Deeper Dive

Additional details on process improvements and change management involved in the most notable projects.

Freelance - Multiple Organizations

Employees from three different companies needed to clock in at a single location, which was cumbersome and hindered disciplinary actions for attendance issues. The resolution involved building a new HRIS (Human Resources Information System) that integrated payroll, time, and attendance functionalities.

Key features of the new system included:

Mobile App Integration: A mobile application was developed that allowed employees to clock in as they entered their respective buildings. This eliminated the need for all employees to gather at a single location, thereby saving time and improving efficiency.
Geo-Caching Technology: The mobile app utilized geo-caching technology, which likely means it used geolocation services to verify that employees were physically present at their designated work locations when they clocked in. This ensured accuracy and prevented fraudulent clock-ins.

Rite Aid

Issue 1: Training Efficiency in Distribution Centers

Issue: There was a need to reduce employee downtime and efforts in distribution centers while maintaining compliance with training requirements.

Resolution: Training centers with computers were set up within each distribution center (DC). A monthly training schedule was established to ensure employees could fulfill training requirements without working overtime. This setup allowed associates to train on-site, minimizing downtime and ensuring operational needs were still met.

Key Points:

On-site Training Centers: By providing computers in each DC, employees could undergo training without leaving their work premises, reducing downtime.
Monthly Training Schedule: This structured approach ensured that training requirements were met consistently without the need for overtime, optimizing workforce management.

Issue 2: Streamlining Health and Safety Stipend Process During the Pandemic

Issue: Managing the health and safety stipend process for pharmacies and stores in New York during the pandemic was inefficient and labor-intensive.

Resolution: An automated solution using Microsoft 365 Forms was implemented. Employees could complete forms electronically, which were then processed to generate dynamic Excel reports and heat maps. This streamlined the reporting process significantly, reducing the processing time from 40 hours a week with 8 temporary employees to just one hour per week with one internal staff member.

Key Points:

Automation with Microsoft 365 Forms: The use of electronic forms replaced the manual, fax-based process, improving efficiency and accuracy.
Dynamic Reporting: Generated Excel reports and heat maps not only simplified internal reporting but also met the requirements for reporting to the New York Health Department.
Resource Efficiency: Drastically reduced the number of hours and temporary staff required for processing, resulting in cost savings and operational efficiency.

Discover Card

Issue:

High reporting errors and inefficiencies in enterprise program reporting.

Resolution:

Implemented a dashboard automation system for enterprise programs.
Achieved over 40% reduction in reporting errors.
Created project plans, communication matrix, change management strategies, and developed budgets for program delivery.
Increased department satisfaction rates by 25%.

Oerlikon

Issue:

Seven recently acquired US organizations operated on disparate payroll and benefits platforms without a unified HRIS.
Managers had to manually enter and calculate payroll for field employees, leading to numerous errors and inefficiencies.

Resolution:

Streamlined all policies and procedures to ensure continuity and transparency across the merged organizations.
Created Standard Operating Procedures (SOPs), Key Performance Indicators (KPIs), and policies to reduce administrative waste.
Established a centralized corporate HR/Payroll office for the US located in Schaumburg, IL.
Implemented a mobile app with geo-caching for field employees to automate timekeeping and payroll entries.
Achieved a reduction in errors and costs by more than 40% within the first two months after implementation.

Issue:

All seven companies were relying on a third-party vendor for medical benefits, leading to errors across various aspects such as FMLA, dependents, life insurance, and flex benefits.

Resolution:

Established a data warehouse to consolidate and manage benefit-related data.
Loaded, cleaned, and thoroughly tested the data to ensure accuracy and reliability.
Implemented rules for benefits administration to standardize processes and minimize errors.
Conducted User Acceptance Testing (UAT) for open enrollment and payroll integration across multiple locations including Germany, Switzerland, and Canada.
Successfully executed a seamless open enrollment process, leveraging the data warehouse and standardized rules to enhance efficiency and accuracy in benefits administration.

Walgreens

Issue:

Lack of a system to track and report OSHA incidents resulted in numerous large fines at distribution centers due to incorrect or missing reports.

Resolution:

Partnered with ProcessMAP to implement a secure and accurate incident reporting system.
Implemented the system across all distribution centers and stores, covering 250,000 employees.
Successfully eliminated OSHA fines by ensuring compliance with incident reporting requirements.

Quill/Staples

Issue:

Quill was adding approximately 2,500 new items to their website annually through a manual and time-consuming process.
There was a need to diversify product offerings beyond paper and ink.

Resolutions:

Formed a team of 11 members to develop a bridge between Quill's existing system and a company in India for managing new content.
Established a partnership to leverage the company in India for uploading over 1 million new items across all four Quill websites.
Extended support to Staples, Quill's parent company, to implement the same project on their website.