Man and woman writing on whiteboard
Success Story

Charter Castings improves purchasing and HR workflows

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  • Industry: Manufacturing
  • Location: West Midlands
  • Employees: 45

We needed a more effective system for both our Purchasing and HR documents, M-Files had the functionality to not only effectively manage the processes but to also provide us with a secure, easy to use, and scalable solution.

Rachel Bayliss Finance Manager, Charter Castings

Charter Castings

Aluminium and zinc castings specialists Charter Castings, initially recognised that their manual document processes were becoming slow and unproductive. With purchasing and HR documents still created and filed in paper format, the visibility, security and time taken to find specific documents was becoming a real issue.

Charter Castings had identified that the existing business process for creating new purchase orders was very manual and paper intensive. The time taken by staff in creating and finding orders, combined with the cost of pre-printed purchase order forms, was not proving cost effective for the business.

Charter Castings were also looking for an effective solution for managing specific HR documentation and activities, as the current HR records were stored in paper based filing cabinets, making the retrieval and visibility of documents difficult and time consuming.

Challenge

  • No existing document management solution
  • HR documentation not easily accessible
  • Business processes very manual and paper driven

Solution

  • Make HR records electronic
  • Business processes made paperless
  • Workflows for purchase order approval

Benefits

  • HR records are securely stored and version controlled
  • Reduction of printed documents and need for filing cabinets
  • Business processes are now automated

Approach

Charter Castings required a solution that would improve the overall visibility and access of documents, whilst also eliminating manual paper storage.

  • EBC Group engaged with Charter Castings employees and obtained a good understanding of the infrastructure and requirements.
  • With the information obtained, EBC Group offered a cost effective and flexible document management solution, M-Files.
  • EBC Group then began to map out and re-design both the purchase order and process, as well as the HR structure to give Charter Castings an easy to use but scalable solution.

Results

EBC Group worked with Charter Castings to introduce a secure document management solution improving purchasing and HR workflows.

  • Implementation of a purchase order process that has removed the need for pre-printed stationary and introduced workflows to streamline the process.
  • Automated workflows now route purchase orders directly to management, where they can be signed on screen and notifications automatically sent when completed.
  • HR records are now securely stored electronically, with restricted access only allowing select personnel to retrieve and edit certain documents
  • In addition, emergency contact details for employees can now be accessed quickly and with ease, without the need to search manually through paper files.
  • The elimination of paper processes has since seen a reduction of filing cabinets, freeing valuable space on-site

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