Entity Solutions Gains Competitive Advantages, Saves 100 Work Hours per Week, Processes Contracts 100% Faster, and Improves Customer Experience
 
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Entity Solutions Gains Competitive Advantages, Saves 100 Work Hours per Week, Processes Contracts 100% Faster, and Improves Customer Experience

Entity Solutions is one of Australia’s leading workforce management service organizations. The company provides holistic engagement, management, and value-added services for white collar contractors (also referred to as independent professionals and independent contractors) and the organizations employing them. It also offers migration, back office, business establishment, and management services.

It serves more than 400 corporate organizations, recruitment agencies, and more than 2,500 independent contractors.

Entity Solutions’ core, brand value and competitor differentiator is service excellence. To continue to lead its competitors in delivering advanced workforce solutions, it strives to provide individualized and streamlined core support services. Entity Solutions decided to automate its human resources (HR) capabilities to support individual independent contractors and meet corporate expectations for secure, online workforce management. It also wanted to improve its customer experience and operating efficiency by consolidating in-house administrative functions and adopting online processes.

By implementing Oracle WebCenter Portal, Oracle WebCenter Content, Oracle Application Development Framework, and Oracle SOA Suite, Entity Solutions delivered a customized online portal to transact, communicate, and share information easily and quickly with its customers. It saved 100 work hours per week by automating manual HR processes, accelerated contract processing and new employee induction time by 100%, reduced paper and printing costs by 30%, improved the user experience, delivered better services, and maintained its leadership position and competitive advantage in the recruitment and contractor services markets.

 
Establishes Entity Online, Engages 90% Customers in 12 Months

A word from Entity Solutions

  • “We chose Oracle WebCenter Portal over products from other vendors, such as Microsoft, for Oracle’s superior security, simple architecture, and integrated technology stack that costs less and delivers more than competitors’ offerings. By automating our human resource processes, we saved 100 work hours per week, accelerated contract processing by 100%, improved our customer experience, and delivered service excellence.” – Jonathan Knowles, Executive Director, Technology & Innovation, Entity Solutions.

Entity Solutions implemented Oracle WebCenter Portal to provide an online portal called Entity Online for its corporate customers and independent contractors. The new portal delivers a scalable, efficient, and user-friendly service that enables corporate clients and independent contractors to communicate and transact through an online channel, rather than over the phone, by fax, or in person. The portal also provides intuitive online management capabilities and improves user experience and services provided to both client groups. 

For example, customers can download a blank timesheet and fill out the details, such as work hours or allowances, and upload the timesheet through the portal. The customer can also update or change details online, such as new pay rates or effective dates. The updated information is validated through the portal and then transferred into Entity’s back-office systems for payroll processing. 

In the first 12 months following deployment, 90% of customers—2,000 individuals—signed onto the portal, and actively used its functionality. Entity Solutions also implemented Oracle SOA Suite to seamlessly integrate the portal with several back-office systems such as customer relationship management (CRM), payroll, and invoicing, and enable real time update of the information in the systems. It significantly improved workflow management, data integrity, and operating efficiency.

“As a leader in professional contracting services, we want our workforce solutions to be the best, the easiest to use, and the most time efficient and user-friendly for our customers,” said Jonathan Knowles, executive director, Entity Solutions. “Through Oracle WebCenter functionality, we now have a superior online portal that helps us attract and retain high quality professionals.”

 
Improves Business Efficiency and Reduces Costs

 
Reduces Paper and Printing Costs by 30%

 
Gains Secure Corporate Portal and Delivers More Accurate Reports

 
Gains Complete Content Management Capabilities, Improves Staff Productivity

 
Saves 100 Hours Administrative Work per Week

 
 

 
 

Challenges

A word from Entity Solutions

  • “We chose Oracle WebCenter Portal over products from other vendors, such as Microsoft, for Oracle’s superior security, simple architecture, and integrated technology stack that costs less and delivers more than competitors’ offerings. By automating our human resource processes, we saved 100 work hours per week, accelerated contract processing by 100%, improved our customer experience, and delivered service excellence.” – Jonathan Knowles, Executive Director, Technology & Innovation, Entity Solutions.

  • Implement an online portal to provide a secure and technologically advanced workforce management solution for corporate customers and individual contractors, delivering the brand promise of providing service excellence
  • Automate HR processes for online contract execution and new employee induction program into the company to improve operating efficiency and reduce costs
  • Improve productivity by enabling staff to easily access and manage content, such as workforce policies and procedures documents
  • Provide more accurate and up-to-date workforce report and integrate data into corporate customers’ systems to improve contractor management and provide a holistic view of workforce

Solutions

  • Accelerated contract processing and new employee induction program delivery times by 100%, by implementing a single, online HR portal for corporate and contractor customers, improving operating efficiency and reducing costs
  • Achieved 90% contractor engagement in 12 months by providing a scalable, efficient, and user-friendly online portal for independent contractors to manage and update HR information, such as pay rates and timesheets—enhancing customer experience
  • Saved 100 hours per week in administrative time by using Oracle Application Development Framework’s task flow functionality to guide customers and staff through online processes, such as new contract execution and contract extension
  • Slashed paper and printing costs by 30% by using online services for uploading contracts and tracking progress—reducing environmental footprint  
  • Consolidated administrative functions from five branches to one national office by implementing Oracle WebCenter Portal—reducing headcount costs
  • Gained corporate customers’ confidence by using dashboard functionality to provide more accurate workforce reports and integrating them securely into their corporate systems, increasing new business from large corporate customers
  • Enabled all staff to easily access and manage content such as contractor hiring policies without IT assistance by using Oracle WebCenter Content’s workflows and user-friendly interface functionality, improving staff efficiency and reducing overheads
  • Ensured seamless integration with back-office systems, such as CRM, finance, payroll, and invoicing by using Oracle SOA Suite, improving workflow management and data integrity


Why Oracle

Entity Solutions’ selected Oracle WebCenter Portal, for its integrated technology stack, superior security, simple architecture, and competitive price point.

“We met with six suppliers, including Microsoft, and found Oracle’s solutions checked more boxes than its competitors. We selected Oracle WebCenter Portal as it offered superior security, a simple architecture, and an integrated technology stack that costs less and delivers more than competitor offerings,” Knowles said.

Implementation Process

The implementation process began in April 2011, with a single business unit pilot focused on back office administrative and payroll support. Oracle WebCenter Portal has been in production since mid-2011. The company extends the deployment every three months and consistently gains new functionality and competitive advantage.

Entity Solutions deployed its internal site in January 2013 and the external corporate portal, Entity Online, followed in February 2013.

Partner

Entity Solutions engaged Oracle partner LogicalTech in an advisory capacity during the product evaluation and selection process. LogicalTech worked with Entity Solutions for more than 18 months, providing technical support and resources, including architectural expertise.

“Of all the suppliers we considered, LogicalTech was the most dedicated to understanding our business and developing the Oracle business case. The team understood our business challenges and clearly articulated how Oracle WebCenter Portal could address them,” Knowles said.

“LogicalTech provided a great deal of support and guidance, and delivered a successful deployment. It is now assisting with skill transfer to ensure that we can continue to build our internal expertise.”