Streamlining Workforce Management

The challenge

Familiar with the business benefits of cloud technology, BigChange was keen to provide their employees with the same level of technology consumerisation their customers experience.

With a headcount of just over 100 people and plans for rapid global expansion, BigChange opted for a Sage People select implementation.

Despite being an ambitious software company, BigChange was relying on various spreadsheets and other disparate systems to manage its growing workforce. There was no single source for managing their people data.

In the absence of an existing HRIS, data was inconsistent, and the HR team was overrun with paper-based administrative tasks. The HR Manager was acutely aware of the need to bring HR onto an HRIS that would automate processes and meet the company’s data security requirements. Implementing Sage People was the most logical way to optimise company processes and accommodate its plans for expansion.

The process

The first step involved Silver Cloud introducing the Sprint Methodology to BigChange. This involved delivering the project in agile sprints, so that any issues could be addressed in a logical way without losing the project pace-of-action.

This was particularly useful for BigChange as their HR Manager was the main contact and project manager. With limited resource available, Silver Cloud provided clear and timely guidance throughout the entire project. This included tackling data quality. With a large amount of data requiring inputting into the HRIS, it was not practical for the existing HR team to key-in this information. It would take far too long and would jeopardise the project timescales. As a solution, the HR team input the basic employment information for each employee and created engaging communications to encourage employees to update their personal information when they logged into the system for the first time.

We also created a vibrant branded communications page, full of notices, social events, summary processes and important company documents. A place where employees could access the information they need, when they need it.

Working with BigChange’s HR Manager, we identified processes that could be automated. This included the flagging of review dates to line managers, formula fields to auto-populate data, as well as automating various onboarding and offboarding forms. Performance reviews incorporating BigChange’s five core values were also introduced to reinforce the company’s culture and service offering..

The results

BigChange has a single source of truth, allowing them to hold and report on all employee data securely, in one place. The HR team can clearly view and manage all their employee data; something they simply didn’t have full oversight of before.

Their communications page receives positive engagement and has played a proactive role in driving employees to the portal.

In terms of automation, the solution has given the HR team a new lease of life. Free from the administrative burden faced before, the HR Manager is able to focus their efforts on developing the HR function and supporting the organisation’s future growth plans. This includes expanding into France, US, Israel and Ukraine.