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Document automation significantly reduces TfL administration time

Transport for London’s (TfL) payroll team has saved 160 days’ administration time a year after the introduction of a secure document automation system.

The administrative solution, provided by Datagraphic, creates a secure online portal which automates the production and distribution of payroll and HR documents.

Introduction of the secure online portal also helped enable remote working, which had been necessary during the pandemic, as well facilitating the long-term trend towards hybrid working which has accelerated across the public sector over the last 18 months.

Responsible for day-to-day operation of London’s public transport network and the management of its main roads, TfL employees over 26,000 staff across multiple locations.

Until early last year, TfL’s payroll team used to print and post – via internal mail and Royal Mail – more than 400,000 payslips, P60s and P45s annually. This process was time-consuming, expensive, and environmentally unsustainable.

In response, TfL approached Datagraphic, a leading provider of secure document automation solutions, with a remit to deliver Epay, its secure online portal which automates the production and distribution of payroll and HR documents.

The solution has allowed TfL’s payroll team to adopt a 100% digital operation.

This saved the TfL team 160 days annually in administration time previously spent printing and distributing payslips, P60s and P45s, and enabled them to focus on higher value tasks, adding further value to the organisation. They no longer need access to corporate printing equipment and so can work anywhere.

It has also resulted in savings on resources such as paper, allowing TfL to cut costs and work with a greater degree of environmental sustainability.

Employees can securely access their payroll documents remotely via any internet-enabled device from any location, at any time.

As Epay works with TfL’s existing systems, employees only need to sign in once via their established rewards platform to access all their employee documents. This ease of access has improved the employee experience and resulted in an increased level of employee engagement.

Colin Turner, TfL’s Employee Payments Delivery Lead, said: “Using Epay, we have saved time and money, which means our payroll team can focus on more value-added activities.”

Glyn King, Managing Director of Datagraphic, added: “Document automation increases the efficiency of payroll operations and is supporting the trend towards remote and hybrid working that accelerated during the pandemic.”

Datagraphic became a supplier on Crown Commercial Service’s (CCS) G-Cloud 12 platform last year.

This means public sector organisations can purchase the solutions from the organisation without going to tender, with CCS having carried out the due diligence with the company and gathered the necessary assurances. Datagraphic is also registered as an SME business, meaning public sector organisations working with them are helping to meet the Government’s target of spending £1 in every £3 with SMEs by 2022.

Their solutions have already been deployed with organisations across the public sector, including Network Rail, Leeds City Council, East Sussex Council, and Surrey County Council. They also have experience working with a number of major private sector organisations across different industries, including retail and aerospace.

To find out more about how Datagraphic can help you reduce administrative time, visit their website here.

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