The Kentucky Community and Technical College System (KCTCS) has partnered with a local company for support in improving efficiencies and increasing productivity within its human resources (HR) departments.
KCTCS has been working with VeBridge to quickly develop and implement an efficient, configurable system for document/content management, eForms and workflow available and applicable to every college within the system.
The Transformation of the Process
Each college within KCTCS is a separately accredited institution, with a HR director responsible for position requirements and classification. With the previous system, college administrators had to complete a JAQ (Job Analysis Questionnaire) form to establish a new permanent position or to reclassify a current position. The process was manual and paper-based, with e-mail routing and manual signatures required.
Improper completion often led to delays in addition to accompanying frustration. Once the form was completed it would travel to HR, obtain budget approval and require final approval by the president. Only when this process was completed could the job be posted to be filled. Without process standardization or a central location for essential forms, getting approval for positions could involve significant delays. The manual process also prevented the ability to audit at a macro level to pinpoint roadblocks within the system.
A Tailored Yet Flexible Solution
“KCTCS has always been focused on continuous improvement in everything we do,” said KCTCS Vice President Ken Walker. “The use of ECM technology in our operations allows us to operate more effectively, and the implementation of the JAQ workflow is the first application on a system wide basis”
VeBridge proposed a single solution that targeted two essential elements of the HR formula: the JAQ workflow and the Position Description (PD) process. With this newly automated system, various college department administrators and HR Directors could communicate needs and acquire documents seamlessly. Essential information and forms were available in a centralized electronic location, thus saving time throughout all phases of preparation and posting.