Case Study
The Carers QLD Case Study: Transforming a Workforce with Digital HR
When rapid growth threatened to overwhelm a paper-based system, Carers QLD chose a comprehensive digital HR solution. See how this move became a game-changer, enabling them to onboard hundreds of new employees, manage their workforce remotely, and streamline operations with a single, intuitive platform.
For a non-profit on a mission, every minute and every dollar counts. When Carers QLD needed to scale its workforce from 200 to 600 employees, its paper-based HR processes were no longer viable. By partnering with EmployeeConnect, Carers QLD adopted a comprehensive digital HR solution that not only handled rapid growth but also enabled seamless remote work and transformed its entire people management strategy.
The Challenge: The Paperwork of Rapid Growth
Before 2019, Carers QLD managed all of its HR functions manually, relying on a tangled web of word processing files, PDFs, spreadsheets, and endless paperwork. This manual system became a major obstacle as the organisation rapidly expanded.
Madonna, from Carers QLD, painted a vivid picture of the challenges:
“Carers was building an employee base from 200 employees to 600 employees and needed an HR system which would meet the multiple requirements of our organisation... Before using EmployeeConnect, all our daily work was transacted via word processing, pdf, and spreadsheets... We hired an extra 400 staff via manual processes; conducted recruitment with handwritten notes for interviews; sent out letters with onboarding packs in the mail, and requested the new employees to post or deliver them back. This was expensive considering the time it takes to collate paper and postage.”
The Solution: A Single Source of Truth
Carers QLD started its partnership with EmployeeConnect in early 2019, implementing a single, digital solution to meet its diverse requirements. The organisation began with a core product that included Workflows, and integrated it with ADP Payroll, Recruitment, and Performance Review modules to create a comprehensive and streamlined system.
As Madonna noted:
“We have forms that deal with Overtime; Study Leave Approval; Conflict of Interest Forms and Parental Leave, so that our staff can pass these requests onto management and payroll where required. We have set up Exit Interviews and First Impression Surveys to assess staff satisfaction/dissatisfaction.”
This digital-first approach laid the groundwork for a more efficient and resilient organisation.
The Solution: A Single Source of Truth
The transition to EmployeeConnect delivered transformative results for Carers QLD, enabling them to not only manage their rapid growth but also adapt to the new reality of remote work.
Enabled Seamless Remote Work: The digital solution was a “game-changer” during the 2020 lockdown, allowing the HR team to work from home, onboard new staff remotely, and process payroll without interruption.
Streamlined Recruitment & Onboarding: The recruitment module, integrated with Seek.com.au, provided a single, end-to-end process. The paperless onboarding module ensured new employees could easily access and accept policies and procedures from home.
“Onboarding has been a game-changer. It enabled the business to keep hiring when we were all working remotely during lockdown... It ensures new employees see all Policies and Procedures on their way into the organisation and they have to accept them... We find the onboarding very reliable.”
Improved Workforce Management: The system provided a complete database for tracking employees, with a company directory and clear visibility for managers. Employee self-service features gave staff control over their basic employment needs.
“It has had a positive impact... The Managers find it quite intuitive. Employees understand it and find it intuitive to use. They see it as a relevant and viable tool they use daily.”
Automated Workflows: The Workflow feature proved to be an essential tool, automating key processes from start to finish.
“It helps us to manage our people and business requirements in one place. To use workflows to push requests and manage them all the way to Payroll. It is the core basic part of the system we need... Workflow is amazing – can’t live without it.”
The Verdict: A True Partner for a Growing Business
The partnership between Carers QLD and EmployeeConnect is a powerful example of how a digital HR system can provide efficiency, security, and peace of mind. Madonna’s final comments underscore the strength of this relationship.
“It encompassed all of the HR modules/requirements... It is vast; meets the core criteria; helps us run our business efficiently; gives our staff control over their basic employment needs... We have very close relationships, and we value this relationship very, very highly.”
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