Latrobe City is located approximately 150 kilometres east of Melbourne and is one of Victoria’s major regional centres, home to over 77,000 people. Traditionally, Latrobe City has been recognised as the centre of Victoria’s electricity industry, benefiting from one of the largest brown coal reserves in the world. In addition, Latrobe City sits at the heart of a large forestry industry that supports Australian Paper’s pulp and paper mill, as well as other sawmills.
The Challenge
Latrobe City Council employs just over 1,050 people and approximately 65% are classified as ‘in the field’, meaning they do not have traditional office-based desk jobs. Of these in-the-field staff, about 20% have limited or no regular access to a computer, which has created barriers to engaging with digital HR content, such as learning and development resources and internal career opportunities.
Upon reviewing its People and Culture services, Council recognised the need for a more strategic approach. The goal was to develop a system that not only aligned with the Council Plan but also supported the diverse needs of its employees, especially those in remote or non-desk-based roles.
The review highlighted key barriers to staff engagement with HR services, revealing that the variety of systems in place -covering recruitment, onboarding, training and development, and annual performance reviews – were often inconsistent. While each individual system functioned well on its own, the lack of integration created a fragmented experience for staff. This inconsistency made accessing HR services challenging, resulting in lower levels of engagement and employee buy-in.
The Solution
Latrobe City Council sought to address these challenges by tendering for a new system that would unify and streamline its HR processes. Pulse Talent was selected for its ability to meet the Council’s requirements. The solution introduced eRecruitment, Onboarding, Annual Performance Reviews, Learning Management, and Staff Variations, all through an integrated platform.
One of the most significant improvements was the introduction of a single access point. Now, employees can access all HR services via a one-click link on the intranet, with automatic sign-in. This eliminated the need for multiple passwords or remembering different links, greatly improving ease of use. The streamlined, user-friendly interface facilitated more consistent engagement across HR practices at Latrobe City.
The Result
The implementation of Pulse Talent brought measurable improvements in key HR metrics:
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Recruitment Efficiency: Latrobe City Council reduced the average time to fill a position from 40 days to 31 days, a 22.5% reduction. This was achieved through streamlined approval processes and improved communication between departments.
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Payroll Accuracy: Payroll errors were significantly reduced due to the improved flow of accurate information across HR systems. The timely transmission of data between teams contributed to a more efficient payroll process, minimising discrepancies and delays.
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Increased Applicant Numbers: Council also noted an increase in applications per vacancy, with an average of eight more applicants for each role. This improvement was attributed to the simplicity and user-friendliness of the Pulse Talent recruitment process, making it easier for candidates to apply.
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Performance Review Completion: The completion rate for performance reviews by the deadline increased by 20%, bringing the total completion rate to 85%. The accessibility of the system and its intuitive design encouraged more employees to complete reviews on time.
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Learning and Development Uptake: The use of online learning resources increased by 25%, demonstrating that more staff were engaging with professional development opportunities through the system. This was particularly beneficial for in-the-field staff who previously had limited access to learning content.
Key Learnings
Through this transformation, Latrobe City Council has identified several key learnings that have contributed to the success of its HR digitisation:
- Be open to reviewing and critiquing internal processes.
- Actively listen to feedback from employees and stakeholders.
- Plan for contingencies, even when outcomes seem certain.
- Do not hesitate to innovate and embrace change.
Latrobe City Council’s adoption of Pulse Talent has not only improved operational efficiency but also fostered a more inclusive and connected workforce, ensuring that all employees – whether in the field or in the office – have equal access to essential HR services.
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About Pulse Software
Pulse is an Australian SaaS company focused on industry leading, out-of-the-box process management software solutions with module-style applications developed using the latest cloud-based technology for a wide range of organisations.
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