Unlocking Civica Case Management: Why UK firms should invest

Unlocking the power of Civica Case Management: Why UK firms should invest

By Anthony Eghan, Business Development Manager, Civica

As the competitive landscape in the UK job market continues to intensify, many employers are under pressure to maintain a healthy and productive workforce. One key aspect of achieving this is effectively managing Human Resources (HR) cases such as grievances, disciplinary cases, redeployment and redundancy work, whistleblowing casework, short and long-term absence, workplace investigations and many others. In this article, we will explore the benefits of investing in the Civica Case Management system to streamline these processes, improve efficiency, provide real-time data-driven reports and enhance your employees’ experience.

The challenges of manual employee relations management

Civica’s research over the last few years has found that many UK organisations often rely on a combination of disparate systems, spreadsheets, paper files, emails and manual processes to manage employee relations (ER) cases. This approach is not only inefficient, but also prone to errors, compliance risks and delays.

Some of the common challenges this approach manifests includes:

• Inconsistent case tracking – Manual record-keeping can lead to inconsistencies in data entry, making it difficult to track the status of cases or identify trends.
• Lack of automation – Without automation, HR personnel spend excessive time on administrative tasks, reducing their ability to focus on strategic initiatives and employee engagement.
• Poor communication – Inefficient communication channels can result in delayed responses to employees’ concerns, leading to dissatisfaction and mistrust. These can be reflected in a firms Glassdoor ratings, or worse, employees may take to social media to air their dissatisfaction.
• Compliance risks – Manual processes increase the likelihood of non-compliance with relevant laws and regulations, exposing firms to legal risks and reputational damage.

Civica Case Management helps employee relations teams to manage a diverse range of HR cases, following the correct procedures in a timely and efficient manner. This ensures that HR cases (including discrimination, harassment and all forms of misconduct cases) are effectively dealt with, reducing the risk and cost associated with grievances and tribunals, whilst maintaining employee morale and engagement across the board.

Civica Case Management can further increase employee retention by empowering employees with a self-serve solution, fostering independence, trust, and better engagement. This raises morale, strengthens the workforce, and reduces the attrition risk (and associated costs), by helping to create an environment where employees thrive.

Civica Case Management

Civica’s employee relations solution supports HR processes relating to grievances, disciplinaries, workplace investigations, whistleblowing and much more; a list of some of the supported processes is provided below:

• Grievance casework
• Collective grievance casework
• Disciplinary casework
• Capability casework
• Redeployment and redundancy casework
• Whistleblowing casework
• Flexible working requests and related casework
• Short-term and long-term sickness absence casework
• Employment Tribunal casework
• General enquiries

By default, Civica Case Management is designed to ensure compliance with UK legislation and best practice.

The solution also includes standardised team dashboards, enterprise (organisation-wide) dashboards, and a library of ready-made reports to support the work of an employee relations function.

The solution can be configured to provide support for the involvement of local managers in the defined processes, as well as self-service access for employees (via another portal or intranet site).

Benefits

The Civica Case Management delivers:

• Reduced ER case management time – By automating the manual processes, streamlining workflows and improving visibility of case status, HR personnel and team managers can reduce the time spent on managing employee relations cases. This leads to increased efficiency and productivity.
• Improved compliance – A centralised ER case management system ensures that all relevant UK legal requirements are met, minimising compliance risks and potential fines. This is particularly important for organisations which operate within the UK which is highly regulated.
• Enhanced employee experience – Faster resolution times, improved communication and increased transparency leads to higher employee satisfaction and trust in HR processes. This can result in increased productivity, reduced turnover and better overall employee engagement.
• Data-driven decision making – Comprehensive reporting and analytics provides insights into case volumes, trends, resolution times and other key metrics. These insights can inform data-driven decisions to optimise ER processes, improve outcomes for employees and drive business success.
• Cost savings – By reducing the time spent on manual processes, minimising compliance risks and improving employee satisfaction, organisations can expect significant cost savings over time.

Some of the functional benefits the Civica Case Management can address are:

• Streamlined workflow –Automates case routing, assignments, and escalation, ensuring that all cases are handled efficiently and in compliance with company policies and UK regulation.
• Centralised data repository – A single platform for managing all ER cases enables HR personnel to easily access all relevant information, track progress, and monitor KPIs and regulatory deadlines.
• Automated communication – Automated email and letter templates ensure timely and consistent communication with employees throughout the case lifecycle. A full history of all communication is associated with the case, allowing for a complete audit trail to be maintained.
• Reporting and dashboards – Comprehensive reporting and analytics provide insights into case volumes, trends, resolution times and other key metrics, enabling data-driven decision-making to be undertaken.
• Wizard-driven forms and prompts for deadlines – User-friendly forms guide HR personnel and team managers through the process of managing the many different HR cases, while prompts ensure that deadlines are met, reducing delays, improving overall efficiency and ultimately employee satisfaction.

Building your case study: The ROI of an ER CMS implementation

Civica sales consultants can assist you in drafting a compelling business case for your ER solution. Some of the areas our consultants can explore, centre around the current challenges, as well as the time and cost to deliver the current processes. With those challenges and costs understood, Civica consultants can contrast those figures with other Civica clients where our ER solution has been implemented.

Some additional ROI areas to consider within the business case centre around:

• Reputational camage/ risk to companies:
  • Media/news
  • Glassdoor ratings, social media
• Tribunals costs
• Data leaks to the media, unauthorised personnel
• Employee churn and the cost of employee churn (high costs to recruit new employees, the interview process, induction, training, etc).

In conclusion, investing in Civica Case Management is a strategic move for UK firms seeking to streamline their employee relations processes. By automating workflows, centralising data, and improving communication, the system will help reduce costs, mitigate compliance risks, and enhance the employee experience.

For further information about how Civica can help your organisation, please contact the team at Case Management software powered by iCasework | Civica