HR Business Case

Business Case Description

For every HR department, Consolidity streamlines a fully digital onboarding process to automate and optimise job application, employee introduction, management and equipment duties. Thanks to its flexibility, the smart back-office may share the customer data through API to any corresponding third party systems such as payrolling, billing and accounting solutions (Xero). Naturally, each of our client portals is entirely tailored to its existing process.

01.  The Challenge

Paper, emails, copy & paste.
  1. Data management throughout employee lifecycle is slow and inefficient.
  2. Administrators has to paste each employer data field into the database and after that into the corresponding
  3. Medium and small size enterprises have severe challenges with scaling up their activities.
  4. Typos and mistakes in the process of handling documents were causing high unexpected costs.
  5. Equipment policies are casual, stock inventories are hard to keep updated.

02.  Previous Approach

Slow, ineffective, outdated.

Without a smart back-office, officers and executives are spending long hours trying to locate paper-based documents and then copy-and-pasting data in new documents upon any change during the employee lifecycle.

Upon starting an employee lifecycle, the administrator would enter the employee data to the necessary documents manually and then would store them physically. Thus, when emergence occurs, and the data must be accessed, she had to locate the document first. When a new process starts, such as editing some data, issuing a warning or dismissing an employee, the administrator would search the employee’s file, usually in a large pile of papers, where she looked for the required data and copy-and-pasted them to the appropriate document templates. Then she printed the document and handled them to the concerning staff members for signature.

The filling of attendance sheets would always happen manually: it started with creating a template for the actual month, based upon the previous one for old employees and a blank one for new ones by copy-and-pasting their data from their onboarding documents. Then the employee filled the sheet every day by scribing up the times of starting and ending their working day and signing both entries. At the end of the month, the administrator collected these documents and started to type in manually all the handwritten entries from these sheets to her computer. Then she would submit the documents for her colleague responsible for payrolls.

Most of the time, timesheets happen manually: it started with creating a template for the actual month, based upon the previous one for old employees and a blank one for new ones, by copy-and-pasting their data from their onboarding documents. The employee then filled the sheet every day by logging the times of start and end of their working day and signing both entries.  Approaching payroll day, the administrator collects these documents and starts to type in manually every handwritten entry from these sheets to her computer. Later she would submit the documents for her colleague responsible for payrolls.

Equipment policies had been rather casual as employees would sign certificates when picking up uniforms, work and office equipment, even vehicles. These paper certificates get collected, and, recognised as low priority documents. They are stored completely unorganised and according to very low-security standards. Tracing of equipment and keeping a stock inventory up-to-date was nonexistent and virtually almost impossible. Therefore when looking for a particular piece of equipment, they need to start guessing where it could be. The usual scenario reveals the material was with an employee or a former employee who should have already returned it but failed to do so.

03.  Solution

Digital, automated, remote.

At Consolidity we approach each client case with the same objective: optimisation. We convert employees profile data into metadata: a descriptive format of data about data. Meaning all data the administrator inputs into the system will be stored with attributes attached to the employee itself.

It enables the system to fill any data point automatically where the same data would be needed, so that manual input is required only once, at the first stage of the process, when the administrator enters employee data. When documents are generated (contracts, warnings, dismissal paperwork, attendance sheets, accounting, payrolls, billing, equipment administration), the system fills the required data automatically with no additional manual input or copy-and-pasting needed.

This structured method of storing data also makes all data items, employee profiles and equipment receipts searchable, filterable and transferable.

Paper-based attendance sheets may be scanned so the data would be automatically loaded to the system, while digital attendance recording is also available within the platform. The system seamlessly delivers data for accounting and billing software applying an optimised process.

04.  Why Consolidity

Fast, innovative, Once-Only rule.
  1. Save a tremendous amount of time.
  2. Make employee and equipment databases manageable.
  3. Eliminate copy & paste into
  4. Eliminate searching for physically stored documents.
  5. No security second copy of documents needs to be stored.

05.  Implemented Software

APIs, cloud, modular.

The smart back-office holds the following modules and micro services:

  1. Onboarding modules for
  2. Data library.
  3. Admin dashboard for each administrative team member.
  4. Equipment management
  5. Integration of accounting software.