HR and Payroll Transformation for Global Manufacturer

About the Client

Our client is a global textile manufacturing and supply company. Headquartered in Victoria, Australia, they operate in 7 countries across 10 locations, servicing a range of sectors including commercial, institutional, hospitality, retail and corporate.

What started as a small family business has since grown to over 100 employees located all around the world.  Our client was looking for a way to transform and streamline their HR and payroll system to better manage their growing team.

Customer challenges 

Manual and paper-based HR processes

If anyone knows that there’s not enough hours in the day, it’s HR managers and leaders. Being weighed down in employee admin, documents and tasks can make it hard to plan, leaving little to no time to work on strategic projects.

When the new HR Head joined our Client there were no digital HR or payroll processes in place. She would come across manual processes throughout the entire business – from HR and payroll, right through to how the warehouse team completed their timesheets. She would find herself asking, “Where’s all of our data? Where are all of our employee records kept?”. She knew it was time to take their HR and payroll digital.

The process was time-intensive and the answers to the questions often went “well, the Payroll Manager has got a file of this person over here, and we fill out a leave form, and it goes through three different managers to get signed off. Then the Payroll Manager will manually enter it. It was the same with the team down in the warehouse. Manual timesheets every single day that she would have to come in and manually enter the data into the old payroll system.”

Time-consuming payroll that would take days on end to process

Payroll can be time-consuming and confusing at the best of times. Add in those manual timesheets, multiple pay runs and cycles, different Modern Awards, and pay rates all completed manually, it’s a lot to be across. Not to mention how it opens you up to a world where human error is inevitable.

Our Client’s Payroll Manager would spend four days processing payroll due to the manual nature of their processes. “They’d be manually entering in every single person’s time and manually typing in leave bookings. It was taking her up to four days to do payroll. And we have two different pay cycles. Our award employees are paid weekly, and our salaried employees are paid monthly”. To say that processing payroll before implementing OCH’s Payroll solution was challenging is an understatement.

Solutions

One seamless, end-to-end platform for everything HR and payroll

Managing a team of over 100 employees is no easy feat. It takes time, organisation and solid processes in place to support you every step of the way – and getting all of these ducks in a row was top priority for our customer. 

OCH’s HR and Payroll system ensured that all our clients people were getting the same information at the same time, which is so important across a global business. The new digitised Performance Review Management solution streamlined their previously sporadic manual performance review system. Making it easy for employees to access at the click of a button.

Now, our Client has access to everything in one place and it’s all stored securely in the cloud. They have paperless onboarding, easy performance review management, HR policies, payroll – plus the ability to easily update employee information and find specific files with ease.

Results 

Hello automation, bye-bye employee admin

Having one seamless HR and Payroll platform has lead to a whole new world for our Client. Automation has meant they have been able to say bye-bye to the time consuming, manual, paper-based system. The hours involved with writing up contracts, HR policies and onboarding documentation has been replaced with a fully automated onboarding and recruitment system.

The new system has freed up the HR Department Head’s time to focus on what matters most – ”talking to staff and connecting with employees”. What’s even better is now they’ve got their payroll process that would previously take 4 days to complete, “down to an hour and a half – 2 hours if checking things in minute detail.” 

When managing a large team, the benefits that come with HR and payroll automation are second to none. “Anything that we can do to streamline and anything that we can make more efficient, we’re all over it”, says their HR Department Head. 

An instant boost to your employee value proposition 

Another benefit gained from the new HR and Payroll system is the instant boost to their employee value proposition. With OCH’s Employee Engagement online system employees have access to a range of benefits. From discounts on thousands of everyday items to wellbeing content, right through to being able to use InstaPay, where employees can access up to $250 unpaid wages per week. It’s designed to allow SMEs to compete with larger businesses when it comes to perks and benefits. The introduction of this new system has been a total game-changer of our client’s employee value proposition.

Time back in the day to focus on strategic HR 

We all wish there were more hours in the day, and our Client’s HR Team have experienced the huge difference our All-in-One HR Payroll platform has made in getting their time back in their day-to-day operations. Now, they have the opportunity and time to innovate and be strategic in their roles. There’s more time for planning, improvement and learning how to add more value to the team. 

The new system has enabled them to step away from just paper crunching, and to focus on adding more value. They now can really contribute and add value to the business with all the time-savings they have gained.

Easy integrations 

Integrating your HR and payroll with other systems in your business is one of the most powerful things you can do to increase your business’s efficiency. With OCH cloud-based HR and Payroll software, we integrate seamlessly with many popular software providers, such as KeyPay, Xero, Quickbooks and MYOB, so you can breeze through the tricky parts of managing your team with confidence and ease. 

For our Client, we went one step further and integrated with Microsoft Office. Now, they don’t have to manually set up new employees with multiple IT accounts. Instead, they can hit the ground running straight after new hires sign the digital contract. “Our solutions architects have been able to integrate all of that data. As soon as I onboard someone in our paperless system, their IT accounts are created straight away. Same with payroll”. 

An all-in-one HR, payroll and employee benefits platform that grows with you 

Business growth is on every leader’s mind right now. Invest in your people and processes and you’ll reap the benefits for many years to come. 

At OCH, our customers are at the core of everything we do. From our sales executives, HR and payroll education team, right through to implementations and support – we’re with you every step of the way. 

“The willingness for OCH to take onboard feedback and suggestions and try to grow and adapt with businesses. It’s worth its weight in gold. With OCH, one of the things that’s blown me away most is that willingness for feedback and that willingness to grow with the business.” 

We value feedback, and we’re always striving to be better. If you’d like to learn more about how OCH’s HR and Payroll platform can transform your HR and payroll processes, speak to one of our business specialists today.