An investment in a digital document flow that pays for itself in only one quarter

11/12/2020 in Study



An investment in a digital document flow that pays for itself in only one quarter

You have probably also drawn up a roadmap yourself or there are plans within your company to automate and digitize more. Often this concerns how you deal with the exchange of documents with the new incoming candidates as well as with the placed temporary workers. Your ambition is to offer your temporary workers a better service and experience on the one hand, but also to be able to work more efficiently internally. In addition, increasingly strict compliance rules require that we are always in perfect order and that all temporary employees have all the necessary documents and that their file is complete at any time.

The prevailing pandemic inevitably also means that the aim is to avoid physical contact and travel where it is not really necessary. We already work with fewer consultants present in the office and then we prefer that the temporary worker no longer has to come by to deliver, fill in and sign documents.

The above is certainly also true for existing CheckHub customers. Only through the CheckHub platform they now have a solution that makes all this possible and that will also take a lot of tasks off the hands of the consultants so that they have the opportunity to focus on other elements which provide more added value, such as being able to effectively place more candidates.

You can consider developing a digital tool yourself, because this requires a certain investment. However, what we observe with the CheckHub customers is that the investment costs to implement the CheckHub platform are often recovered after one or two quarters.

During a recent POC (Proof of Concept) that we performed with a Belgian medium-sized temporary employment agency, it appeared that even without integration between CheckHub and their management system, there was already a reasonable time saving for the consultants. The four hours a week that a consultant spent collecting, validating, scanning, renaming documents and chasing candidates by email and phone to deliver everything was easily reduced to half an hour. This became even more so when declarations of intent and information forms were handled digitally. Immediately more time was available to focus on placing the candidates. And the legal department was also satisfied, because the percentage of files that were completely in order increased dramatically.

The four hours a week that a consultant spent collecting, validating, scanning, renaming documents and chasing candidates by email and phone to deliver everything was easily reduced to half an hour.

After the POC it was decided to integrate the customer’s management system via API with the CheckHub platform. This meant that the consultants did not have to use any new system. The CheckHub system received input via the API connections from the existing management system of the customer, the documents were automatically collected and processed and then returned to the existing system via API.

What does an investment in the use of the CheckHub platform mean in concrete terms?

We made the calculation based on an average estimate of the time spent of 15 minutes per new enrollment. This is a very conservative estimate as many candidates involve multiple documents. These can be documents that must be provided by the candidate, but also documents that must be completed, accepted and / or signed by the candidate. We are thinking of declarations of intent, information forms, workstation sheets, certain policies or guarantee documents. In the latter category, the time it takes to get everything back correctly completed and signed can be much longer if this is done via the traditional way of e-mails, scans and attachments.

The customer receives approximately 50,000 new registrations per year. If we then calculate the cost savings on the basis of an average hourly cost of a temporary employment consultant, we arrive at an equivalent of almost 2 FTEs. We take into account the fact that the consultants do still spend time on these documents, but thanks to CheckHub, this can be done with 60% less time spent. This investment pays for itself here after six months.

What if, in addition to the new registrations, we also include the old candidates who have to be placed again? If we include this group, taking into account that the time today for an “old” candidate is lower, half in our simulation, because certain documents are already available, we arrive at a payback period of 3 months. Speaking of an easy decision…