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HRIS improves efficiencies for a top Learning Institute

From recruitment to onboarding and offboarding, asset management, people analytics and much more HRIS improves efficiencies

Explore this case study if:

  • You want to make it easier for teams and employees to access employee data
  • Your using shared drives or filing cabinets to manage employee data
  • You are interested in learning more about the applicant tracking system, asset register, people analytics reporting, and employee self service offered by OCH’s HRIS platform

About the Client

Our client is an industry-recognized online learning institute that has won numerous awards and operates in the UK, Ireland, New Zealand, and Australia. Over 20,000 students enroll in the institute’s extensive selection of certified online courses each year.

When the ANZ People and Culture Manager joined the organisation in April 2021, they knew that an HRIS was crucial to the position’s success. This was one of the top objectives to implement because there was no people management platform already in place.

Customer challenge

No HRIS solution in place

Many companies have been compelled by COVID-19 to review every area of their corporate operations in order to facilitate remote employment. As a result, OCH has seen a great number of new clients looking for improved personnel and payroll management solutions. Cloud-based document management technologies like SharePoint and Google Drive are gradually replacing traditional filing cabinets as the gatekeepers of employee data and procedures. Despite being more accessible than physical filing cabinets made of paper, these platforms still depend on HR and people managers.

The ANZ People and Culture Manager realised in the first few months, that all of the data was managed in SharePoint, which is standard and had control points. “Anyone who needed something had to ask for it from me, even a global manager. There were several inefficiencies as a result even simple tasks like managing personal data had to go through me.”

This was not only a waste of time for the ANZ People and Culture Manager and other managers, but it was also inefficient for the Institute’s employees. “I had a lot of staff coming to me asking for access to various pieces of employment data, and I’d have to go through the backlog myself.” While I was more than willing to continue to be the control point for this information, I had advised the leadership team that it would be more effective for both myself and the company in terms of time and efficiency if we implemented an HRIS system, so this became a responsibility for my role right from the beginning.”

The Solution

Implement a local HRIS for Small to Medium Enterprise (SME)

Our Client had two pre-requisite requirements for the best HRIS. First it needed to be local to the ANZ market, and second the system needed to be fit for purpose for small and medium enterprises (SMEs).  

After looking and trialing a number of different options a third requirement came to light – ease of use and user friendly. OCH’s HRIS stood out from the pack.

Employee data and processes centralised

The primary goal of our Client for OCH’s HRIS was to manage employment data and recruitment. This is exactly what Platinum HR has done in both New Zealand and Australia.

Recruitment

OCH’s HR software has its own applicant tracking system (ATS), that integrates with dozens of different job boards. People managers can use the Recruitment function to post a single job listing to multiple job boards of their choice, then manage all applicants from OCH’s HR recruitment software. Talent acquisition managers can track candidates’ progress through the hiring process, email them, share notes with hiring managers, and even onboard the successful candidate directly from the ATS. As a result, Our Client has migrated all of their recruitment processes to OCH’s HR platform.

Managing all of that candidate data from different job boards is something our Client’s ANZ People and Culture Manager really enjoys. Along with not having to send thousands of emails to hiring managers; they can see all of the data themselves. It has significantly improved the efficiency of the hiring process. Positive feedback from three different hiring managers stated that the system is far superior to receiving a slew of emails that may go unnoticed.

People Analytics

People managers can get a comprehensive overview of their employee data using OCH’s HR Business Performance reporting functionality. Compliance reports for policy acknowledgement and certifications, headcount and diversity, leave, timesheets, audit trails, and more are available as pre-built reports. You can also create custom reports based on the employee data points you’ve gathered, such as worker eligibility or diversity and inclusion information. This level of visibility used to take people managers hours to compile and build, but now it’s just a click away with OCH’s HR Solution. Using this reporting will be top of mind for our Client’s ANZ People and Culture Manager in 2022.

“Our organisation is planning a talent management strategy for next year, and the reporting will allow me to see the trends.” It displays all employee history, not just since OCH’s HRIS was launched. It’s useful to know how many roles are filled in a given month so that you can plan for roles in the coming month and forecast accordingly. It also displays your trends. HR metrics are such a powerful tool; if you don’t measure it, you don’t know what you don’t know.”

Asset register

OCH’s HRIS has not only streamlined the ANZ People and Culture Manager’s role by making it much easier for employees to access their data. It has also been a huge benefit to our Client’s IT team in terms of company assets. The HRIS Business Performance Asset Register easily tracks who had what, when, and for how long, improving transparency and accountability, reducing loss, and even assisting with depreciation calculations when necessary.

“The asset register has significantly improved our IT.” Before I introduced them to the asset register, they only had Excel, so just having this really good coalition between HR and IT departments is fantastic. When I hire someone, they can assign the assets, and when they leave, we can track every piece of equipment.”

Asset management has also been integrated with onboarding and offboarding checklists, so that when employees arrive and depart, the IT team is notified of any assets that need to be distributed or collected. Because the IT team are tagged in tasks for all offboarding employees, they are more confident that they can track all of their equipment. This has improved our clients’ ability to manage assets.  Another popular feature and well used feature of the system is the ability to customise onboarding and onboarding, as well as create specific tasks for specific people.

The Results

Despite only launching the new OCH HRIS a few months ago it is already exceeding expectations when it comes to efficiently managing employee data. It has already had a massive impact on both the ANZ People and Culture Manager and the entire business.

“OCH’s HRIS has made our jobs a lot easier. It is crazy to think that we didn’t have it in June and now we do.  The implementation was quick and smooth and the benefits and results are being realised ten fold by the business. “

The most significant advantages for our Client have been the reduced time spent managing employee data and the increased access different teams have to it. “Time efficiency, as well as transparency, have the greatest impact on the Institute.” It’s saved so much time on everything from recruitment to onboarding and offboarding to something as specific as the asset register. Even access; “I had a great conversation with an employee who was asking ‘can I…’ and before he finished, he said ‘oh wait, I can get this from HRIS’. They don’t need to ask me; they can get all of the information on their own.”

Are you thinking about using OCH’s HRIS for your own company? Here is our Client’s recommendation. “It comes down to what your business requires, but simplicity is what drew me to OCH’s HRIS.” It was simple to set up and has done far more for me than I could have imagined.

If you’d like to learn more about our Cloud-based HR and Payroll systems can make your business more efficient – speak to one of our business specialists today. 

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