Our client is a mid-size company with upwards of 3000 workers. They have a relatively high turnover of staff, most of whom are employed at some distance from company office facilities at remote locations where only minimal connectivity is possible. Their labour requirements are quite variable, and they have in the past found themselves needing to hire at short notice, at the remote locations. In those situations, an agent with laptop, printer and scanner was dispatched to the plant and would take 45 minutes to interview and then collate and countersign a set of copy documents to demonstrate Right to Work.
The client contacted Apto Solutions to ask us if we thought there was a way to use low cost tablet technology to improve this data and document capture process. We offered a solution which, on implementation, realised huge productivity gains. From a 47 minute average, the mean process duration fell to close to 12.
A questionnaire (that has subsequently grown to encompass a wider range of roles than originally specified) to capture essential information using the soft keyboard, use of the camera and some image processing technology to capture images of the applicant’s passport, driver’s licence and utility bills and finally capturing the applicant’s and interviewer’s signatures on the tablet screen comprise the app.Apto Solution’s objectives in designing and developing this solution are common to most of our creations. We seek to use proven low cost technologies to develop highly productive solutions to transform administrative tasks.
Apto specialises in making systems easier and more efficient to use – automating or removing the mundane steps, leaving users with the steps where they add value.
An example would be responding to an employee email: The email arrives at a group inbox (HR@ABCompany.co.uk); one of the team reads the email and forwards it to the team they think can action it. This may then be repeated within the next team, and so on until it is finally allocated to a member of staff.
To process the email, the first activity will normally be to manually enter the details into the standalone HR system to provide a record of the communication. Once the ‘case’ has been opened, the member of staff is finally able to actually deal with the important enquiry. At this stage, multiple people and multiple systems have been involved in just routing one enquiry.
Our approach is to automate the initial stages of the process. It doesn’t matter what HR system or email provider you use, or whether you have paper documents - if people are involved then we can automate it.
In this example, we would automatically monitor the HR inbox for emails. When an email arrives it is automatically classified based on contents you have defined for your business rules - to determine which business team can deal with the work. The existing work load of your teams can be taken into account at this point, to choose which work queues to assign the query to. In some cases it may be routed to a particular staff member. In the background, we can automatically open a case or update a record in the HR system to audit the activity.
The benefits are clear:
- HR staff spend their time dealing with HR issues rather than moving emails and storing data.
- Incoming post and emails are routed to the correct staff members almost instantly.
- The record of the communication is automatically logged and stored in the document management system
- A complete, automatic audit trail of communications
- The same business rules can be applied to all channels - paper, emails, other electronic documents etc… making system setup efficient, create the rule once, apply it to all incoming correspondence.
- Improved Response times to enquiries - increasing capacity and bandwidth with the same staff numbers.
- Training becomes more HR focused and less ‘systems’ focused.
This is just one example of one small area that we can help with. Multiply those benefits by the number of HR activities – Sickness, employment terms and conditions documentation, interviews, on boarding, right to work documentation, maternity, disciplinary etc… and the overall benefit to the HR function of the business is huge.
The adoption of mobile devices as business tools is gradualy gaining momentum as more and more businesses exploit the opportunities that the smart phone or tablet enabled workforce has. Apto have been at the forefront of this revolution by understanding just how mobile technology can offer benefits to business processes. We have developed a solution which can simplify and speed up specific HR processes which historically have been disjointed.
Flexibility is key, along with integrity and reliability. Our solution allows field staff to use their smart phone or tablet to capture vitally important employee documents at source. Compliance with Home Office regulations for right-to-work is achieved effortlessly at the same time as capture of important on-boarding data.
Our solution turbocharges the process, by: -
- Accelerating the capture of images vital documents
- Validating them by capturing a signature to confirm their authenticity
- Time, data and location stamping them to enhance process integrity
A truly distributed process dramatically cutting down the amount of time vital information spends languishing in inboxes or in transit.
Whether self-service , or carried out by your staff, the process is fast, effective and low cost. Leveraging your investments in Tablets, Smartphones and ATS type systems, Apto's solution allows you to integrate up to the minute technology without throwing anything away. We make your assets work harder, and help your staff achieve greater productivity that ever before.
To find out more, call us on 0845 226 3351, click on the Contact Us button.