Automating Payroll System for Enhanced Efficiency: A Case Study of University College
Applicable Industries
- Education
- Finance & Insurance
Applicable Functions
- Human Resources
- Quality Assurance
Use Cases
- Personnel Tracking & Monitoring
- Smart Campus
Services
- System Integration
- Training
About The Customer
University College (UCC) is a Copenhagen-based educational institution that provides academic and vocational training for more than 16,000 full- and part-time students annually. It also offers professional development courses for those already in the workforce. With 14 locations in Copenhagen and the Capital Region, UCC is also host to an acclaimed applied research facility. The institution was facing challenges with its manual, paper-based payroll and expense reporting processes, which were becoming increasingly cumbersome and inefficient.
The Challenge
University College (UCC), a Denmark-based educational institution, was grappling with a manual, paper-based payroll and expense reporting system. The process was not only cumbersome but also inefficient, leading to higher administrative costs, poor data quality, and an increase in support requests. The proctor staff members, who were paid hourly, had to fill out paper timesheets and expense reports, which were then manually approved by managers. This resulted in delayed paychecks and an increase in complaints and administrative roll-backs. The institution urgently needed to resolve the situation, but it lacked the necessary budget and skilled resources.
The Solution
UCC decided to automate its manual payroll approval system using Nintex Workflow for SharePoint. This solution allowed UCC to consolidate and centralize all of its payroll workflows, thereby improving payroll and expense reporting. Nintex Workflow integrated seamlessly into UCC's existing infrastructure and quickly streamlined all workflows. The self-service aspect of Nintex Workflow enabled users to easily input payroll and expense data themselves, which was then automatically sent for manager approval, eliminating the need for paper or manual routing. Once approved, the data was automatically ported into UCC’s accounting system without the need for manual intervention. The Nintex solution also simplified accounting by using its splitter function to classify and archive financial information in the institution’s SharePoint accounting system for on-demand access and analysis.
Operational Impact
Quantitative Benefit
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