Reduce Input Errors and Rework! A Case Study of Cutting Onboarding Procedures by 50% with "Office Station Pro"
For labor and social security attorney offices, the "manual input burden" caused by an increase in procedural tasks, and the resulting "input errors and rework," are major obstacles to operational efficiency. In particular, are you losing time to collecting paper-based onboarding forms or dealing with errors caused by strict system input rules (such as differences between half-width and full-width spaces)?
In this article, we introduce a system implementation case study from SAKURAOFFICE Social Insurance Labor and Social Security Attorney Corporation for labor and social security attorneys who want to minimize input errors and rework while achieving operational efficiency.
We will explain, based on facts, the specific initiatives taken by the firm to implement the cloud-based human resources and labor management system "Office Station Pro," which reduced onboarding procedure man-hours by approximately 50%. If you are currently comparing and considering the introduction or replacement of a new system, please use this as a reference.
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1. Challenges before implementation: Errors due to manual input and rework caused by system errors
SAKURAOFFICE Social Insurance Labor and Social Security Attorney Corporation, which mainly supports startups in Minato Ward, faced the following challenges as the number of procedural tasks and cases increased.
Man-hours and errors due to manual input
The workflow involved collecting onboarding forms on paper and manually entering them into the system on the labor and social security attorney side, creating an environment prone to heavy man-hour burdens and input errors.Errors and rework (returns) during electronic applications
With the system used previously, electronic applications would frequently result in errors and be returned due to trivial factors, such as differences between half-width and full-width katakana spaces during input. Dealing with such rework was a major source of stress in daily practice.Lack of coordination with clients and location constraints
Because the previous system was not cloud-based, it was impossible to coordinate information with clients. Additionally, it was necessary to go to a specific location to check data, making flexible responses like telework and smooth communication difficult.
2. Deciding factors for system comparison: "Direct employee input" and "intuitive operability"
After comparing various systems, the deciding factors for implementing "Office Station Pro" were as follows:
Significant efficiency in information gathering through the "Onboarding Task" function
The most significant reason for selection was the feature that allows employees to directly enter their own onboarding information from their smartphones. It was determined that this would eliminate the need for manual input by the labor and social security attorney.A cloud system that enables smooth information coordination
Because it is a cloud system, information can be coordinated smoothly with clients, making it suitable for promoting DX (Digital Transformation) for advisory client companies.Low implementation cost and excellent UI/UX
Compared to other companies' systems, the ability to implement it at a low cost starting from a light plan and its intuitive, easy-to-use operability (UI/UX) were highly evaluated.
3. Implementation results: Input errors drastically reduced, and onboarding procedure man-hours cut by approximately 50%
After implementing "Office Station Pro," the following clear improvements in operational efficiency have emerged.
Onboarding man-hours halved and input errors drastically reduced
By eliminating the task of collecting paper onboarding forms and manually entering the data, the man-hours required for onboarding procedures have been reduced by approximately 50% in practice. At the same time, errors caused by manual entry have also been significantly reduced.Reduction in error handling (rework) time
Returns caused by issues like half-width/full-width space discrepancies, which occurred with the previous system, have been resolved, allowing electronic applications to proceed smoothly. It has also proven to be much easier to use than accessing e-Gov directly.Prevention of input omissions through automatic linkage of official documents
In addition to streamlining the collection of My Number data, the system utilizes a feature that automatically links insured person numbers to the employee registry when official documents are issued. This has successfully automated tasks that were prone to human error and easily forgotten during manual entry.Realization of remote work and flexible working styles
By moving to the cloud, work can now be performed from any location, enabling the hiring of remote staff and the implementation of flexible working styles.
4. Usage Method: Standardizing Account Issuance and Providing a DX Environment to Clients
The firm uses the introduced system not only for internal operational efficiency but also to provide added value to its clients.
Supporting DX with an "Account Issuance First" proposal
When signing new advisory contracts, the firm standardizes the use of "Office Station Pro" and makes proposals based on the premise of issuing accounts. They support the DX of client companies by utilizing features such as onboarding task issuance and web-based salary statements.Providing the system at no additional cost
The advisory fees listed on their website already include the system account issuance fee, and in principle, no additional system usage fees are charged (negotiations are held separately for companies with a large number of employees).A mechanism to reduce the burden on HR departments
The proposal that "the HR department does not need to collect onboarding information, as it is completed simply by employees entering it on their smartphones" has been highly rated by clients such as startups.
5. Future Outlook: Consolidating Payroll Processing and Achieving Full Standardization
Currently, the firm is considering consolidating payroll processing, which is only used by some clients, into "Office Station Pro" in the future, taking into account the convenience of integration.
Although some clients use other systems, the policy is to aim for further operational efficiency by unifying systems more comprehensively, including payroll, to eliminate the hassle of data integration.
Summary
By introducing "Office Station Pro," it is possible to prevent paper-based information collection and manual entry errors, and significantly reduce rework caused by system errors. The mechanism where employees enter information directly from their smartphones and official documents are automatically linked strongly supports the operational efficiency of labor and social security attorney offices.
If you are a labor and social security attorney considering replacing or newly introducing a system to reduce input errors and rework, and to further improve operational efficiency, please check the details of "Office Station Pro".
▼ You can download special materials detailing this case study, as well as product features and pricing, from here.
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