Process Improvement - HR Onboarding and Paper based forms

Process Improvements

Children and Staff onboarding - Nursery with >1000 children at 5 locations

Problem Statement #1

Multiple paper forms used to onboard new and existing children (3 times a year) for nearly 1,000 children at 5 nursery sites. Time spent on onboarding each child about 45min. Information captured is then manually entered into multiple systems by each nursey manager allowing less time to develop the business and manage on site issues

Solution:

1. Discussed and documented the entire process identifying inconsistencies between various nursery sites including interpretation of regulatory guidance by different nursery managers.
2. Introduced web based form to allow paperless capture of information avoiding the entire manual data capture at child onboarding.
3. For less IT savvy parents, few iPads/tablets were introduced on site to capture information digitally.

Benefit:

Time Saving of 30k hours across 5 nursery sites - allowing for more focus on business development resulting in 15% increase in nursery admissions.



Problem Statement #2

Manual Staff checks every quarter. The law requires to perform regular checks on staff in case of any changes to their criminal record. The management maintains a manual notebook of 40+ staff across 5 nurseries and has to manually apply for the checks every quarter. There is a risk of forgetting to check someone in time and facing a fine or inquiry from the local government.

Solution:

1. Created a database of employees on SharePoint to ensure no employee is missed from the check.
2. Furthermore, a workflow was created on SharePoint using Power Automate which will automatically be triggered at set time and sent a pre-configured email to the company that carries out the criminal record check (DBS).
3. Once the check results were emailed back, SharePoint rules were used to save the check results against the employee.
4. A SharePoint dashboard was created for management which would show how many employees have had their check refreshed in past 3 months including which ones passed. If any check would come back as a fail, then an email would be triggered directly to the nursery site manager and the HR manager to allow for immediate action. 

Benefit:

Delays in staff checks reduced by 90% and compliance with government regulations obtained whilst keeping the children safe