How Ultimus helped Cuatrecasas Law Firm for automating the New HR Employee Process
With a team of more than 1200 people, Cuatrecasas is one of the leading legal firms on the Iberian Peninsula specializing in the various areas of business law. By associating commercial legal practice and litigation with financial and tax practice, Cuatrecasas offers their clients comprehensive legal advice with a special emphasis on personalization and results. Cuatrecasas offer their services through a solid network of integrated offices, providing cooperation, knowledge and knowhow with the “single office” system. The development of office automation and knowledge management technology provides the possibility of substantially improving traditional management tools and complementing the intellectual work of the attorney.
Goal: Reduce lag time, improve responsiveness and increase transparency
To further improve efficiency and effectiveness of the company, Cuatrecasas started investigating into solutions that would help them not only to optimize their business processes, but also to automate them. After extensive research, Cuatrecasas selected Ultimus as their Business Process Management solution since it has a powerful forms designer and graphical design environment, allowing for fast and efficient synchronization of the OrgChart with Active Directory and perfectly supporting the Microsoft System Architecture Cuatrecasas have in place. Due to the completeness and quality of the product, they were convinced the solution would be capable of handling all their present and future requirements.
In fast growing companies and large enterprises, human resources account for most inefficiencies in administration as these processes are often not very transparent and traceable and therefore have a very large potential for improvement. Broken flows within the set up process for new hires cause frustration, inefficiencies and prevent, for example, newly hired employees from being productive from the start due to missing login information, computers, telephones, etc. Also in terms of, for example, vacation requests much potential for optimization of human resources processes is feasible. The IT department was therefore the key driver of process definition and automation as they realized the large benefits regarding greater efficiency, standardization and quality assurance. The move from internal vertical IT systems integration to the global direction of horizontal processes was used by Human Resources aiming to standardize the new employee process. They started off with the new employee process with the goal to have everything set up in time, improve coordination between all tasks required for setup and have access to status information at any time. Without a proper process automation system in place, new starters would have to be added manually to every system they would be involved with, which used to be particularly timeconsuming. Therefore, application integration and maximum automation was the main requirement, integrating Ultimus with META4, their HR Application, Hummingbird DM, their document management system, ELITE Enterprise, their Marketing and Contacts Module