Educational Alliance
Non-Profit Network of Community Centers Transforms Its HR Processes with Document Management & E-Forms Software
Case Study at a Glance
Challenge
- Process for onboarding new and returning employees was slow, daunting, and inefficient
- No remote access to human resource files
- Poor auditing process
Solution
- Outsourced scanning and indexing services
- Cloud document management software
- E-forms software
Impact
- Immediate and remote access to digitized human resource files
- Automatic data sharing between document management and payroll software
- 50% onboarding time reduction
- Significant performance improvement on planned and ad hoc spot audits
- Elimination of 11 filing cabinets and multiple storage boxes in the office
Executive Summary
Educational Alliance (EA), a 125-year-old New York City social services and educational institution, needed a more effective way to manage human resource (HR) files. With over 600 employees, many of them seasonal, storing and managing paper files was inefficient. EA knew they needed a digital solution to help them move forward. So, they turned to MetaSource for document scanning services, cloud document management, and workflow automation software. The results of implementing these solutions? Improved efficiency, greater effectiveness, and a built-in business continuity plan.
The Challenge
Through educational programs and social services, Educational Alliance helps over 50,000 New Yorkers build better lives at over 13 locations throughout New York City. Despite the organization’s success, they were struggling to efficiently manage HR documents for over 600 employees, almost half of them seasonal workers. Their HR documents were overflowing in filing cabinets and boxes throughout the office, onboarding new and returning employees was cumbersome, accessing paper files was time-consuming, and there was no remote access to critical documents during natural disasters.
Due to their large number of youth programs, Educational Alliance faced many surprises and planned audits, which sometimes occurred at the same time and always required immediate attention. Their paper-based document system did not make the process easy. An HR staff member had to bring the requested documents to the auditors, sometimes remain with them, and then bring the documents back to re-file. Educational Alliance wanted to minimize, if not eliminate, this time-consuming problem.
As a result of a forward-thinking COO joining the organization combined with an upcoming office renovation, EA knew they needed a digital solution to improve efficiency in their HR department. They researched several document scanning and document management providers and even considered scanning documents themselves before they chose to partner with MetaSource.
The Solution
MetaSource provided a combination of scanning services and document management software to solve EA’s efficiency challenges. Over 1,900 multi-page HR files were sent to MetaSource’s facility, where first and last names were scanned and keyed. Additional index fields were automatically populated with data from EA’s payroll system, which was pulled down by MetaSource and matched to each employee’s file. The fully indexed files enabled EA’s staff to conduct document searches much more efficiently.
After indexing, the digitized files were uploaded to FileBound On-Demand cloud document management software, giving EA’s staff access to documents from any computer or mobile device at any time, from anywhere.
Within FileBound, e-forms were created for job applications to be completed at EA’s offices. Data sharing between FileBound and EA’s payroll system allowed for automatic recognition of re-hires based on social security and address matches. When a match occurred, the remaining fields were automatically populated for review, approval, and submission by the applicant. If there was no match, a new applicant completed the e-form specific to the position they were applying for and submitted it electronically for review. Once hired, the data was pushed into EA’s payroll system, eliminating the need for manual data entry. To ensure that employee statuses were correctly identified in both systems, MetaSource began downloading EA’s payroll system data and pushing it to FileBound on a weekly basis.
Once the HR files were digitized and the onboarding process streamlined, EA sent all of their mandatory and compliance papers to MetaSource for scanning, indexing, and uploading into FileBound, further leveraging their investment in the software.
The Benefits
Educational Alliance’s management was so happy with MetaSource’s solution and the benefits it provided that they rolled it out throughout the entire organization. MetaSource scanned and indexed several file types for EA, including program, fundraising, donor, and accounts payable documents, and uploaded them to FileBound. Now, new paper documents are scanned by EA staff and uploaded to FileBound, ensuring optimal efficiency throughout the organization.
Improved Efficiency
- Immediate and easier access to hundreds of digitized HR files
- Data sharing between document management and payroll software, eliminating manual data entry and repetitive processes
- Elimination of paper transactions, enabling HR staff to devote their time to strategic partnerships
Streamlined Onboarding of Seasonal Employees
- Automatic job application form selection and completion
- 50% onboarding time reduction
- Simplified process for onboarding returning employees
Successful Audits
- Significant performance improvement on planned and ad hoc spot audits
- Virtual clipboard creation, providing auditors with automated access to what they need and streamlining responses
Space Savings
- Elimination of 11 five-drawer filing cabinets and multiple storage boxes
- Office space reallocation
- Office renovations, providing employees with a sleeker, cleaner work environment
Remote Access for Business Continuity
- Easy access to HR files from any computer or mobile device, at any time, from anywhere
- Ability to respond to audits and run reports remotely
- Remote functionality for reviewing employee applications
About Educational Alliance
Educational Alliance, a 125-year-old New York institution, is a vibrant, dynamic organization serving New Yorkers with programs and services that embrace innovation and build community. From their beginnings as a place for Jewish immigrants to learn how to acclimate to the U.S., Educational Alliance serves everyone regardless of the language they speak, where they come from, or socioeconomic status. To date, Educational Alliance has helped 4 million New Yorkers to live a better a life with arts and culture, education, health & wellness, and social services.
About MetaSource
MetaSource delivers intelligent document management, workflow automation, and business process management solutions to help organizations streamline processes, ensure compliance, and improve efficiency. With over 30 years of experience, MetaSource successfully meets enterprise needs with secure, reliable software and managed services.