Framestore add three dimensions to their payroll and HR

Introduction

 

Framestore is an award winning visual effects and animation studio that, in 2011 was Oscar nominated for its work on Harry Potter and the Deathly Hallows and has worked on films such as The Chronicles of Narnia and the 3D smash hit Avatar, as well as the recent commercials for Halfords, Carlsberg and the high profile Superbowl advertisement for Coca Cola.

 

Framestore is the UK’s leading authority on stereoscopic 3D, with three offices in London and further offices in New York and Iceland, employing over 600 employees.

 

Working with ADP

 

Framestore started working with ADP in 2010, transferring its HR and payroll from another provider whose systems it found outdated and inflexible. It wanted to use one supplier that could provide a managed payroll and configurable HR solution in the UK, where the majority of its team work, with similar or linked systems in the US and Iceland. Framestore chose a combined solution of ADP freedom, to manage its payroll and ADP HR.net, the Human Resource Management solution. One of the main reasons the change was made was that Framestore felt it was important to use an HR and payroll solution that would work together and be accessible across the multiple platforms and browsers used within the design company, as Annabel Jones, Framestore’s Head of Human Resources, explains:

 

“We had been outsourcing our payroll function for five years and we felt that the system we were using wasn’t flexible enough for the demands of our business. We needed to implement a system which was user friendly, reliable and had a customisable interface with which to interact with the HR system.”

 

Framestore also wanted a solution that would be flexible and configurable so that the company’s unique and changing requirements could be met.

 

Annabel continues: ‘With the company taking on creative and technical professionals to work on specific film and commercial projects, our headcount and payroll is complex and ever-changing. That’s why we were looking for a trusted partner whom we could count-on to deliver a fully managed payroll and an HR solution that would provide us with real-time data and built in flexibility.”

 

Why ADP?

 

After looking at the major suppliers in this area, Framestore decided on ADP’s ADP freedom and HR.net solutions for a number of reasons. Firstly, it saw ADP as the market leader and an established service provider with a long and trusted reputation, this gave Framestore peace of mind that the whole process, from entering employee data to printing payslips, would run smoothly and be delivered within a very tight timescale.

 

“I had previously worked with ADP freedom elsewhere and I was aware not only of the benefits of using an advanced and flexible system, but also that ADP could provide all that it promised within our timeframe.” commented Annabel. 

 

The company was also impressed with the scalability offered by the combination of ADP freedom and HR.net which enables companies like Framestore to add extra services as their requirements change. The online functionality was a key selling point, with usability a key factor to help promote manager and employee interaction with the system.

 

The HR team at Framestore use HR.net to input all employee information from new starter and leaver information to disciplinary data. Meanwhile line managers can record sick days and schedule appraisals while employees themselves can update their personal details and request holidays. The approval process can be easily set up to meet the organisation’s structure and be modified as needed. Changes are visible instantly and so can be viewed by managers and HR staff in real time.

 

Annabel continues: “HR.net allows staff to update information online, using any platforms - including Mac, Linux and MS Windows. Using HR.net, staff are able to, among other things,  request holidays, view company policies and procedures and view their payslips online, from any computer at work or at home.”

 

Combined with HR.net, Framestore uses ADP freedom managed payroll service. Key information, such as starters, leavers, absence, bonuses and overtime flows seamlessly, so there is no rekeying of information which offers less risk of error. The reduction in administration through streamlined and efficient processes frees up Framestore’s HR team to focus on value added activity.

 

The support provided by ADP was also a major factor for Framestore in choosing this solution, as Annabel explains: “When implementing a new system for payroll and HR we needed to know we would be supported throughout the process, to minimise errors and avoid our staff encountering undue problems.”

 

Framestore was also attracted to ADP freedom and HR.net because they are cloud based solutions which do not have extensive start up costs. Framestore also doesn’t have to worry about installing and updating software or maintaining costly servers or IT support.

 

Implementation

 

The implementation processes began in May 2010, with the set up and transfer of data. This process had to be carried out quickly, as the previous software licence Framestore had was nearing expiry. The combined solution went live in November 2010.

 

Annabel adds: “The most important consideration was to make sure that despite changing provider, our staff continued to be paid the right amount at the right time and this was the case with ADP freedom.  We also really benefited from having an HR.net consultant working with us on system configuration in the run up to launch.” 

 

Conclusion

 

Since implementing ADP freedom and HR.net, the biggest benefit for Annabel and her team has been that employees can now access the system online through self service functionality.

 

“Accessing the system is now not a problem” explains Annabel. “Our employees are all ‘web savvy’ and find the system easy to use, functional and reliable. Any queries they have are dealt with in a swift and timely manner resulting in a smooth operation. Rolling out the project against a tight deadline in London and New York ran smoothly and we are looking to examine implementation in Iceland this year. Over time I believe the time and cost-saving benefits will be huge for the team.

 

“ADP is a partner for us and we feel confident expanding what we do with them. As the package available from HR.net is flexible and enables us to add on functionality, we will be looking at the learning & development tools when we have capacity.”