That’s why Personnel Staffing, a highly respected, 30-year-old staffing agency based in Birmingham, Alabama, turned to TempWorks for their software overhaul.

“I have been through several staffing software conversions in my years at PSI, and this one had to be the most streamlined and least stressful,” said Personnel Staffing Technical Director Todd Moring. “No conversion is absolutely perfect but TempWorks had a timeline and process.”

Personnel Staffing has long been known for their service, a veteran management team and long-term relationships with clients. However, their software hadn’t kept pace.

It wasn’t very responsive or flexible, unlike the company culture itself. Further, there were no web portals for employee or customer self-service, many processes were manual and time consuming, and reporting capabilities were weak.

So change was necessary. But that change had to be seamless. The only thing Personnel Staffing wanted customers to notice was an enhancement of functions and features, minus an interruption in service(s) and other glitches that often accompany significant software installs.

As Personnel Staffing CFO Mike Purkey succinctly put it, “Our client relationships ARE our business.”

TempWorks’ project management and consulting team worked closely with Personnel Staffing to seamlessly deliver a new suite of services.

“The major difference in this conversion/installation and the others was that TempWorks had a team member on-site to handle issues as they happened,” stated Moring. “That was a huge help. Many of the tweaks and changes were handled in real time, which kept everybody positive about the installation.”

Moring went on to explain the company’s previous software was not SQL-based, and he had to provide the TempWorks team with spreadsheets of every table with data they wanted to convert. It was a painstaking process, but he said, “We were sure that the data that was converted was accurate. The TempWorks team took the data and built our database with very few issues.”

Of course the process isn’t finished, even when the software installation is. TempWorks project team members spent an additional three days on-site to provide training to key Personnel Staffing employees.

PSI chose a classroom-type setting so the management staff could help each other and have the advantage of hearing one another’s concerns and questions.

After that was complete, those managers went to their respective branch offices and in turn trained their staff.

And now? Cumbersome manual processes are a thing of the past, and scores of operational improvements give PSI staffers the ability to:

• Email all invoices in a single, seamless process
• Onboard new staff in a streamlined fashion
• Easily make employee adjustments
• Efficiently update invoices
• Take the candidate application process online

“The conversion to TempWorks has improved our efficiency in all aspects of our business,” summarizes Personnel Staffing’s CFO Mike Purkey. “Feedback from the internal staff – the people charged with day to day operation – has been nothing but positive.”

Nothing makes us happier than to receive e-mails like the one below. This is what it’s all about.

= = = = =

Hey Jack,

As you know, I am very happy and satisfied with my working relationship with Tempworks. The people at the corporate office go out of their way to help our people deal with everyday situations and are very responsive to issues that arise. That is something I expect from a vendor and have never been disappointed.

My greatest satisfaction, however, comes from something that I did not expect and have been more than pleasantly surprised and pleased. My background in staffing has been associated with two successful franchise systems. My reasons for working with these organizations was mainly the fact that they funded my payroll and provided most of the “backroom” operations needed to run a staffing business including payroll procedures, software programs, and sales training and management.

After ten years I became sufficiently familiar with the operation of a successful business, but I still needed funding sup

port. By now I was familiar with “factoring companies” and began to explore my options. Most funding companies simply provided financial support based on accounts receivable and left me to my own devices to find payrolling and software options. When I contacted Tempworks I was led to believe that they had the ability to process payroll and take care of taxes and related matters.

After I made the decision to work with Tempworks, I learned that the strength of the company is not simply as a factoring company but also their expertise in creating and customizing software focused specifically on the staffing business. I finally learned that the company started as a technology company and expanded into funding rather than the reverse.

The program that I work with (at no additional charge) is more powerful and robust than any software system offered by either of my previous franchise companies. I coud not be happier with my decision to work with Tempworks.

With appreciation,

Bill Stark
President
Expert Staffing of Massachusetts

The Agency

Temporary Resources, a certified woman-owned staffing firm in North Carolina, has been providing employment services for entry-to-executive-level jobs in a wide range of fields since 1979.

The staffing firm does all it can to provide applicants with all the resources they need to be successful job seekers, going as far as providing free services like resume writing assistance and computer training.

With a driving sales force keeping up with industry trends, Temporary Resources has expanded its services to Louisiana and Iowa, with eight offices. Further information can be found at http://www.temporaryresources.com/.

The Paperless Initiative

Temporary Resources underwent major physical reorganization this past winter, which spurred the need to make some changes to their filing system.

Often, Temporary Resources’ own employees have to work out of the office, and don’t always have physical access to files. The firm recently launched an initiative toward a more electronic-based system, to eliminate the need for hard copies as much as possible.

CFO Kim Beauchamp said that the need for a paperless system “was multifaceted.” Not only did she want to make it easier on her mobile staff members,  but there was a crucial need for a disaster recovery plan.

If Temporary Resources suffered a fire or flood, all files would be gone forever. With an electronic system in place, she said, investigators would have an easier time getting things back in place.

What many also may not know is that, in addition to extra filing cabinets adding up the costs, the company also has to list them as assets.

Goodbye, Filing Cabinets; Hello, DocCenter

DocCenter allowed Temporary Resources to implement the paperless plan.

Employees enter all their information through DocCenter, including tax forms and signatures, and the server securely stores everything.

Temporary Resources saves time and energy by using the software to pull up their information, rather than trekking over to one of many storage units and searching through countless files.

Temporary Resources’ staff can now access files no matter where they are. Beauchamp, who works from home when she can, said she is very happy this sytem is in place.

The #1 thing they love about DocCenter, according to Beauchamp’s staff, is that they can start a document within the system and have it be available on the Web portal.

Beauchamp said expenses have been saved in other areas, as well. The filing cabinets were just a start. Without having to scan or copy documents, ink costs for Temporary Resources have been drastically reduced.

Beauchamp said Temporary Resources is continuing its efforts to go paperless, and she has been working to promote DocCenter in other places, as well.

“Kudos to Brandon Johnson!” she said, adding that Brandon was instrumental in getting DocCenter off the ground at her firm.

Client

Large company with offices throughout the Midwest.

Situation

The client is expanding rapidly and needs additional workforce to keep up with growth. In addition, the company has consistent seasonal fluctuations to their business that require them to increase headcount by 35% for four months each year.

Employees are needed for both manufacturing and customer service/call center duties.

In the past, this company used their in-house human resource staff as well as several outside sourcing firms to help them hire both full-time regular employees and seasonal employees.

The company estimated they spent an average of 48 hours weekly at the corporate level, and 12 at the facility level with human resource issues such as communicating with all involved parties, reconciling invoices and timecards from various outside services, conducting new employee orientations, monitoring employee performance, and placing orders.

In addition, the rising costs to hire the necessary employees had caused their staffing related expenses to increase 27% above budgeted levels.

Assessment

LifeStyle Staffing proposed that the company use our One Source Web-Based Contingent Workforce Management System to consolidate and manage their entire hiring process.

Strategy

Using our LifeStyle WebCenter, we were able to automate processes for requisition, approval, orientation, timekeeping, invoice reconciliation, and performance review of employees.

Our system connected seven staffing partners, twelve facilities and two call/customer service centers into one central hub of information.

LifeStyle’s WebCenter allowed our client and their partner parties to access real time reports (i.e. usage, rates, spending by department or location, fill ratios, etc.) that allowed each participant to be measured objectively against our client’s established performance measurements.

Result

The result of using LifeStyle as the primary partner and our LifeStyle WebCenter as the central point for contingent workforce needs and management was monumental. Within the first year, the system allowed our client to more effectively use and deploy their staffing resources, which resulted in a cost savings of 28.5%.

Our client was also able to reduce the amount of time they spent each week on administrative details, resulting in an estimated savings of $88,000 annually.

Our system enabled each party to track employee performance and attendance in real time, making it possible for each of them to identify and address issues before they became problems, and resulted in a lower turnover rate. LifeStyle’s WebCenter facilitated our client and other staffing partners to more easily stay in touch with seasonal employees when they were not working.

Our rate of returning seasonal employees increased by 31%, therefore our recruiting costs decreased.

Within the first year, our client was able to save in excess of $198,000 by using our One Source Management program through our LifeStyle WebCenter.

For more information on TempWorks WebCenter and how it could benefit your company, visit our WebCenter page.

Michael Linton, Vice President of Strategic Development of ODW Logistics and President of Staffing Leadership Group (SLG), plans to leverage Tempworks RPO to provide recruitment outsourcing to other third party logistics providers, as well as to pay and manage internal employees.

“I believe that TempWorks Select takes smaller staffing organizations to a whole new level, and that the product is ideal for organizations who wish to limit their upfront software investment”, remarked Linton. “I am excited to see the benefits that ODW and other SLG clients will reap from using TempWorks”, continues Linton.

Before joining ODW, Linton served as CEO of Adecco USA. He moved on to start current TempWorks customer Staffing Leadership Group LLC in Columbus, OH.

Linton selected TempWorks as the operating platform for Staffing Leadership Group affiliates after an exhaustive search of major staffing software packages. “As a result of significant research of over 20 staffing software packages, we decided that TempWorks was the best software package to use, and recommend to my clients. After years of use, I am still confident in the product and the level of service delivered to my clients”, remarks Linton.

TempWorks Executive Vice President Mark Baratto comments, “We are thrilled to touch yet another new market for TempWorks, and especially gratified that a long-term loyal customer has created the opportunity.”

Although TempWorks has focused primarily on doing business with temporary staffing organizations over the past twenty years, the organization has broadened its customer base recently to include marketing and promotions organization RedPeg Marketing and workforce management consultancy WorkforceLogic. “I’m excited about the challenges that this new industry will bring to our organization and about the opportunity to deliver unparalleled value to a new customer,” concludes TempWorks President David Dourgarian.

About TempWorks Software

Founded in 1997, TempWorks provides a full suite of enterprise staffing solutions. Designed to automate and streamline all facets of a staffing firm’s daily operation, TempWorks Software offers fully integrated front and back-office staffing software, web portals for customers, employees, applicants and vendor management, payroll funding and many additional modules. From recruiting to payroll and everything in between, TempWorks Software puts technology to work for staffing firms and their clients. For more information about TempWorks, please visit tempworks.com.

About ODW Logistics

ODW provides unparalleled distribution, fulfillment, import logistics, yard management, and automotive support services. Their customers are often manufacturers that ship goods from factories and ocean ports to ODW warehouses. They have proven themselves as best of breed organization, with over 700 employees and more than three million square feet of warehouse space. They recently completed an acquisition that will expand their reach to Southern California. For more information about ODW Logistics, please visit odwlogistics.com or contact at 614-497-1660.

Oddie McClendon, from Prime Industrial Recruiters explains, “Previously, we utilized three different systems for our staffing software, payroll and billing so our data was not conveniently accessible. As we began to expand across Oklahoma we needed to merge all three systems so that everything was fluid.”

McClendon goes on to state that “we needed something that was integrated, so that we didn’t have to pay three separate vendors. TempWorks Payroll processing seemed to be a great option, we’ve eliminated the extra steps and the process is now so simple.”

Prime Industrial’s Tulsa Branch Manager, Joy Moody conveys that “human error was forcing us to re-cut checks because the payroll process went through multiple back-office employees before it was complete. It was such a waste of time for everyone involved, and was costing us money.”

Moody continues to acknowledge that “Having TempWorks process our payroll has saved us time, money and grief because we have access to everything in one integrated system.”

TempWorks has provided recruitment, payroll and billing systems to staffing firms since 1997, and added payroll processing, employer of record and payroll funding to its inventory in 2006. TempWorks currently processes payroll for customers in all 50 states, and has added several strategic, high-volume payroll accounts since the first of this year.

TempWorks Director of Operations, Kevin Prow acknowledges that, “Prime began using TempWorks in August of 2008 and quickly added payroll services in October. Since then, Prime has been able to speed up their day-to-day tasks and eliminate the worry that comes along with payroll processing. Now TempWorks handles all of it and Prime can focus on tasks that affect their bottom line instead.”

David Dourgarian, President of TempWorks Software, comments that “We are committed to providing our customers with solutions that will increase productivity and profitability, and are excited that we are helping Prime do just that.”

About TempWorks Software

TempWorks Software incorporated in Minnesota in 1997 and provides a full suite of enterprise staffing solutions. Designed to automate and streamline all facets of a staffing firm’s daily operation, TempWorks Software offers fully integrated front and back-office staffing software, web portals for customers, employees, applicants and vendor management, and many additional modules.

From recruiting to payroll and everything in between, TempWorks Software puts technology to work for staffing firms and their clients. For more information about TempWorks, please visit http://www.tempworks.com

About Prime Industrial Recruiters

Prime Industrial Recruiters began in 1996 in Tulsa, Oklahoma. Prime’s focus is exclusively on industrial staffing, both temporary and long term. The goal at Prime Industrial is to continue to be the best industrial recruiting agency anywhere. For more information about Prime Industrial, please visit http://www.primerecruiting.com

MaryLee Mattern of PeopleLink Staffing conveys that “the transition has gone very well; we’re experiencing a very positive response from employees. Our internal staff believes that this version gives them a competitive edge over other staffing companies because of the functionality that Enterprise delivers.” Mattern continues, “No other solution on the market offers a package that integrates the functionality of front and back office; it’s intuitive and easy to learn.”

PeopleLink participated in the beta testing process for the Enterprise back-office module, thereby becoming the first staffing organizations in the country to implement a fully integrated Windows-Vista certified business application. TempWorks President David Dourgarian comments, “By eliminating the need for third-party remote-desktop applications, TempWorks Enterprise cuts delivery costs for staffing software while providing a state of the art recruitment and business management tool.

Dourgarian continues, “Our goal is to bring efficiency and profitability to our clients by focusing on every area of the back-office, and the successful release of Enterprise Back-Office will help current and future clients reduce training, IT maintenance and software licensing costs.”

About TempWorks Software

Founded in 1994, TempWorks provides a full suite of enterprise staffing solutions. Designed to automate and streamline all facets of a staffing firm’s daily operation, TempWorks Software offers fully integrated front and back-office staffing software, web portals for customers, employees, applicants and vendor management, and many additional modules. From recruiting to payroll and everything in between, TempWorks Software puts technology to work for staffing firms and their clients. For more information about TempWorks, please visit http://www.tempworks.com.

About PeopleLink Staffing Solutions

Since 1987 PeopleLink has been able to consistently provide a link to top talent and top jobs to clients and candidates throughout the country. They are privately held and focus on strategic, measures growth in both existing and new markets. They are able to do this through client-centered expansion and the use of today’s best technologies. This Indiana based company has been named to the Inc. 500 list of the fastest growing companies in America-not once, but twice!

TempWorks Software, the leading provider of technology solutions to the recruiting and staffing industry announced that customer, Michael Page will eliminate paper timesheets and invoices using TempWorks Paperless Staffing products beginning on May 1, 2009.

The combination of web portals and electronic invoicing technology allow time approval without reliance on paper timecards and postage-free invoice delivery.

Michael page has spent the past year in gradual migration towards a paperless back office.

“We are excited to complete this process, it will make payroll substantially easier since we won’t have to manually calculate timesheets,” reports Accounts Receivable Manager, Maria Bryan.

“We’ve invested time, effort and enthusiasm in the product and we anticipate our clients will adopt the same attitude as well. In the long run it makes the whole payroll and invoice process significantly easier for everyone,” gathers Bryan.

Jose Bordetas, CIO of Michael Page International, remarks that “we are looking forward to eliminating a lot of clutter and cutting many of the costs. The need for postage, paper [and] toner etcetera will now be gone, boosting our bottom line in the long run”.

“Going paperless enables us to do our jobs more efficiently. We are able to eradicate the manual work that goes into entering time cards and attaching them to invoices. We will be able to maximize the productivity of each employee.”

This transition couldn’t come at a more appropriate time given that Earth Day is celebrated on Wednesday, April 22.

“We are very conscious of the environment, and want to minimize our carbon footprint as much as possible. Paired with the amount of time and money we are going to save, TempWorks’ paperless solution is a good all around solution” states Bordetas.

“With the use of TempWorks paperless products, Michael Page is able to cut costs, improve efficiency, satisfy both employees and customers and help the environment all in one package” concludes Director of Operations for TempWorks Software, Kevin Prow.

“This project encompasses TempWorks’ primary business goals for our clients, the elimination of superfluous staff and expense from back office operations,” reasons TempWorks President, David Dourgarian.

About Michael Page

Michael page is one of the world’s largest professional recruitment consultancies, specializing in the placement of candidates in permanent, contract, temporary and interim positions with clients around the world. The Group has operations in the UK, Continental Europe, Asia-Pacific and the Americas.

The Michael Page brand is among the most widely recognized brands in the professional recruitment industry.

To learn more about the Michael Page Group, please visit http://www.michaelpageinternational.com/Pages/.

CHASE was founded in Atlanta, GA in 1979 by Roy Abernethy, as a contingency recruiting firm. In 1983 CHASE began providing contract and temporary employees.

CHASE has over 30 full service branches that offer a broad range of candidates in mostly the Administrative and Light Industrial sectors.

Additionally, CHASE has several specialty divisions specializing in Accounting and Finance, IT, Manufacturing and Technical placements.

During their 30 years, CHASE has received many awards for their excellent service. They’ve been identified as one of the top 100 staffing firms in the United Stated, and for several years have been one of the largest private staffing firms in Atlanta.

The Challenges

CHASE was dissatisfied with their applicant intake process, as it was time consuming, and they were incurring unnecessary costs. Instead of proactive recruiting, internal staff was spending numerous hours working on administrative tasks, and searching through filing cabinets to find employment documentation.

There were a number of issues with their previous process:

• Tedious data entry. Candidates needed to manually complete documents like their application, I-9 and W-4, internal staff would then have to enter the information into the database.
• The Hassle of filing and retrieving documents. Internal staff would separate and handle all forms accordingly (i.e. I-9’s were mailed to the corporate office on a monthly basis; applications were filed manually in filing cabinets). Recruiters spent time digging through filing cabinets to retrieve employee applications.
• Money wasted on shipping. Employment application packets were printed in bulk at the corporate office and shipped to each branch location.

“We invested in the DocCenter, even with the poor economy, because I thought that it would greatly improve staff productivity while making the process of registering with Chase much easier for candidates.  DocCenter has certainly lived up to our expectations .” -Roy Abernethy, CHASE Professionals

Solution

“We have always had an ongoing commitment to streamlining business processes and the application process was something we still hadn’t tackled” states Gabriela Cabezas, Systems Administrator for CHASE.

“We needed something that would simplify our procedure, and hopefully save us money at the same time.”

CHASE had been a client of TempWorks for several years during this time, and after discussions with the TempWorks team, they decided that DocCenter could solve many of the complications surrounded by the intake process.

“Our goal was to increase efficiency by reducing data entry for recruiters and applicants. Ease of storage and retrieval of pertinent application documents was also a goal of ours. We wanted to create a standardized application process throughout all 35 of our branches” concludes Cabezas.

Outcome

CHASE implemented TempWorks DocCenter at three pilot branch offices to establish an efficient workflow, now all 35 branches are using DocCenter. Cabezas reports that, “DocCenter has reduced the time it takes to complete the application process by at least 50%.”

Cabezas  continues, “We have eliminated 90% of the printing and shipping costs of forms to the branch locations”

Other results:

• Increased efficiency. Recruiters are no longer spending time looking for employee forms. If they need a copy of a certain form all they have to do is look in the employee record in TempWorks core, and there it is. It is a complete electronic document storage solution.
• Reduced costs. DocCenter allows CHASE to get rid of wasted space used for paper storage. The filing cabinets are gone!
• Increased speed of intake process. Employees are able to fill out their own forms electronically, which automatically streamline into TempWorks core database.

For more information about CHASE Staffing Services, please visit www.chasestaffing.com

The company prides itself on “building diversified relationships through integrity, ethics, and value to ALL of our clients and associates.” Action is a recognized minority, woman owned small business in the State of Colorado.

They are a family owned staffing company that offers more than 60 years combined experience in the industry and other related HR and management solutions. Action offers a broad range of candidates including everything from highway maintenance and entry level construction positions, to clerical and administrative work.

The Challenges

Action Staffing previously processed their payroll through ADP, they used TempWorks for their front office and Quickbooks as their accounting/billing vendor. The lack of integration created more work for the internal staff, reducing speed and efficiency.

Action Staffing was also paying multiple vendors for their services, which created unnecessary overhead.

Having opened their doors in 2008, Action had the economic crisis working against them.

Aragon informs that,“We were no longer able to receive funds from traditional lending sources such as small business administration loans.” Aragon continues, “We were having troubles with our entire business process and didn’t really know what to do at this point. We decided that it was time to start searching for a solution that could both solve our software problem, but also help us out financially.”

“TempWorks has benefited us by making our lives easier! They made it simple, user friendly, and affordable for a small start up staffing agency to get started, grow and suceed!” -Robin Aragon, CEO, Action Staffing

Solution

Aragon began working with the TempWorks to figure out a solution that would allow her to work less and make more, while assisting her finacially as well.

TempWorks President David Dourgarian comments, “After my initial conversation with Robin, I knew that Action would be a great candidate for TempWorks Venture. It was obvious that Robin’s passion and enthusiam towards her goals would make her sucessful.”

“TempWorks reached out to us and gave us a chance, building a supportive and trustful relationship with us. Since then we have grown into a bigger company, and recently secured a seven figure contract with the Colorado Department of Transportation.” -Robin Aragon, Action Staffing

TempWorks Venture is a comprehensive software package, including back office processing and working capital finance that is geared towards small startup companies.

Using technology and capital resources, paired with the strong knowledge of the industry processes TempWorks was able to support Action Staffing with the resources they needed to help them successfully materialize their goals.

Outcome

Action Staffing was up and running on TempWorks Venture within two weeks.

Aragon conveys, “TempWorks reached out to us and gave us a chance, building a supportive and trustful relationship with us. Since then we have grown into a bigger company, and recently secured a seven figure contract with the Colorado Department of Transportation.”

Aragon continues, “TempWorks has benefited us by making our lives easier! They made it simple, user friendly and affordable for a small start up staffing agency to get started, grow and suceed!”

Other results:

• Reduced costs and improved data accuracy. All front and back office information is stored on one database,ensuring accuracy and eliminating the need to pay multiple vendors.
• Increased efficiency. TempWorks handles all of Action’s payroll processing, reducing the hours spent on checking for accuracy and processing payroll information.

For more information about Action Staffing , please visit www.myactionstaffing.com