Yass Valley Council in New South Wales has achieved significant business efficiency gains by automating and streamlining the organisation’s HR processes using the MAGIQ Documents system.
Yass Valley is located in south-eastern New South Wales, about 280 kilometres south-west of Sydney and 60 kilometres north-west of Canberra. Council provides services to a community of 16,564 people across the town of Yass and villages of Binalong, Bookham, Bowning, Gundaroo, Murrumbateman, Sutton and Wee Jasper.
The MAGIQ Documents suite is web-based electronic document and records management software. The overall simplicity and intuitive design of the software means it is very easy for staff to learn and use, which leads to excellent take-up and adoption.
Yass Valley implemented MAGIQ Documents in November 2015 and Grant Cooke, Organisation Development Manager at Yass Valley Council says the system has delivered significant improvement in the overall efficiency of HR’s business processes.
“MAGIQ Documents provides us 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 in MAGIQ Documents,” said Grant.
Using MAGIQ Documents, Yass Valley has implemented a fully automated workflow process to efficiently manage the process of staff induction and staff termination. According to Grant this process was previously managed through paper-based forms, which went from desk to desk, and were often misplaced or hidden in over-loaded in-trays.
“When a staff member leaves the organisation there are a number of standard tasks that need to be completed by various people across the organisation. Such as the return of keys and uniforms, removing access to business systems, provision of termination notices, changing of passwords, and it might require up to 10 people to complete those tasks.”
“Now we use an electronic form within MAGIQ Documents which is automatically sent to each staff member requesting they complete their required task. This is working brilliantly for the HR division and has significantly improved business efficiency,” he said.
“MAGIQ Documents is helping us to reduce email volume and get documents out of people’s in-trays and into the system, which means we have far greater visibility around our HR processes,” said Grant.
Timely sharing of information across the organisation has also been made much easier using MAGIQ Documents and Grant points to Council’s recruitment process as an example.
“We simply create a folder within MAGIQ Documents, for the position being recruited, and then assign access rights to each member of the recruitment panel. That’s 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.”
“Likewise, there is a range of information we are required to hold on staff that is confidential, such as criminal record checks.
MAGIQ Documents provides us with a highly secure environment to store that information, knowing we can be very confident that the information is accessible, however only to users with the rights to view it.”
Yass Valley Council has five staff in its Organisational Development team and Grant is delighted with the positive attitude of the team and the way they have embraced the new system.
“MAGIQ Documents offers brilliant flexibility and it’s very easy to use. I’m delighted with the initiatives the team has introduced so far. I believe we are just scratching the surface in terms of the potential for other business process improvements.