Ever feel like you’re wrestling with a system that’s more of a hindrance than a help? Like you’re pouring precious time and resources into outdated processes that just don’t deliver? This is the story of New Horizons Kids Quest, and how they transformed their HR operations from a source of frustration to a model of efficiency, all while saving a significant $60,000 every single year.
Meet Lee Coon, the IT Director with a knack for finding better ways, and Rachel Perez, the Corporate Counsel focused on smooth operations and compliance. They faced a common challenge: their existing HRIS (Human Resources Information System), People Matter, was no longer meeting their needs.
Imagine the scenario: managing the entire employee lifecycle – from application to onboarding – on a platform that wasn’t quite up to the task. While ADP handled payroll, the core HR functions were causing headaches. Think about the time spent navigating a system that wasn’t intuitive, the potential for errors creeping into important records, and the overall feeling that there had to be a better way. Rachel, responsible for the legal aspects of the business, likely felt the pressure of ensuring everything was accurate and auditable within a less-than-ideal system. Their pursuit was clear: a streamlined, efficient HR system that would free up their team to focus on what truly mattered – providing exceptional experiences for kids.
Enter Laserfiche, an enterprise content management system with the power to do so much more than just store documents. Lee and Rachel saw the potential to completely revolutionize their HR processes. This wasn’t just about a software switch; it was about reimagining how they managed their most valuable asset: their people.
The transformation was significant. They completely replaced People Matter with Laserfiche, a move that might seem daunting but ultimately delivered incredible results. Here’s a glimpse into how their new solution was “much better”:
Centralized Job Applications:
Instead of a scattered approach, they created simple, direct links on their website for teammate positions. Using URL variables, the system now pre-populates hidden fields with crucial information like the center number and position, customizing the application effortlessly. This streamlined process improved the candidate’s experience and made it easier for their team to manage applications.
Automated Notifications and Tracking:
Once someone applies, the system now sends automatic notifications to the center director and district manager, even tagging Rachel. It creates applicant folders and inserts information into an SQL database, providing a centralized and organized way to track candidates. A link to the application is also conveniently included in the notification email.
Efficient Onboarding:
The new system boasts a comprehensive onboarding process, including a job application dashboard that allows centers to easily view and manage applicants. They implemented features like remote signatures for onboarding documents, eliminating the need for new hires to make unnecessary trips just to sign forms. The system even handles background checks, approvals, and notifications, streamlining a traditionally time-consuming process.
Integration and Automation:
Lee ingeniously integrated Laserfiche with other tools, like Adobe Sign for electronic signatures, and even built custom applications interacting with their SQL database to enhance functionality without requiring full Laserfiche licenses for everyone. This level of automation reduced manual tasks and the potential for human error significantly.
Data-Driven Insights:
By leveraging their SQL database and tools like Power BI, they gained powerful insights into their HR data. This allows them to track applications, monitor onboarding progress, analyze turnover, and even calculate cost per hire. This data-driven approach empowers them to make more informed decisions about their workforce.
The bottom line?
By strategically replacing People Matter with a customized Laserfiche solution, New Horizons Kids Quest achieved more than just a software upgrade. They saved a remarkable $60,000 per year and ended up with a “much better solution”, one that is more efficient, streamlined, and tailored to their specific needs. This story is a powerful reminder that sometimes, taking a bold step to replace an outdated system can lead to significant cost savings and a far more effective way of doing business. Just like a compelling story keeps you hooked, the right technology can keep your business running smoothly and efficiently.
