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.
The Paper Challenge
All of these documents, forms, etc. found
in your employee files come from
“somewhere”
•
•
•
•
Paper forms
Faxes
Emails
Reports, etc.
Blueprints
& Photos
Paper Documents
& Files
Mail
Enterprise
Applications
Graphics,
Video, &
Audio
Content Sources
Electronic Documents
Fax
Email
Web Pages
Print Output
XML & Meta Data
Reports
Forms
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 Crisis
Enterprises 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!!
Basic Scan/Store/Retrieve
Capture
Store
Retrieve
• Database
• Easy access
• On-site or
hosted
• Security
concerns
• Scan
• eForm
• Import files
What if I want to take
it further?
• Automated Workflow
• Electronic Forms
• Integration with front-end and back-end
systems
Example/Case Study
Metropolitan Nashville Public Schools
• Web-based Applicant Tracking System
• All applications
• Filebound ECM originally installed for Student
Records
• Mainframe-based HR, Payroll & Accounting
system
• TOTALLY PAPER-BASED!
Challenges facing MNPS
• Data Integrity
• Time involved in completing the Onboarding of
new employees
• Paper-based system made reporting and quality
assurance difficult
New Automated Onboarding Process
• 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
Were Goals met?
• 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
How can BSC help you?
• Provide a demonstration of how automation can help you
• Commitment-free analysis and discovery related to your
processes
• Recommendations for improvements
Questions?
Call BSC Today:
(205) 988-3300