Streamlining HR processes and onboarding at FK Distribution with Mindkey
FK Distribution is a distribution company that distributes household offers - as well as local newspapers - to 1.7 million households across Denmark. The company is part of the North Media Group, which includes FK Distribution, behoudportal, Ofir, Bekey, and Karman Connect A/S. All companies in the group use the same MindKey solution as FK Distribution.
Prior to the implementation of Mindkey, FK Distribution faced time-consuming challenges with large, repetitive manual HR processes. In this article, Lisbeth Larsen, HR Director at North Media A/S, shares her experience with MindKey and how Mindkey helped FK Distribution away from the manual HR processes and repetitive tasks.
Automated onboarding that coordinates across departments
Onboarding is one of the HR flows that traditionally requires a lot of manual coordination. At FK Distribution, the entire process is now automated in Mindkey - from contract generation to notifications across IT, Operations, Finance, Payroll, and Administration.
All contract templates are stored in the system. When a new employee is created, the relevant information is automatically merged into the contract. Once the contract is signed, it triggers a creation flow that notifies all relevant departments about their tasks - both before the employee starts and on their first day of work.
"Mindkey has introduced us to automated flows, and the onboarding process has become much more efficient. All our contract templates are stored in the system, and when creating an employee, we can take the individual pieces of information and merge them to generate a contract. Once the contract is signed, we initiate a creation flow where we decide what needs to be sent to the various departments – IT, Operations, Finance, Payroll, and Administration. All departments are automatically notified of their tasks both before the employee starts and once the employee has started."
Automation doesn't stop at onboarding. FK Distribution has also automated all ongoing HR processes such as hiring, termination, and follow-up on employee data.
"There's no doubt about when interviews need to be conducted, which questionnaires should be sent out when, or which courses an employee should attend. We also receive notifications about when we need to follow up on employee data, so we can act promptly in relation to GDPR."
“The implementation of Mindkey was motivated by the need to optimize HR processes and improve data quality through automation. We chose MindKey based on a thorough requirements specification, particularly focusing on integration with other systems and managing automated administrative processes.”
Fewer errors and higher data quality with cross-system integration
Mindkey is integrated with several of FK Distribution's other systems: payroll system, production planning, expense reporting, intranet, and Active Directory. This means that data is only entered once - by the person who first handles the relevant information.
This reduces duplicate work, minimizes errors, and creates a unified data foundation across the organization.
"The integration of Mindkey with other systems at FK Distribution has strengthened data quality and reduced workload. We feed all data into the HR system based on the principle that the person who first touches the data also enters the data."
Role-based access control that protects master data and ensures compliance
The HR department at FK Distribution manages roles, groups, and permissions in Mindkey. This ensures that employees across departments only have access to the data and functions relevant to their tasks, and nothing more.
Granular access control helps protect sensitive master data while also strengthening the overall data quality in the system.
"Our HR department is responsible for assigning roles, groups, and permissions in Mindkey, which is crucial for data quality. We can restrict who can edit master data, and this further strengthens data quality."
A high-quality standard system - with room for dialogue
FK Distribution deliberately chose a standard system over a customized solution. The advantage is thoroughly tested functions and stable operation - combined with the opportunity to provide input for new functionality.
The collaboration with Mindkey is characterized by responsiveness and a willingness for continuous improvement, which assures FK Distribution that the system evolves in line with the organization's needs.
"We deliberately chose a standard system, and we have received a very high-quality system where new features are thoroughly tested. At the same time, we have a good dialogue with Mindkey and are allowed to provide input for new functionality. We find them to be responsive and eager to solve our challenges."