Project Description

The role of the Embassy of Canada has always been the same: to foster the rich, multi-dimensional relationship that exists between Canada and the United States. In addition to the Embassy in Washington, DC, the Canadian government maintains 13 Consulates General and eight consulates in the United States. The staff of Canadian missions consists of two categories: Canada-based staff and locally engaged staff. The Embassy of Canada chose Delphia Consulting to be their partner in developing a means to significantly reduce their paper-based processes, and to do so in compliance with both US and Canadian laws. 

Scenario

The Embassy of Canada in Washington, DC was a long-time Sage Abra HRMS user and client of Delphia Consulting. Their goal was to expand the use of their HRMS to all their missions and consulates in the United States. The government of Canada uses numerous forms to capture information about employees and route appropriate approvals. These forms also had to meet the Canadian government’s regulations for compliance.

Challenge

The main challenge for this public sector, human resources department was similar to that faced by any commercial employer: to relieve the staggering clerical burden of employee change forms—completion of the forms, routing, approvals, and retrievals. Special security and privacy regulations required by Canadian law added an extra dimension to this project. This paperless environment had to support numerous forms in both English and French. Employees, managers and administrators all needed to be able to access these web-based forms from any consulate in the country. Transactions needed to be returned both within the United State and through Ottawa, Canada, for approvals. 

Solution 

Delphia Consulting designed a phased approach for the software implementation required for this project. The first software deployed was Sage HRMS HR Actions, followed by additional add-on modules that allowed the HR department to deploy self-service for employees and managers, automated alerts and notifications designed to keep HR informed and web-based benefits management capabilities. During the third and final stage of implementation, Delphia Consulting deployed automated time and expense tracking and payroll processing for locally engaged Embassy employees. Payroll reports are presented in both US and Canadian dollars.

The Embassy of Canada now has a fully functioning, web-based, paperless employee change form process running smoothly. This solution provides a way to bridge the gaps between islands of information and technology.

 

 

 

 

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