Automation for Human Resources in the K-12 Education space.

Automation for Human Resources in the K-12 Education space

BSC is a regional leader and provider of document management solutions and conversion services.

Provide cost effective solutions to many organizations for the last 38 years.

Expertise of unique and various applications which enables us to offer you the best solution for your

needs.

Ernest Hughston,Executive Director-

Operations & Technology

The Real Statistics

90% of corporate memory exists on paper.

Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to

reproduce a lost document.

7.5% of all documents get lost, 3% of the remainder get misfiled.

Managers spend an average of 4 weeks a year searching for or waiting on misfiled,mislabeled, untracked or lost

information.

Office workers can waste up to 2 hours a day looking for misplaced paperwork.

All of these documents, forms, etc. found in your employee files come from

“somewhere”

• Paper forms• Faxes• Emails• Reports, etc.

The Paper Challenge

Email

Web Pages

Enterprise Applications

Paper Documents & Files

FaxElectronic Documents

FormsReports

Mail

Graphics, Video, &

Audio

Blueprints & Photos

XML & Meta DataPrint Output

Content Sources

How It Really Works…

• Manual processes and operational bottlenecks that increase costs

• Slow response time and customer dissatisfaction that can affect operations

• Compliance and litigation risk

• Document storage and retrieval costs

From a Paper Problem…

Document files are growing at 20% annually

5% of all documents are filed incorrectly, even with the best records management

Professionals spend over 150 hours annually looking for incorrectly-filed documents

Professionals spend over 500 hours reviewing and routing files

(*Source: International Records Management Council Study)

…To a Content CrisisEnterprises Now Need to:

Manage a vast, fast-rising tide of data, both electronic and paper, including scanned documents, electronic documents, forms, reports, etc.

Assure quick, reliable, 24x7 access to all kinds of business-critical information

Enable multiple groups to use content for different purposes:

• Employee Information - Human Resources, Benefits, Management

• Contracts, Policies - Customer Relationship Management (CRM), Legal, Sales

• MANY others…….

So what can we do?

Start SOMEWHERE!!

CaptureCapture StoreStore

• Scan

• eForm

• Import files

RetrieveRetrieve

• Database

• On-site or hosted

• Easy access

• Security concerns

Basic Scan/Store/Retrieve

What if I want to take it further?

• Automated Workflow

• Electronic Forms

• Integration with front-end and back-end systems

Example/Case Study

• Web-based Applicant Tracking System• All applications

• Filebound ECM originally installed for Student Records

• Mainframe-based HR, Payroll & Accounting system

• TOTALLY PAPER-BASED!

Metropolitan Nashville Public Schools

• Data Integrity

• Time involved in completing the Onboarding of new employees

• Paper-based system made reporting and quality assurance difficult

Challenges facing MNPS

• Vacancy Requests completed by hiring manager via on-line eForm

• Automated workflow approval process

• Communication with requestor via email

• After Vacancy Request processed, jobs advertised and applied for via on-line Applicant Tracking system

New Automated Onboarding Process

• Once hiring Manager chooses a candidate, Request for Hire eForm completed

• Paperless process to secure all required documents• Consent for Background Check (fingerprinting)• License Verification information• All required on-boarding documents

• Background check• License Verification check• All “other” required documents (I-9, W4, Benefit

forms, etc.)• Salary Assignment based on information provided

by applicant• All communication with applicant via email• Once all documents received, data is uploaded to

HR/Payroll/Accounting system

New Automated Onboarding Process

• Data Integrity improved:• No “free-form” fields – extensive use of drop-

downs, etc.• Data look-ups• Data validation on eForms

• Numeric only• Formatting (SS#, Dates, etc.)

• Requests are processed in a more timely fashion

• Reporting improved with respect to timeliness and integrity of data

Were Goals met?

• Provide a demonstration of how automation can help you

• Commitment-free analysis and discovery related to your processes

• Recommendations for improvements

How can BSC help you?

Questions?

Call BSC Today:(205) 988-3300