Hire Dynamics

Tempworks Applicant Portal and DocCenter technologies have dramatically improved our front-end capability to service our clients
- Jon Neff, CFO, Hire Dynamics

Customer Background

In 2001, Dan Campbell and Jon Neff launched Hire Dynamics LLC, a premier-skilled staffing and professional recruitment company with a home office in Suwanee, Georgia. Today, Hire Dynamics is the 5th fastest-growing, privately held staffing company in the U.S. (Staffing Industry Report, September 2006), the 4th fastest-growing company in Atlanta, Georgia (Atlanta Business Chronicle, 2006), and one of the most progressive Inc. 5000 private companies in the U.S. with revenue approaching $50 million. It's now a semi-finalist for the Technology Association of Georgia (TAG) 2007 Excalibur Awards that recognize Georgia companies that demonstrate exemplary competency in utilizing technology to enhance their business.

Since its launch, the company has grown from seven to over 106 full-time in-house employees. They have opened 15 new branch locations across Florida, Georgia, South Carolina and Nevada, and have created three professional recruitment divisions that provide job placement in the Finance and Accounting vertical (Hire Accountability), Call Center management, Sales & Account management and Human Resources (Hire Direct), and Pharmacy and Pharmacy Techs (Hire Dynamics Rx).

Hire Dynamics offers customized staffing solutions in temp placements, contract-to-hire, direct placements, on-site staffing, and recruitment process outsourcing (RPO)/high volume recruiting. Its expertise lies in Light Industrial, Call Center, and Clerical/high-end Administrative positions.

Situation

Hire Dynamics is striving to streamline its operations and to be efficient in every step of its business process. Specifically, the company is looking to gain efficiency within its 15 branches by cutting back on the amount of administrative duties that the Staffing Specialists are required to do. The goal was to automate the application process and free the Staffing Specialists so that they can focus on their primary duties (i.e. recruiting, interviewing and building relationships with their clients).

Hire Dynamics was able to accept and process only paper-based applications. The application package consisted of 15 documents plus the actual application. The process was time-consuming, labor-intensive and inconvenient for applicants. The application, which took about an hour to complete, required the applicant to enter his/her name, address and signature multiple times. All completed applications had to be manually entered into TempWorks by an Administrative Specialist; this took between 15-20 minutes per application. Once the applications were entered into the system, they had to be reviewed for accuracy, and certain documents (such as the Form I-9) had to be pulled for manual filing.

In a smaller branch with limited administrative help, the staffing specialists spent a minimum of eight hours a week entering applications. In the larger branches, they easily spent up to 30 hours a week on application entry and another 1-2 hours on pulling apart applications, filing and making copies of necessary paperwork for the home office. In addition, the home office staff spent an extra eight hours a week verifying and filing Form I-9s.

Results

Along with its TempWorks ASP solution, Hire Dynamics chose to implement the WebCenter Suite of employee, customer and applicant portal/job board portals, and DocCenter.

After implementing Applicant Portal/DocCenter at 12 offices, Hire Dynamics has been able to streamline and significantly shorten the application intake process. Now applicants are able to access the application form 24/7 and complete it online from home when it is convenient for them. Currently, the company is receiving approximately 80 percent of applications online.

The applicants find the new online application process more convenient and satisfactory. They appreciate having the flexibility to complete the application at home, and not having to enter their name, address, and social security number 15 times. The online DocCenter populates the fields for them.

The new system resulted in direct savings. The new online application portal has saved Hire Dynamics $11,000 in printing costs and approximately $60,000 a year in administrative support previously required to enter and file the applications.

"The Applicant Portal and DocCenter are a breath of fresh air. They are user-friendly resolutions to our past application process. With a few clicks, all of the necessary information is uploaded into our database securely and available for access at any given time," said Lindsey Sims, Assisstant Staffing Specialist for the Hire Dynamics Alpharetta branch.

DocCenter automated and expedited the data entry and execution process. This technology now loads all the documents into the document section in TempWorks. The Staffing Specialists can easily attach the ID(s) to the Form I-9s while they are in DocCenter.

Several forms are now automated through DocCenter. Just a few include: W-4s, I-9s, drug screening forms, criminal background consent, substance abuse policy forms, safety documentation, plus many more.

Currently, each branch location provides between 2-4 kiosks equipped with laptop computers to accommodate walk-in job applicants and significantly increase job application volume. This portability of the new system provides a convenient way to capture quality candidates at job fairs and trade shows.

"At Hire Dynamics, we strongly believe in the "ease of doing business" operational approach. We do everything we can to ensure that our associates and clients have the best and most positive experience with our company at every customer touch point. The new state-of-the-art Applicant Portal and DocCenter technologies have dramatically improved our front- end capability to service our clients, made it convenient for associates to apply for job openings, and frankly resulted in direct savings for the company. It was a perfect choice for our company to help maximize ROI of our investments in technology."
- Jon Neff, CFO, Hire Dynamics