The Kwik Trip HR department needed help streamlining its operations. Having already implemented OnBase in their accounts payable (AP) department, the company knew that deploying the solution in HR could improve file management and create greater transparency.
With OnBase, each individual HR employee can now access and view the same information.
“OnBase is the central unit for all sub-functions in HR to have a single view of employee information,” said Sarah Jilk, Kwik Trip’s OnBase administrator. “Previously, these sub-functions were very siloed. Documents could be sitting on somebody’s desk for four days before anyone even knew about it. (OnBase has) given them a lot of visibility into the documents in a better timeframe.”
Additionally, each unit within HR has their own custom search built into OnBase that provides instant access to the specific files they need.
With 98 different document types, HR is the company’s largest document repository. Now that all of those documents have been digitized, the rooms they used to inhabit have been converted into additional workspaces for employees.
Another issue with the company’s previous all-paper HR processes: Documents for new employees were sent by truck mail from the various stores, which meant receiving the documents took longer than necessary, and deliveries could be thwarted by adverse weather conditions.
Then Kwik Trip rolled out a store scanning system.
“All of the stores have a scanner now,” Jilk said, “and we use a sweep process from FTP to bring in documents from the stores into OnBase within five minutes. We have a lot of systems in play, but keeping all of our documents in OnBase gives us an easier way to move forward.”
Employee-initiated requests, like mileage reimbursement and status changes, can now be done using simple, standardized online forms. This not only accelerated processing, but has allowed Kwik Trip’s HR department to eliminate five Microsoft Access databases.
Document retention and file management are two other highly important functions that have improved.
“When we updated our system, we were finally able to do purging effectively,” Jilk said. “Now we can create rules for document retention that allow us to automatically purge documents after their termination date.”
Getting users up to speed with the new functionality of OnBase proved simple with the company’s premium training subscription. Supplied with highly effective training videos, new users “are able to spin up forms and modify processes with no help at all,” Jilk said.
Kwik Trip’s on-premises OnBase solution houses an impressive two million HR documents containing sensitive employee information. With role-based security built into OnBase, different users can have different access to documentation based on their HR function. For example, role-based security is used for garnishment and I-9 documents, allowing access to only four people in the company.
“I have 100% more confidence in the security of information,” Jilk said.