New Mexico-based National Roofing Company had 50 years’ worth of data stored in a hard drive, binders and an outdated filing system that presented numerous challenges. It would take hours to access the necessary employee information needed like I-9 documentation, performance reviews and other records – causing headaches for staff. This antiquated system required many of the company’s HR processes to be completed manually.
With the company already relying on Arcoro Time (formerly ExakTime) for its time tracking, exploring a cloud-based solution to centralize HR was the next logical step.
National Roofing had relied on a site-based server to store all its documents. Each time a new piece of employee data was added, the paperwork had to be scanned and added to an existing folder, revising the naming convention each time or creating multiple copies of the same files. While it was secure and access was limited to authorized employees, it really wasn't a modern HR system.
Not only was it difficult to locate documentation, but retrieving information took forever due to the volume of data – 50-years’ worth.
When Terence Harris came on board he wanted to find a better solution. Coming from a retail, managerial background, Harris routinely worked six-day weeks and didn’t want to repeat the process at National Roofing Company.
“When I started working for National Roofing, it created a flashback to the 1990s when I first started working in HR and I created a HR system using Microsoft Access,” he explains. “(Deciding to implement Arcoro) happened after seeing we were using file folders for our HR system.”
Because he wears multiple hats, as HR Director, Safety Director and IT lead, he knew updating to a cloud-based system could lessen his workload while providing transparency for everyone at the company.
Harris tapped Arcoro to handle its biggest hurdle, moving from a manual-based system to a fully digital HR system. It implemented the Arcoro Manage platform, which includes Core HR, as well as Arcoro Hire for applicant tracking and onboarding. The solutions allowed National Roofing Company to centralize document storage and retrieval while streamlining several HR processes.
“Arcoro has allowed me to take a paper process and automate it. The leadership team can now upload documents to the employee’s file or ask HR to do it. Employees can now fill out time off requests online. Find answers to questions by looking at the handbook with ease of access.”
Moving to a fully digital HR system also gave Harris the ability to automate compliance, like using electronic I-9 forms, which simplified any audit requirements. It also allowed National Roofing to generate EEOC reporting when clients requested it.
“Getting everything scanned in, especially with I-9 forms, makes it easier for me to audit because it's just right there. I'm not flipping through binders.”
Harris admits having a centralized HR system saves him at least an hour-plus a day, especially when other leaders request employee information.
“It has also cut the new hire orientation time down to about 30 minutes from the two hours that it used to take.”
Another major benefit was the amount of dedicated support Arcoro provided during every stage of the process. The Arcoro team was on hand with quick response times.
“The response time for any issue or any question is spot on. You don't have to ping again after three days. I really appreciate that.”
Looking ahead, Harris is interested in the possibility of adding Arcoro Payroll to its existing lineup. The company needs a cloud-based payroll system that can handle prevailing wage for federal contracts.
“It would save us a tremendous amount of time for payroll and HR,” Harris notes.
That’s where Arcoro can really stand out as a solutions provider, the products are scalable that grow alongside the company.
With products that have streamlined operations, Harris is free to focus on more big picture items, like taking care of employee needs.
“If I could have found this job 20 years ago, I'd have worked 20 years in it. This is the one that I can work till I'm ready to retire. It has the right level of stress, but it's not a negative stress. It's a challenging stress.”
National Roofing's Digital HR Transformation with Arcoro Hire and Manage: