Transforming Operations for a National Nonprofit Association
Country of Origin: United States
Founded: 1902
Industry: Customer Service
Employees: 1,000-5,000
Challenge
- No formal onboarding and offboarding for non-employee headcount resulting in varied contractor and hiring manager experience. Contractors starting without system access resulting in lost production, additional issues with contractor assignment and equipment returns causing extreme risk and cost of lost equipment.
- Decentralized procedures, surging costs.
- AP managing multiple supplier invoices per cost center resulted in challenges with financial approval and cost allocation.
- Decentralized process allowed hiring managers to work directly with vendors resulting in varying terms, risk and excessive cost escalation.
- No transparency into non-employee headcount including number of employees, tenure, cost and compliance.
Solution
- OneBeacon developed and implemented a customized onboarding and offboarding program for all non-employee headcount including guidebooks and who to contact with questions. This new program is administered directly from our dedicated Talent Solutions Consultant for a consistent experience across the population.
- Hiring managers and suppliers have a single point of contact to work with to simplify the procurement.
- Our centralized model manages the procurement and payment of external staffing resources allowing for a consolidated and simplified invoicing process.
- Single point of contact to work through simplifies the procurement process.
- OneBeacon‘s dedicated VMS team custom configured a leading VMS system Workday VNDLY as well as designed a contractor and supplier success program.
Result
- The new program assured that each contractor was provisioned and deprovisioned correctly resulting in a more streamlined approach and timely equipment return saving significant
time and money. Co-employment risk adverted as the contractors had a clear delineation from the client full time workforce and a dedicated person to reach out to with questions. - Greater visibility into the non-employee utilization enabled us to provide immediately cost savings through greater transparency, market analysis and pricing standardization.
- Invoice consolidation resulted in a significant reduction of labor hours for AP and Finance teams; managers no longer had to approve multiple invoices from individual supplier and cost centers.
- Cost controls: 19% reduction in average bill rates. Reduced risk exposure, fully engaged the supplier community and increased access to talent at competitive market rates.
- Our client now has clear transparency into the entire non-employee headcount program and access to over 80 standard and custom reports. Tenure, cost, supplier performance and contractor performance are all clearly visible. This additional transparency reduces risk and is compliant.
The MSP program has made hiring contingent staff such a smooth, easy process. The candidates sent to us are always a great match to our job descriptions, saving us both the time of sorting through resumes as well as eliminating time spent interviewing candidates who aren’t qualified for our roles. The candidates we do meet align very well with the needs of our roles and are always well informed ahead of interviews of the position, our teams and the organization, which allows for streamlined, focused, and productive interviews. The VNDLY system is very user-friendly, the approval of timesheets is very simple, and the approval/extension/closing of roles and completing other management tasks is very intuitive, making the time spent on admin tasks pleasantly minimal.
