Hunter’s Stew

Putting everything left in the fridge in one pot and hoping it turns out is the foundation of a hunter’s stew. Although that may work for food—occasionally—it doesn’t typically work in business. In 2009, a large health services organization had the challenge of folding 11 smaller health entities into one. These health entities provided care services to citizens from cradle to grave. By combining, they could provide better services to their clients. But now with more than 130,000 employees, the organization found dealing with human resources was a major hurdle. Since each entity had its own HR staff and way of doing things, keeping records in a dozen different ways with piles of files was a nightmare.

Although a few of the smaller HR departments kept digital records, some still relied heavily on paper and physical storage. Even for those that did have a digital solution, the systems were all over the place. Some kept records on shared drives, others with basic and complex systems, but ultimately, they had a range of unique processes and systems. Because so many of these systems still relied on paper, more than 1,000,000 documents were being hand keyed every year. This was definitely a hunter’s stew that was not working.

One Cohesive Solution

Over a two-year period, the team at DoxTek helped the organization pull the elements together into one cohesive system. OnBase provided the backbone that put everything in its place. Now, access to the digital files could be from anywhere. Two central hubs replaced the smaller HR units to improve efficiencies. And of course, the entire system was optimized for security and compliance.

Unexpected Benefit

But then something unexpected began to emerge.

Patterns that showed which forms were being used properly took shape. Within the HR team itself, it became evident which individuals were performing at a higher level than others. With that information in hand, HR leaders began to develop systems to identify the best practices employed by the high achievers. Using those best practices, systems were implemented to help others improve. And with new documents being added constantly, speed and accuracy were critical.

Having HR information easily accessible, secure, and reliable was the first step in the organization’s new system. Using that information to create innovative processes to improve employee performance and experience took things to a whole new level. More innovation is possible just by utilizing the HR information they already have at their fingertips.

With Doxtek’s help, the organization’s HR system looks more like fine dining than hunter’s stew.