WFCU Credit Union has long been recognized as one of the leading, progressive financial organizations in the City of Windsor (ON) and Essex
County. Serving Windsor and surrounding communities for over 75 years, WFCU Credit Union began in 1941 with assets of less than $10,000 and now has $2.9 Billion in Managed Assets and Member Service Totals of $4.0 Billion. WFCU Credit Union is the sixth largest credit union in Ontario operating nine retail locations and serving 37,085 members including 33,195 Personal members in 17,330 households, 2,390 Businesses and 1,500 Organizations. WFCU Credit Union membership is open to anyone who lives and/or works in Ontario. With a long-standing mission to ‘provide services and a full range of highest quality financial products to make our community the best place to live and work’, WFCU Credit Union stands true to its vision ‘WFCU Credit Union – Quality, Convenience, Innovation, Open to Everyone and Yours to Own’.
Prior to purchasing info:HR along with the Employee/Manager Self Serve module (ESS), the Applicant Tracking module, and the Org Chart interface, WFCU Credit Union’s employee information was stored and maintained within Excel spreadsheets. Multiple Excel books were maintained for different reporting purposes (e.g. employee information, position changes, retiree information, etc.). Drawing reports was very time consuming and required at least three team members for verification to ensure no copy/pasting or manual errors were made.
Training was completed in one week with Sheila Geddes – Vice President, Human Resources, and Celesta Gaba – Human Resources Coordinator, being the participants of formal training. Sheila and Celesta elected to become the trainers for other members of their team. They chose this style of training to ensure that the focus was on implementation of info:HR. After formal training, two additional members of the team were trained on the system’s use and functionality.
This approach for training was selected for a number of reasons, the primary being efficiency. “We had scheduled the time in advance and cleared our schedules, putting a back-up plan in place so that we could focus solely on the implementation process,” Celesta explained. Celesta personally liked this approach. With a clear understanding of her own learning style, in creating a plan such as this she was able focus on info:HR and the requirements of the system. The one-week focus allowed her to immerse herself in the system and learn about its features and functionality with minimal interruption, enabling her to become the expert she is now. She now devotes one day a week to the system for the purposes of maintenance and continued learning.
When asked how she feels about her comfort with the system after training, Celesta responded, “I feel very confident with the system, it is very intuitive and easy to use. I am a person who likes to click around to get to know any system and the layout of the system, coupled with the manuals provided online, are logical and very simple to follow.” Celesta has successfully trained one team member internally and the fourth was trained in February of this year.
There were two customizations required by WFCU Credit Union. The first was a feature unique to them, where the executive team and employees are identified as separate groups, enabling department security to show employees by level. Sheila will manage the executive team’s confidential information and the balance of the employees will be managed in the system by Celesta, as required by the organization.
The second was an enhancement to allow the recording of multiple charges on the Dollar Entitlements screen so that employees could view in ESS the usage of their dollar entitlements. WFCU Credit Union’s benefits are managed as banks for each employee; they have chosen to utilize the Dollar Entitlement screen to manage these banks. This customization provides the ability for employees to have one source for their personal data; they are now able to log in to ESS to see the usage of their personal benefits through this enhancement. “In the past employees would call HR to check to see what the remaining funds in their entitlement were or to find out when their entitlement renewed. Now employees are able to log in and see for themselves what they have left. HR is no longer the gatekeeper for the information, which allows us to focus on other tasks,” explained Celesta. “Another thing we can do with this enhancement is pull reports on benefits used, enabling us to reconcile our benefits and report to management on usage of benefits. We also appreciate how much cleaner the tracking is for us now; we were entering all of the information on Excel spreadsheets previously and verifying usage of various benefits was time consuming.”
An additional project headed by the IT team is utilizing the database in info:HR to drive other activities and portals within the organization to streamline other HR processes. Currently the info:HR database is used to populate an electronic employee directory referred to as the yearbook. IT has created a program to read the info:HR database for specific employee information to populate various aspects of the yearbook, which is available online for employees to access. This is now done in real time; when information has changed or been added to info:HR the yearbook is automatically updated, again saving HR more time. Previously the HR team would be required to update two databases with data changes. The IT Team is now in development of another program that will enhance the onboarding process in the organization, again using the info:HR database as the triggering source of information. The goal will be to automatically generate system user IDs, telephone extensions, and email setup, also making adjustments when information is changed in info:HR.
The implementation of info:HR took two weeks for WFCU Credit Union, due in great part to the planning and the dedication of the team to the implementation process. ESS will be rolled out in the spring of 2018, and this implementation should be seamless as the info:HR one.