Yass Valley Council in New South Wales is achieving management efficiency with new software.
Implemented in November 2015, the system has delivered significant improvements in the overall efficiency of the Human Resource’s (HR) business processes.
The MAGIQ Documents suite is a web-based electronic document and records-management software package. The overall simplicity and intuitive design of the software means it is very easy for staff to learn and use.
The package provides Council with a single and central place where staff information is securely stored making it easily accessible. There is no need to search through multiple directories, filing cabinets or across desks to find various documents relating to a staff member – everything is now held centrally.
Yass Valley Council, using MAGIQ Documents, is implementing a fully automated workflow process to efficiently manage the process of staff recruitment, induction and termination. These processes were previously managed through paper-based forms, which went from desk to desk, and were often misplaced or hidden in over-loaded in-trays.
The new software is helping Yass Valley Council to reduce email volume and get documents out of people’s in-trays and into the system, which means there is far greater visibility around HR processes.
Timely sharing of information across the organisation has also been made much easier, particularly in relation to Council’s recruitment process. A folder is created within MAGIQ Documents, for the position being recruited, and then access rights are assigned to each member of the recruitment panel.
All of the relevant position and candidate information such as the position description, applications and resumes are stored centrally in this folder for each panel member to access as and when they need it. Automated email alerts let the panel members know when documents in the folder are updated or new documents added.
This is a much more efficient process than providing people with paper copies or having the HR team repeatedly emailing copies of documents to the various panel members.
The automated email notification of tasks within MAGIQ Documents is a very powerful and effective way to ensure tasks are dealt with promptly and within the required timeframes. The program also allows a task to be escalated or re-allocated, with full visibility around the status of a task.
Previously, email or paper-based documents were used for task requests and if a request to complete a task is overlooked or misplaced it can create a degree of business risk.
