Case Studies Human Resources Family Medical Leave Act (FMLA) Process

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	Human Resources Family Medical Leave Act (FMLA) Process

Human Resources Family Medical Leave Act (FMLA) Process

Applicable Industries	Healthcare & Hospitals
Applicable Functions	Human Resources
Use Cases	Process Control & Optimization Remote Collaboration
Services	System Integration Training
Challenge	The human resources department at the Children’s Medical Center of Dallas processes close to 500 leave requests per year. These requests have historically been manually processed by type of leave (Medical, Military, Pregnancy, etc...). Some of the challenges with this process include: Time Consuming, Manually Intensive: The FMLA process was very labor intensive (45 minutes per form), requiring the staff to select one of fifteen different letters based on the type of leave. Inconsistent Quality of Confidential Data: The HR staff had to type all of the employee’s benefit information into the appropriate letter, an extremely time-consuming and error-prone process when dealing with confidential employee data. Information Compensation Control: Each case was logged into an excel spreadsheet and manually tracked based on when the individual was expected to return to work. There was little control or accountability to ensure that employees returned from leave within set limits. Execution on a Per Case Basis: With such a manual process, errors were often made with employees being paid before their leave was complete or receiving erroneous benefits. Read More
About Customer	Named to U.S. News and World Report’s top pediatric hospitals for 2009, Children’s Medical Center of Dallas is one of the largest pediatric healthcare providers in the nation. The 6,000 employees that work there strive to make life better for the patients they see during more than 360,000 visits each year. With an organization of its size and the dynamics inherent in a young workforce, one of the top challenges is ensuring accuracy in HR processes and compensation pay-outs. Read More
Solution	Using the Ultimus Adaptive BPM suite, the HR staff pulls all of the benefit information onto the correct form automatically, reducing the risk of human error. The system retrieves the benefit information and selects the correct form based on the type of leave, ensuring that confidential employee information is handled appropriately. The work ques are updated daily so employees due to come back on a certain day are automatically flagged for the HR staff, thus allowing greater control over the entire process and reducing compensation errors. The implementation process for Ultimus’ BPM Suite was fast and efficient. The process was tested and ready to go live in less than five months, producing results quickly. A key to their success was the Ultimus e-Learning tool. With e-Learning, they were able to call up any customized learning module from their own desktop and review it based on their own specific needs, an option not available within a traditional classroom training environment. Additionally, this resource allowed them to run self-sufficiently, ultimately reducing training costs. Read More Log in to view content
Contents

Applicable Industries

Healthcare & Hospitals

Applicable Functions

Human Resources

Use Cases

Process Control & Optimization

Remote Collaboration

Services

System Integration

Training

Challenge

The human resources department at the Children’s Medical Center of Dallas processes close to 500 leave requests per year. These requests have historically been manually processed by type of leave (Medical, Military, Pregnancy, etc...). Some of the challenges with this process include: Time Consuming, Manually Intensive: The FMLA process was very labor intensive (45 minutes per form), requiring the staff to select one of fifteen different letters based on the type of leave. Inconsistent Quality of Confidential Data: The HR staff had to type all of the employee’s benefit information into the appropriate letter, an extremely time-consuming and error-prone process when dealing with confidential employee data. Information Compensation Control: Each case was logged into an excel spreadsheet and manually tracked based on when the individual was expected to return to work. There was little control or accountability to ensure that employees returned from leave within set limits. Execution on a Per Case Basis: With such a manual process, errors were often made with employees being paid before their leave was complete or receiving erroneous benefits.

About Customer

Named to U.S. News and World Report’s top pediatric hospitals for 2009, Children’s Medical Center of Dallas is one of the largest pediatric healthcare providers in the nation. The 6,000 employees that work there strive to make life better for the patients they see during more than 360,000 visits each year. With an organization of its size and the dynamics inherent in a young workforce, one of the top challenges is ensuring accuracy in HR processes and compensation pay-outs.

Solution

Using the Ultimus Adaptive BPM suite, the HR staff pulls all of the benefit information onto the correct form automatically, reducing the risk of human error. The system retrieves the benefit information and selects the correct form based on the type of leave, ensuring that confidential employee information is handled appropriately. The work ques are updated daily so employees due to come back on a certain day are automatically flagged for the HR staff, thus allowing greater control over the entire process and reducing compensation errors. The implementation process for Ultimus’ BPM Suite was fast and efficient. The process was tested and ready to go live in less than five months, producing results quickly. A key to their success was the Ultimus e-Learning tool. With e-Learning, they were able to call up any customized learning module from their own desktop and review it based on their own specific needs, an option not available within a traditional classroom training environment. Additionally, this resource allowed them to run self-sufficiently, ultimately reducing training costs.

Impact #1	Reduced manual processing of leave requests – information is automatically uploaded from the benefit system to the HR department.
Impact #2	Less prone to human error – system automatically chooses type of letter based on type of leave and populates field with employee information.
Impact #3	Greater control over flow of confidential employee information.

Impact #1

Reduced manual processing of leave requests – information is automatically uploaded from the benefit system to the HR department.

Impact #2

Less prone to human error – system automatically chooses type of letter based on type of leave and populates field with employee information.

Impact #3

Greater control over flow of confidential employee information.

Benefit #1	Reduced process from 15 forms with manual data entry to a single automated process.
Benefit #2	Significant reduction in compensation errors.

Benefit #1

Reduced process from 15 forms with manual data entry to a single automated process.

Benefit #2

Significant reduction in compensation errors.

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Overview

Human Resources Family Medical Leave Act (FMLA) Process

Operational Impact

Quantitative Benefit