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Automation for Human Resources in the K-12 Education space

BSC, a regional leader in document management solutions, provides cost-effective automation solutions to K-12 educational organizations. Reduce costs, increase efficiency, and improve data integrity with our expertise in automation technology.

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Automation for Human Resources in the K-12 Education space

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

  2. 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

  3. 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.

  4. The Paper Challenge All of these documents, forms, etc. found in your employee files come from “somewhere” Paper forms Faxes Emails Reports, etc.

  5. Enterprise Applications Forms Electronic Documents XML & Meta Data Content Sources Blueprints & Photos PrintOutput Mail Reports Graphics, Video, & Audio Web Pages Fax Email Paper Documents & Files

  6. 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

  7. 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)

  8. …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…….

  9. So what can we do?

  10. Start SOMEWHERE!!

  11. Basic Scan/Store/Retrieve Capture Store Retrieve • Scan • eForm • Import files • Easy access • Security concerns • Database • On-site or hosted

  12. What if I want to take it further?

  13. Automated Workflow • Electronic Forms • Integration with front-end and back-end systems

  14. Example/Case Study

  15. 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!

  16. Challenges facing MNPS • Data Integrity • Time involved in completing the Onboarding of new employees • Paper-based system made reporting and quality assurance difficult

  17. 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

  18. 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

  19. 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

  20. 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

  21. Questions?Call BSC Today:(205) 988-3300

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