The East Baton Rouge Parish School System (EBR) is home to nine U.S. Blue Ribbon Schools, a nationally renowned Magnet Program, and some of the best high schools in the U.S.A, according to U.S. News and World Report. EBR is the second largest public school system in Louisiana, serving more than 42,850 students in elementary, middle, high, and charter schools. The EBR administrative support system, which includes the human resources and payroll departments, has 5,700 employees. Among other things, these departments are responsible for managing a multitude of employee records, benefit forms, payroll reports, and W2 forms.
With 70 traditional schools, six Superintendent’s Academies, seven charter schools, and the requirement to keep records secure over extended periods, EBR had a significant challenge. Records were stored in
multiple locations, often misplaced, and could be requested for an audit at any time. There had to be a better way.
“After witnessing another site using FileNexus® successfully, we knew it would work for us to save space, keep our records safe, and make them easily accessible” – Millie Williams, Interim Executive Director of Human Resources
EBR sought an electronic document management solution to help them save space, improve record security, and manage records more efficiently. What’s more, the technology had to be easy to implement and use, but fully capable being scaled to the enterprise. After witnessing the success of the FileNexus® Document Management System at another site, and seeing their integration with their existing Harris ERP System, EBR sought out Loris Technologies Inc. to help them with their challenge.
“We would like to see FileNexus® in every department and on every desktop, and I know FileNexus® will take us there.” – Jordan Clements, Supervisor of Payroll and Benefits & Nadine Witt, Systems Manager – Employee Data Systems
EBR now uses FileNexus® to capture, archive, and manage a variety of documentation for the HR and payroll departments, including:
• HR forms such as new employee forms, employee information change forms, historical personnel files, disciplinary documents, and evaluation forms;
• Payroll forms including payroll deductions, tax related change forms, and check run input documents;
• Electronic archival of payroll report streams, W2 forms, and payroll check stubs.
FileNexus® also saves time by automating the process of employee background checks, making records easily accessible for HR employees. During the payroll process, EBR’s Payroll Specialists archive all relevant documents to FileNexus®, allowing for immediate audits.
Archiving payroll reports to FileNexus® has dramatically reduced the paper trail. A single report may contain hundreds of pages, even though payroll staff may only need five or fewer pages. With FileNexus®, staff can electronically retrieve only the pages they need – no huge print jobs required. This process alone has reduced the monthly printing cost from $5000 to $2500.
“As soon as you capture a document into FileNexus®, it’s the original. It will always be there for as long as we need. It’s a comfort to know that I always have a back-up copy on FileNexus®.” – Jordan Clements, Supervisor of Payroll and Benefits
FileNexus® is integrated directly with EBR’s Harris ERP System – meaning that EBR is able to process new employees much faster than before. The integration into the Harris ERP interface also means that FileNexus® automatically sends out warning emails before a staff certification expires, resulting in faster workflow and less staff time.
EBR is preparing to implement FileNexus® for the entire “procure to pay” process. Records to be managed include AP invoices, POs, vendor checks, finance reports, and other AP supporting documents such as contracts.
Watch FileNexus® in action:
For more information on EBR please visit: http://www.ebrschools.org/.
The FileNexus® Enterprise Document Management System gives organizations, both large and small, the ability to capture virtually any type of document from any source (i.e. paper records such as maps, drawings, manuals, electronic files such as host generated reports, client statement streams, IVR recordings, etc.), index and compress them for secure archival and future recall—providing a single cohesive repository for all document management, workflow, archival and business continuity needs. Simple to use and learn, FileNexus® is designed to take advantage of existing infrastructure, minimizing project costs and reducing both IT and user training requirements.