Without the right resources, HR and Payroll departments in large companies can find themselves watching simple tasks take up time and money while making it difficult to meet compliance standards. Dave & Buster’s was one of those companies, processing over 250,000 employee documents a year in mostly manual systems.
Before OnBase, all of their paperwork had to be sent by FedEx to HQ where they were prepped and scanned by a single scanner then indexed manually. This process took them as much as four weeks each time and reporting and exporting data was limited.
In 2011, Dave & Buster’s took the leap and decided to deploy OnBase. In our first post recapping the Dallas OnBase UGM, we went over just how Dave & Buster’s Tackled their AP Processing Challenges with OnBase. Today, we’re diving a little deeper into their HR and Payroll solutions.
HR/Payroll with OnBase
Today, using OnBase, all employee documents are scanned directly by the store managers or at HQ where they are then added to a scan queue. By adding in cover pages with bar codes and keywords, they can auto-fill certain information during the indexing process, saving even more time.
By indexing each form as a Document Type they can assign keywords like records of discussion, certifications or payroll deduction and tax forms to help further sort and manage the different files. When it comes down to reporting and searching through these files for evaluation scores or expiration dates, they’re able to capture the additional data needed to properly complete their reports.
By moving these processes over to OnBase, Dave & Buster’s decreased the number of processing hours to 80 a week, increased compliance for reporting, decreased the cost of paper and shipping and improved store manager’s access to their employees’ files.
HR/Payroll with eForms
Before adding eForms to their OnBase system in 2013, Dave & Buster’s was requiring a Personal Action Notice to be sent to Payroll for any changes to employee personal data, pay and employment data. These handwritten forms were then faxed or mailed into HQ and manually entered into the HRIS system (PeopleSoft.) Not only was this a long process, but it also resulted in delays and errors.
Today, they process close to 27,000 eForms a year through OnBase. After being completed on the eForm, the change requests are routed to and approved by the Payroll admin responsible for that location using workflow queues.
Some of their eForm types include Additional Pay/Deductions, Job Information, Personal Information and Termination Information. Using Logic, the changes are automatically updated in PeopleSoft and/or Time Management.
In 2017, Dave & Buster’s updated eForm with WAM allowing them to add approval management processes for hourly wage increases. By routing them to the manager responsible using Workflow Approval Management before it goes to Payroll, they have greater control over the hourly wage growth and improved compliance within their rate structure.