Simplification through automated processing
Page Personnel is a French subsidiary of PageGroup, acknowledged leader in the temporary staffing business in many countries thanks to its four brands: Page Executive, Michael Page Interim Management and Page Personnel. Page Personnel head hunts and recruits managers, technical staff and professionals for temporary posts in various fields of business.
Around 12,000 temporary employees are selected every year to meet the needs of the company's 4,000 clients. These employees, hired and salaried by Page Personnel, benefit from an administrative apparatus staffed by a dedicated back office management team. Contract, pay slip, medical clearance and job tracking are among the documents in the record held of every temporary employee on the company's books.
Not to mention their time sheet, which is the indispensable basis for paying for the temporary employees' services. Approximately 3,000 time sheets are sent to Page Personnel every month, however the information sent by traditional mail or e-mail still needs to be re-entered in the system. The procedure is painstaking, time-consuming and sometimes a source of errors, not to mention misclassification or lost documents and the heterogeneous nature of the incoming data formats. Page Personnel wanted to automate and enhance the efficiency of processing the time sheets of its temporary employees.
The OnBase content management system was selected by the company's financial department following market scouting and a traditional call for tenders.
Rolling out the OnBase solution addressed the concerns of the Page Personnel management. The increase in efficiency and error management were measured across all stages of the process. The time taken to capture data was reduced and the validation process greatly simplified. Searching for records and documents has also been hugely improved. Introducing OnBase allowed the company to automate the processing of 120,000 time sheets annually, the equivalent of 80% of all time sheets sent in by the company's temporary employees. This is the first step towards global virtualisation of the document work flows at Page Personnel.
OnBase forms the vital cornerstone for Page Personnel to firmly establish electronic document management in the company. The company is now aiming for the next level by modernising its tools and automating its HR activities. Next, it will pool time sheets and billing in a shared workflow to provide clients with a better overview of the services provided. Page Personnel also intends to flank OnBase with a secure archiving policy so it no longer has to rely on third-party archiving for all its documents. On a more general note, the staffing expert aims to pursue its digital transformation with the help of a central flexible tool linked to its ERP jobs.
Numerial made a very professional impression on us from the first. The team was competent and on the job from start to finish of the project, which we opted to manage with their support. We moved from manual procedures to an automated processing chain that lets us collect the docu¬ments sent to us, then identify, index, classify and store them. The new organisation simplifies data searches for reporting purposes and tracking the jobs of our temporary employees. Not only has the OnBase solution perfectly fulfilled its role in the time sheet virtualisation process, it has also turned out to be so versatile that other ways of using it soon sprang to mind.
Project Manager, Page Personnel