By Use Case
Founded in 1978, B&M operates over 600 stores with around 28,000 employees. Many of their processes couldn't keep up with the company's dynamic expansion course of the last years, particularly in HR. B&M now uses a digital document management system (DMS) to control all onboarding processes, saving the HR team many hours of manual work.
In the past, new employees had to complete various paper documents in each branch during the hiring process. These were then sent to the head office, where the data was manually transferred to their personnel and accounting system. Since each new employee could only start work after this registration, B&M wanted to reduce processing times.
In times when there were many new hires, the negative consequences of the lengthy paper-based processes were felt considerably. When there were numerous new hires around the same time, B&M strongly felt the drawbacks of using long paper-based processes.
The HR team was also looking for a simple-to-use solution that would comply with the latest legal regulations. A digital solution was needed to handle approval processes dynamically and provide greater transparency for filing and workflows. Several years earlier, B&M had upgraded its printing and copying equipment with the help of a large technology company and document management specialists. After intensively analysing the situation, DocuWare was recommended as the right solution for the processes in the HR department.
What were once manual tasks are now handled by fully automated workflows thanks to the DMS. New employees can now be onboarded within a few hours — instead of weeks. Without process automation, we would not be able to meet the new legal requirements for onboarding.
IT Director, B&M Retail, Liverpool (UK)
DMS reduces processing times to a few hours
Time is precious, especially during rapid expansion, so a simple yet efficient workflow was established.
Registration documents filled out by new employees were scanned in the individual stores, transferred to DocuWare file cabinets and then processed electronically by the head office. Even this initial solution enabled the company to hire new staff within a few hours instead of waiting several weeks for paper documents from the HR department, as was previously the case.
The processes were then further digitised, step by step. The DocuWare team continually consulted with managers and users, helping fine-tune the technological framework for digitising onboarding and meeting the customer’s needs.
Today, for example, individual stores use web forms for registration, which newcomers fill out and sign on a tablet. Transfer to the DMS is no longer necessary, as the documents are instantly archived in the document pool after being filled out with all the important index fields.
DocuWare then informs the HR department at the HQ in real time about the availability of new personnel files, so employees are now instantly set up in the system.
Hundreds of new hires per week? No problem!
Digitising their onboarding process brought the company several benefits. With digital workflows, nothing stands in the way of the retail chain's strong growth. When larger stores are opened, B&M can hire hundreds of new employees within a week.
DocuWare ensures efficient workflows even during busy periods. With electronic file exchanges, the personnel team can focus on handling requests. The system securely logs all processes and documents in the digital file cabinet, allowing employees from any location to easily track the status of their files and records.
The company is already planning to expand the use of DocuWare to include other processes, such as purchasing, approval of incoming A/P invoices and logistics to take advantage of the full potential of DocuWare.