Centralized Employee Records = Support for Corporate Growth

November 18, 2016

 

TubeCity IMS works hand-in-hand with steelmakers to provide pre- and post-production services to lessen environmental impacts and contribute to a cleaner environment. Headquartered in Glassport, PA, the company grows through acquisition and boasts 80 on-site locations in 10 countries as well as 36 brokerage offices in 14 countries. As their reach into new areas increases, so does the number of employees hired to provide services to their customers.

 

Challenge

TubeCity IMS prides itself on the expertise of their employees and their commitment to unrivaled service to their customers. Their growth by acquisition and having employees in so many different locations and countries caused growing pains for their Human Resources department. Sharing employee files between all locations, managing employee payroll systems, and supporting growth of the employee base provided all kinds of challenges. They needed a better way for their employees to get to Human Resources information.

They wanted a place to store employee records that could be both protected and made available across the globe. It was vital for the records to be kept up-to-date and ownership of the records was in many hands. In addition, it had to be easy to use for site clerks, plant executives, and HR staff members. Access had to be available at any time of day from any location.

 

Files to be stored and managed included forms, applications, contracts, handbooks, policies, evaluations and more and spanned all facets of HR: employee onboarding, records management, benefits enrollment, compensation, employee relations, and payroll. In addition, standardization of forms and processes was on top of the list of efficiency improvements to be undertaken.

 

Solution

TubeCity IMS selected Microsoft SharePoint as their tool of choice and engaged i-Squared to assist with developing both the information architecture and the design for the Virtual HR Site. Within the HR site collection, sub-sites were created to store files according to use. Metadata applied to document files allowed certain files to be surfaced for public consumption and kept private files hidden as well as provided the mechanism to sort and filter files for easy viewing.

 

Security was of utmost importance. Not only did SharePoint sit behind the network firewall requiring login to a VPN to access, but the security model implemented ensured only those authorized were able to access employee records.

 

Now, site clerks can upload files for employees working at their location, which can be accessed by corporate HR staff members as required. Site management and corporate management are assured that employee information is available when needed.

 

Business Value Derived
  • Quick, secure access to employee information in one single source.

  • Confidence that employee paperwork is current, accurate and complete.

  • Reduce volumes of hard copy files and the e-mail foot print of shared electronic files

  • Single location for standardized forms and templates.

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