NEWSLETTER
DIGITAL TRANSFORMATION FOR YOUR SCHOOL
Change your Human Resources processes from paper to digital
When we are invited by a school to discuss how OrgView can help with improve the efficiency of the human resources processes, we ask a simple question.
“How are you currently managing your HR processes”. The answer is roughly like this…
“…It’s very manual and extremely time consuming. We use paper forms for leave, timesheets, professional development and probation reviews. We use Excel to manage our compliances. Our staff data is in the payroll system and school management system, but it is manually entered.
During the year, we send out over 400 emails to onboard, crossboard and offboard staff. For new staff, we attach over 8 pdf documents and email the person. They then download the documents, print them, signs them, take photos or scan relevant details, and then return them to the school via email.
We have no idea where the process is up to and we often follow up to see where the candidate has got to, or that certain documents have not been provided.
When we have all the documents, we enter the data into our school management system and then send Payroll the relevant documents for them to manually enter data into the payroll system. We email the relevant service department to complete tasks and then hope everyone has completed them before the new staff member arrives on their first day. Overall, one onboarding can consume over 8 hours of time for all people within the school – and that is when things go smoothly.
Leave requests, timesheets and PD requests are all paper based, and these are left for the relevant manager to review and sign. Leave and Timesheets are sent to Payroll for them to review and enter data into the payroll system. Any leave requests that would result in the staff going into negative balance slows the process down or errors in the timesheets mean that staff do not get paid. Again, it is a huge overhead of all staff…”
… the story goes on with Probation Reviews, managing Compliances, requests for information from the Principal, Business Manager or HODs.
Does this sound familiar?
If you are using manual means – paper; excel; rekeying data – for managing all your human resources processes at your school here are some reasons to consider an alternative.
A Human Resource Management System (HRMS), such as OrgView, offers several benefits for schools:
Data is stored in one secure location and accessible any time
OrgView, centralises all employee data and documents in the Cloud, making it accessible from a single and secure platform. This streamlines all processes and ensures data accuracy by preventing multiple ‘sources of the truth’. Access to data and functions is managed by role-based security, ensuring that access to sensitive data is restricted.
Be More Efficient and Productive
By automating time consuming and routine tasks, such as Onboarding, submission and approval for leave, timesheets, PD and more, OrgView frees up time for HR, Payroll, service departments, Managers, HODs.
OrgView can eliminate repetitive work, reduce human error, and increases transparency between departments.
The benefits of having an organisation chart that is updated automatically with every change of staff might appear trivial, but the number of hours spend manually creating an org-chart is massive. OrgView provides that at a click.
Employee Self-Service
OrgView provides the perfect portal to enable employee self-service.
Employees can access their information, request leave, professional development and others; submit timesheets, and manage onboarding independently, improving engagement and satisfaction.
Managers can receive requests for approval and manage their teams with minimal effort. This greatly reduces the time within the HR Department, fielding questions from staff and managers, which means that your HR Advisors can concentrate on value-adding tasks to better align the HR processes to ensure they are meeting your strategic goals.
Improved Hiring and Onboarding
OrgView facilitates the submission and tracking of the onboarding processes with the seamless contract generation; predefined workflows and templates; scheduled tasks for maximum efficiencies; Data is captured digitally in a timely manner.
Dashboards allow HR to see the stage where each onboarding is, reducing the ‘wait-time’ with follow-ups.
Probation Reviews are managed in a timely manner with all details captured digitally. All this helps streamline hiring and ensuring a smooth transition for new employees, giving your school a professional and caring outlook.
Simplify Employee Management
Managing employee records, documents, notes, probation and performance reviews, and benefits becomes easier with OrgView as it centralises all relevant information, with appropriate email reminders and dashboards making it accessible when needed.
Make Fewer Mistakes
Automation and integration with the school management system and payroll system reduces the chances of errors.
One major benefit that OrgView offers is the OrgView – Synergetic Integration Module, which provides the capability for all manner of data entered into OrgView to be synchronised into Synergetic, resulting in accuracy and consistency of data across all areas of the school.
Simplifies Compliance with Regulations
OrgView can help you stay compliant with all laws and regulations. It automates email notifications to staff, managers and HR for non-compliances.
Required compliances can be linked to positions, ensuring that as staff are engaged into the position, there is an instant reminder if staff are non-compliant.
Analyse Data to Improve Decision-Making
OrgView provides real-time data and reports on workforce metrics, performance, and compliance. With over 50+ built in reports and the adhoc-report generator, this data-driven approach helps your HR team, and managers make informed decisions and plan for the future.
OrgView is a cloud-based HR system that enhances productivity, employee satisfaction, and overall organisational effectiveness. It’s a strategic investment that empowers your HR teams to focus on strategic initiatives while efficiently managing day-to-day operations.
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