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Case Study: Automated onboarding process

iHub
Case Study: Onboarding automation

The brief

Lander & Rogers was instructed by a client to streamline and automate its onboarding process for independent contractors. The client onboards hundreds of contractors a year, each of whom is required to sign a contract to provide services as either a sole trader or an incorporated entity. The existing onboarding method was proving time-consuming and inefficient, with the client's internal teams having to manually manage the process and ensure contractors signed the required documents and provided all relevant information in a timely manner. The client wanted to instil consistency in the contract terms across multiple states and sites, while also reducing the need for manual handling.

The process

To help us understand how to automate the onboarding process, our team of business transformation specialists mapped the workflows and onboarding process from beginning to end. We consulted with key stakeholders to gather and prioritise the client's requirements and delved into their business operations and workflows to identify bottlenecks and pain points. By working closely with the client, we were able to select the appropriate platform and design a solution that would best meet their needs. By quickly prototyping, building and following up in weekly reviews, we designed an app that reflected the client's ideal business process.

The solution

Our team implemented workflow technology from Checkbox to automate the onboarding process for contractors, reduce manual handling and streamline onboarding.

The automation solution allowed us to:

  • provide consistency in contract terms across sites and geographical locations, through automated contractor agreements
  • reduce risk by using an agreed, standardised approach
  • ensure contractors are paid agreed rates and only provide services after agreeing to terms, by incorporating integrated electronic signature technology
  • improve consistency and reduce unnecessary queries by guiding reviewers through the process
  • minimise double handling of data by synchronising data across all internal systems, and
  • easily track and audit onboarding progress via a live dashboard.

Automating the onboarding process is set to reduce administrative overheads and minimise the time required to onboard new contractors. By providing centralised oversight, the common risks associated with onboarding contractors will also be reduced.

Client impact

"I really can't fault the support I received from Landers iHub in the development of our contract management solution. The fact that we were able to work with a qualified technologist and an experienced solutions consultant, both with experience in delivering solutions to in-house lawyers made all the difference for us. Not only did they provide a well-costed solution and deliver on it, but the Landers team were able to respond to the complexity of the organisational environment in an agile and sensitive way. We will definitely use the Landers team again."

Richard Holbeach, General Counsel & Company Secretary, Healthscope

Learn more about legal innovation services at Lander & Rogers.

Author

Joel Kennedy

Joel Kennedy

Head of Client Projects

Key contacts

Stephen  So

Stephen So

Head of Analytics