The challenge
The five original organisations all had different systems and working practices. Much of the HR data was paper- and spreadsheet-based. The HR team needed to transfer the data onto one HR system prior to the new organisation's launch, bringing together five different sets of terms and conditions of employment.

The supplier
Oxfordshire-based HR and payroll software provider Snowdrop Systems already supplied HR software to the Independent Television Commission and Oftel. Ofcom retained Snowdrop to manage all the HR data across the whole of the new organisation.

The approach
Snowdrop implemented its Evergreen (HR), Fountain (training), Spring (recruitment) and U-Access (self-service HR) modules - customised to accommodate the changes of the merger and branded in line with Ofcom's new image. The new software needed to link in with as many other business systems as possible to help the HR team make the best use of its data.

HR operations manager John Donnelly sees the Snowdrop system as a key driver for changing the way HR supports the whole business.

"Our aim is to work smarter and minimise administration, devolving some of this responsibility to staff and line managers," he says. "This frees up our time so we can support the organisation at a higher level."

The solution
Snowdrop worked with Ofcom to bring together all the data from the different organisations into one system. The system is known internally as 'e-colleagues'. Employees can now view and change basic data through Ofcom's intranet, and managers can access key data on their teams, such as absence records. Paper-based administration is reduced thanks to online sick forms.

Snowdrop set up workflows - automatic e-mails to line managers generated by the system - to help them keep track of key performance indicators such as sickness absence and training and development data.

The system links directly with Ofcom's recruitment website and data captured online is fed directly into Snowdrop's recruitment module, which will speed up hiring processes. Snowdrop also links in with Ofcom's flexible benefits software so that new starters can choose their preferred benefits as soon as they join.

The system is fully compatible with Ofcom's existing payroll software, automatically updating changes to bank account details, salaries and bonuses.

The bottom line
The system continues to streamline Ofcom's processes, paper-based administration has been reduced and business systems now feed into each other. In the future, Snowdrop will link to Ofcom's new e-learning system, the Ofcom University. As soon as employees have completed a course online, their training records will be automatically updated, enabling managers to spot development needs and allowing individuals to manage their own career process.