Background
The most profitable division of a billion dollar company is a global provider of cloud-based human capital management solutions that unite HR, payroll, talent, time, tax and benefits administration. The company, which serves 620,000 clients in 125 countries, is a leader in business outsourcing services, analytics and compliance expertise.
The solution offered by the HR outsourcing company makes the lives of business owners easier by managing the tedious, yet critical, details of HR management and benefits administration. However, the global services company found itself in a bind when initiating professional employer organization (PEO) contracts because of the time it was taking to process new employee paperwork.
Challenges
In order to activate a new PEO agreement, the company has to process all necessary paperwork for every employee. That documentation includes I-9 eligibility and W-4 withholding forms, insurance forms, employee census information and other required paperwork. Each piece of paper must be indexed and linked to the individual employee and the client company, then stored in the company’s digital archive.
Before contacting zPaper for an automated solution, onboarding could take a week or more. With the zPaper solution, processing now can be completed the next day.
Before contacting zPaper for an automated solution, onboarding could take a week or more. Physical documentation was being sent to a centralized facility for processing, which took time and required a high level of manual input before indexers in a remote location could create a paperwork profile for each employee.
Solution and Results
The trusted HR outsourcing company turned to zPaper in 2010 to craft a custom solution to speed document processing worldwide. zPaper created a system called CaptureBin that indexes scanned documents for easier sorting and verification of new employee paperwork, as well as supplemental documents such as wage garnishments. It also links seamlessly with the company’s HR information system, its issue tracking system and email so issues that arise can be quickly dealt with. These legacy systems now have seamless access to documents as well.
The CaptureBin solution indexes the electronic documents on the front end, prepopulating such information as employee name and Social Security number. It then sends the document to a queue for the appropriate remote worker for processing. Instead of one worker completing all documentation for a single employee, the work is broken up by individual forms. Based on the workload, queues can also be managed intelligently.
zPaper’s CaptureBin is tightly integrated with the company’s HR information system, its issue tracking system and its email system. Once all documentation has been verified, it automatically routes to the archive system. One essential improvement to those systems is that each document is linked to the correct record. This prevents a need for ad-hoc searches.
Scanning and indexing documents on the front end saves time and allows remote workers to begin verification sooner. As a result, processing now can be completed the next day. What’s more, the solution has grown the employee count from 180,000 to 300,000.
zPaper CaptureBin Solution Results
•Paperwork indexing accomplished by next day
•Physical documents scanned/shredded at local level
•Highly automated process grows with the company
Paperwork for every new employee now goes through zPaper’s CaptureBin, which is readily scalable and has reduced the amount of time required for new employee paperwork processing time from days to hours.
As a result of zPaper’s solution, all contracts are processed more quickly; therefore, revenue for the company is recognized at a much faster pace. Manual HR processing and downstream operational problems at ADP have now been improved with zPaper index. Furthermore, management and business owners can enjoy peace of mind.
