Establishing seamless HR case management with Copart

Copart wanted to streamline its case management process, drive efficiencies and ensure compliance with its HR policies and ethical practises. Having previously used spreadsheets, the team found the process to be too manual and it slowed down the pace at which cases could be managed
Project highlights
  • Reduced reporting administration, enabling staff to spend more time on other, value-added activities
  • Centralised and consistent document capture
  • Seamless management of absence, disciplinary, grievance, performance and sickness
Overview

Copart is a global leader in online vehicle remarketing and recycling, handling over 500,000 vehicles each year in the UK through their patented online ‘live’ auction platform. Copart currently operates in more than 200 locations across 11 countries, including 27 locations across the UK and Ireland.

Copart currently has around 1700 UK employees and a dedicated HR team that handle between 15 and 40 cases each month – dependent on peak and non-peak periods. The team manages cases at every stage of the employee life cycle, this includes absence, disciplinary, flexible working, grievance, and performance improvement plans.

Situation

With a busy team, Copart wanted to streamline its case management process, drive efficiencies and ensure compliance with its HR policies and ethical practises. Having previously used spreadsheets, the team found the process to be too manual and it slowed down the pace at which cases could be managed. Additionally, not all case information could be stored centrally, which meant the team had to switch between spreadsheets and individual employee files to gather and track the information they needed. This made reporting cumbersome and impacted the team’s ability to track and manage cases effectively.

Jordan York, HR Business Partner at Copart comments, “The limitations of our system soon became difficult to overlook and were most apparent when we needed to collect key statistics in a timely manner, but would be slowed down at every turn. This caused a lack of efficiency and hampered the team’s daily working life. We recognised that something had to change, and we had to find a new solution that would enable our team to work more effectively, as well as support our forever-growing business.”

Customer profile
Customer name:
Copart UK
Project date:
October 2023
Number of employees:
1700
Background:
After a competitive selection process, Conformity Software was selected to meet the needs of the HR team. The business went live with CaseworkER in December 2023
The feedback from the HR team has been overwhelmingly positive. Conformity has been extremely flexible and supportive from the beginning and throughout the entire process. We needed a solution that can help the team thrive and one that can grow with our business, and we’re confident that both of those needs have been met. We also know that we’ll be supported throughout the implementation of our future plans for growth
Jordan York
HR Business Partner
Solution

After a competitive selection process, Conformity Software was selected to meet the needs of the team. The business went live with CaseworkER in December 2023 and the cloud-based system is being used by a number of key employees within the HR Team.

For Copart, CaseworkER operates within a 3-tier format. This involves:

  • A ‘super user’ who is able to take full advantage of the accessibility of the platform with no restrictions at all
  • System admins who are, for example, able to input policies, templates and anything related to administrative functions
  • A standard user base with the capability to add, edit and review cases linked to themselves, and carry out reporting
  • All team members can input key deadlines for each case, alongside daily reminders of when actions are due and overdue

The whole team has use of letter templates to generate text. Mail merge fields and a full text editor mean that team members do not need to change a large amount of information when creating letters, making the process quicker and simpler. New letters can be added to case notes, and are also included automatically during the creation of case hearing packs.

York comments, “Revamping and rebranding all of our letters and templates was a really important function. When I spoke to the team at Conformity, they were very quick to book in a meeting and support us through that process.”

York adds, “From the initial solution, we have expanded our usage. It has become a great training tool for people who are new to the business, helping them to understand how we work and what our HR processes are. It will be a vital part of our plans for expansion and growth.”

The team is now able to handle cases quickly and effectively, with positive feedback and praise for the continued support being provided by Conformity Software.

Benefits

The team at Copart has benefitted from a variety of CaseworkER functions:

  • The team can host relevant letter templates associated with each case, which as a result reduces room for error or misalignment across the business. Copart has several HR business partners which operate on separate parts of the business, and this function allows for better alignment between partners
  • The ability to quickly access key data and metrics and case breakdowns within a set time frame or location has been an asset for the team. In the event that an issue arises when dealing with a case that is already live, the team is able to access templates, notes, as well as any completed actions, when they're completed, and who by. This has been an invaluable function
  • Time-consuming manual processes are a thing of the past – dates, addresses and names are auto-populated, eliminating the need to input data multiple times and saving time for members of the team. Easy access to complete sets of data has helped the team to identify trends and ensure that they can act quickly and be proactive

Jordan York concludes, “The feedback from the HR team has been overwhelmingly positive. Conformity has been extremely flexible and supportive from the beginning and throughout the entire process. We needed a solution that can help the team thrive and one that can grow with our business, and we’re confident that both of those needs have been met. We also know that we’ll be supported throughout the implementation of our future plans for growth.”

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