Digital Transformation in HR: A Modern Day Case Study

Client

Private Company of 650 employees in 3 locations.

Situation

A company is currently running a 10-year-old HR database that’s fickle, slow and rarely used. Spreadsheets are overused. Payroll is outsourced. 450 Weekly and 200 Monthly employees are paid. Input documents are scanned in and sent to providers by e-mail. Close-off is early in the month, meaning some exceptions aren’t paid until the following month.

The lack of central control of new hires and terminated employees causing:

Problems

  • Overpayments to employees who have already left
  • Employee overtime often goes unpaid due to delays from supervisors to pay departments
  • Non-payments to new hires whose information has not been provided to payroll/HR
  • Incorrect dates of hire and incorrect hours worked lead to inaccurate benefits enrollment eligibility and offers
  • Payments to wrong bank accounts due to employees not advising of changes
  • Terminated employees sometimes leave with company property (e.g. phone and laptops)
  • New arrivals sometimes have no desk/ phone as no one knew they were coming
  • A feeling that there’s an absenteeism problem in two of the locations (with no proof)
  • No control over holidays allowed/ taken, as records are manually kept by individual managers
  • Reports to management are inaccurate and difficult to compile, rendering them useless. Therefore, headcount estimations are guessed based on who’s being paid
  • Recruitment authorizations take too long because of manual authorizations
  • Formal appraisals occur once a year with no follow up
  • Training and learning occur at manager’s discretion with no central records of trainings undertaken
  • All files are manual (i.e. contracts, records of sickness, etc.)
  • HR & Payroll work can only be conducted in the office due to security access issues to the company servers

Solutions?

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