Global Real Estate Leader Simplifies and Brings Agility to Its HR Workflow with Ricoh

Transforming the HR Workflow of a Billion-Dollar Real Estate Investment Leader

Mapletree Investments Pte. Ltd., a global real estate leader, sought to digitise its employees’ personnel files (p-files) on a content services platform. The company's Group Human Resource department manages a majority of the HR processes across different countries, but as the business expanded, managing all the paperwork became too overwhelming for them. That’s when they decided to engage Ricoh’s help.

In this case study, we reveal how a Ricoh Workflow & Automation solution helped Mapletree automate its HR documentation workflow seamlessly and achieve significant business outcomes.

Ricoh’s DocuWare has helped us automate manual and labour-intensive tasks, thus enabling our day-to-day operations to run more seamlessly.

Lee Shiau Fei, Head of Group Human Resource,
Mapletree Investments Pte Ltd

An Overview

Mapletree is a real estate development, investment, and capital management company headquartered in Singapore. The company has an extensive network of offices across 13 markets in Asia Pacific, Europe, the United Kingdom, and the United States. With over 2,000 employees globally, the company focuses on delivering value to its stakeholders and has a track record for building award-winning development projects across various real estate classes.

The Challenges

The need for a document management solution

The Group Human Resource department manages most of the HR processes across different countries. As the business expanded, managing the high volume of paper-based data and everyday tasks like tracking, storing, and handling HR documentation became very tedious and time-consuming for the HR team. In addition, storing the hard copy documents was taking up too much office space.

“We needed a digital solution that would enable us to automate our HR documentation workflow seamlessly and enhance our back-end processes while meeting the needs of an evolving global workforce,” shared Lee Shiau Fei, Head of Group Human Resource, Mapletree Investments Pte Ltd. 

The Solution

How Ricoh DocuWare helped streamline and automate HR processes

When Mapletree engaged Ricoh, they were looking for a solution that would allow them to digitise and archive employees’ p-files on a secure digital content management platform. The solution needed to help them to efficiently manage the confidential digital files—from filing to archiving and retrieval.

Implementing Ricoh DocuWare as their employee document management solution helped Mapletree reduce paper usage by streamlining and digitising existing end-to-end HR processes. With the DocuWare solution, Mapletree’s HR teams could use ready-to-go digital workflows and web forms for document tracking and employee-lifecycle processes, including hiring, onboarding, performance reviews, and time-off request management.

Ricoh DocuWare features and benefits:

Enables automation of document workflows

Protects data and documents with secure and centralised archiving

Creates transparent workflows with secure, controlled, and logged acces

Keeps processes moving forward with task lists, email notifications, and reminders

Provides powerful search and display options for quick retrieval of information when needed

Available on location or on the cloud.

The Outcomes

Increased HR efficiency and productivity levels

Ricoh DocuWare helped Mapletree automate manual and labour-intensive tasks, enabling their day-to-day operations to run seamlessly. That means successfully reducing the time spent filing, tracing, or retrieving documents.

By streamlining their document management processes, Mapletree was able to increase the efficiency and productivity levels of its HR teams. The teams could easily and quickly retrieve or access employees’ files remotely by logging into the company’s secure network using a simple user interface—allowing them to spend more time on higher-value tasks instead.

 

Ricoh’s Digital Workflow & Automation solution has helped keep our HR teams engaged and productive with easier, faster, and more collaborative ways of working—driving better efficiencies and teamwork.

Lee Shiau Fei, Head of Group Human Resource,
Mapletree Investments Pte Ltd

Conclusion

Simplifying complexity and bringing agility to workflow

The Ricoh Workflow & Automation solution has been instrumental in helping Mapletree simplify its complex document management processes, bringing more agility to their workflow.

By automating manual tasks and using digital workflows, the solution has helped the company increase the efficiency and productivity of its HR teams. It has also ensured compliance with all relevant regulations and standards, making it easier for auditors to review files quickly and efficiently.

“We are pleased to see the positive impact of the transition to a digital employee document management solution, which has been well received across our HR teams globally,” said Lee Shiau Fei, Head of Group Human Resource, Mapletree Investments Pte Ltd.