Carilion Health System's Human Resource department recently implemented an automated business solution that captures applicant information and electronically transmits the data to various HR vendors' systems.

By almost any measure, the impact has been profound. This integrated process eliminated manual data input, reduced the paper trail of employment applications, streamlined background checks and eliminated scanning of employment applications, spreadsheets and reports. Further, these new processes have minimized data entry errors, duplicate employment applications, increased HR employment efficiencies and reduced post-to-offer fill time volume by an average of 20 days in 2002.

We call the solution "HR e-360°." It is a process used for those seeking employment in patient care and professional and skilled positions during the initial employment application process. Using the paperless approach, Carilion's data is automatically and programmatically transferred to multiple HR business systems.

Prior to 2002, Carilion Health System received approximately 30,000 paper applications a year. Each application was reviewed, counted, measured and stored within the HR Information System and applied to spreadsheet applications. Typically, applicants completed and submitted duplicate applications creating additional time spent reprocessing forms. Applicants were required to sign and approve criminal and credit history background check forms prior to hire.

On average the employment department spent about seven days to complete application and background processing. Multiply that by the 30,000 applications and you can begin to imagine the scope of the challenge.Carilion's vision included scanning hard copy employment applications, increasing vendor applicant tracking system (ATS) functions and providing secured online applicant computers at various locations, with the goal of going paperless and interfacing HR business systems utilizing online applications.

Today, HR Employment no longer scans nor accepts hard copy employment applications. PCs are available at multiple locations. Staff assist applicants and provide educational materials regarding steps to completing the on-line employment application. Specific enhancements include restricting applicants from submitting multiple applications for the same position and implementing pre-screening or qualification questions and background check authorizations. Collaboration with the ATS vendor has produced a functional paperless system, which has significantly reduced manual data entry.

Currently, the "HR e-360°" solution is in production and has led to multiple business system interfaces. The background vendor electronically updates the ATS to reflect the status of the background check. These processes are eliminating employment time previously spent monitoring applicant background check statuses. When statuses within the ATS change from "pending" to "complete," HR has the ability to log in from the ATS to the background vendor application to review the applicant's background history.

The result of going paperless? According to Jeanne Armentrout, Director of Employment and Development, "In one year, employment post to offer average rate dropped from 55 days to 35 days." Establishing ROI by measuring against the posting of an RN position, Carilion Health System saved approximately $80,000 per year with "HR e-360°."

Future "HR e-360°" phases will continue the focus on decreasing unqualified applications, data entering time and unifying human resource information systems.

Stephen F. Sawyer is an HR business systems consultant with Carilion Health System. He lives and works in Roanoke, Va. and his e-mail address is ssawyer@carilion.com.