- FileBound
- Konica Minolta implementation and professional services
Toorak College had worked with Konica Minolta for its printers and print-related solutions, so it made sense to discuss the challenge of manual workflows with the Konica Minolta team.
Georgia Musgrove said, “As a relatively small organisation, an enterprise-level HR solution wouldn’t be right. Instead, we needed a solution that could turn our manual processes into digitised workflows, automating parts of the workflow where appropriate.
“Konica Minolta recommended a solution from its partner, FileBound, which was designed to achieve exactly that purpose.”
Konica Minolta developed a FileBound solution for Toorak College that addressed each of the three challenges directly.
For the WWCC and VIT, the solution automatically compares the list of Toorak College employees to the online registers every 24 hours and confirms that each staff member holds a valid check or registration. This saved the college a significant amount of time and vastly improved transparency.
Georgia Musgrove said, “As well as being a big time-saver, more importantly, this workflow provided enormous comfort in that records were being checked daily and any invalid registrations would be detected straight away.
The professional growth plans have also been largely automated using the FileBound solution developed by Konica Minolta. With all forms and paperwork managed within FileBound, staff members no longer have to print and manually complete those forms, and the program is now more transparent.
Georgia Musgrove said, “In the past, there was no easy way to check where employees were up to with their professional growth plans. Now, it’s a simple matter of checking in FileBound to see where people are at and what conversations team leaders are having with their staff. This saves time and lets us manage those plans far more strategically.”
“It also solves another challenge around the professional growth plans which is making sure every employee understands their purpose. For example, a teacher or manager at the school can easily see the purpose of ongoing development but for some of the operations staff, it was harder to see a benefit. A cleaner, for example, would be forgiven for wondering how a professional growth plan could help them. Now that we aren’t spending so much time on the mechanics of measuring these plans, we can take the time to demonstrate to all staff members just how important their role is to the school, and how crucial it is for them to continue to perform that role to a high standard.”
One of the processes that has been most significantly transformed is recruitment. Using FileBound, all applications for a role remain in digital form. The selection panel members can log into FileBound at any point to review the applications and, using the solution, can add their comments and provide a score for each applicant. Those scores are then tallied to automatically derive a shortlist based on each panel member’s input; all without a single piece of paper being printed out.
Georgia Musgrove said, “Not having to manually sift through so many pieces of paper means the selection panel can think more strategically about each applicant and ensure that each one is scored fairly. Once the shortlist has been created, candidates are called and automatic invites are sent out to panel members and they can access applications at any point throughout the recruitment campaign.”
