signing of employment documentation and managing the process from HR to departmental manager, finance, IT and back to human resources.

The benefits

The employee’s user experience is one of a fully digital and automated organisation from day one.

Staff arrive on their first day and the organisation is ready for their arrival with all the access, resources, systems, etc, ready for use.

  • Employee satisfaction and experience.
  • Reduction in time spent on onboarding new staff.
  • Documentation does not go missing.
  • Documentation filing is automated.
  • Better visibility into staff onboarding process, which allows for process improvements.
  • Reduction in printing costs.
  • Less margin for human error.

Maximise employee and resource productivity, while reducing time spent on mundane and manual paper-driven tasks.

Over the last few years, Kyocera SA has driven a culture of continuous process improvement, always asking if there is a better way to do something. Working with an organisation with this culture and mindset has seen both our organisations enabling better workflow and automation for the users. The main aim has always been to allow employees to spend more time on meaningful tasks that increase efficiency and productivity, while working smarter and not harder on things that could have better processes or be completely automated.

Kyocera Document Solutions South Africa

Kyocera Document Solutions South Africa is a group company of Kyocera Document Solutions Inc., a global leading provider of total document solutions based in Osaka, Japan. The company’s portfolio includes reliable and eco-friendly MFPs and printers, as well as business applications and consultative services which enable customers to optimize and manage their document workflow, reaching new heights of efficiency. With professional expertise and a culture of empathetic partnership, the objective of the company is to help organisations put knowledge to work to drive change.

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KYOCERA Document Solutions Inc

Kyocera Document Solutions Inc. is a core company of Kyocera Corporation, a leading supplier of semiconductor packages, industrial and automotive components, electronic devices, solar power generating systems and mobile phones. During the year ended March 31, 2019, Kyocera Corporation’s consolidated sales revenue totaled 1.62 trillion yen (approx. US$14.6 billion). Kyocera appears on the “Derwent Top 100 Global Innovators 2018-19” list by Clarivate Analytics and is ranked #655 on Forbes magazine’s 2019 “Global 2000” list of the world’s largest publicly traded companies.


Founded in 2013, Noscotek is a provider of IT solutions which enable more efficient and paperless business operations through digital enablement. The company specialises in Enterprise Content Management, Document Management, Business Process Management, Records Management, POPI Compliance, Mobile Cloud Software, Scanning and Mobile Forms. Headquartered in Johannesburg, South Africa, Noscotek partners with associates and leading vendors around the world to leverage cutting-edge innovations that encourage and facilitate growth. Noscotek’s strong management focus, its breadth of capabilities, and flexibility in engagement provides relevant, creative and simple solutions for the often complex ECM and BPM needs of businesses in the 21st century.

Noscotek as well as two of their sub-VARs – WASP and Kyocera – were part of Laserfiche’s 66 best-selling Winners Circle Achievers in 2017. Noscotek also won a New Sales Improvement award for increasing revenue generation, as they have experienced consistent growth since 2016 by onboarding several new customers while strengthening existing relationships leveraging off the strong Laserfiche product suite.

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Editorial contacts
Client Enablement Manager Bianca Bornman (011) 100 4678
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