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Faster, Safer and More Efficient: The Important Benefits of Cloud-Based Business Technology Platforms

More and more businesses are switching to cloud-based software partners to better manage their HR, payroll, taxes, and other critical aspects of their corporate infrastructure. In fact, the market size for cloud-based technology platforms and universal data integration is growing at unprecedented rates, with the industry set to more than double by the year 2025. 

The key factors driving this rapid transformation are the numerous benefits — for both the business and the employees — that come with implementing a cloud-based platform. Whether you’re a CHRO or CFO, understanding these critical advantages can help you to determine better when, not if, your company should make the transition.

Human Resources Management Systems For the Modern Business: What Is Cloud-Based Technology for Operations Management and Human Resources?

Over the last few decades, best practices for managing day-to-day business operations — from human resource issues like employee screening to payroll tasks like employment verification requests — have evolved considerably. 

Gone are the rooms filled with boxes, the filing cabinets stuffed with employee files, and the stacks of forms that need to be filled out manually. 

Yet, many companies are still using fragmented software ecosystems: One platform for unemployment tax planning. Another service for managing employee screenings. A separate tool for cybersecurity (approximately 80% of businesses have suffered a cybersecurity incident in the past 12 months, warns Security Magazine). And so on and so forth.

Cloud-based technology platforms combine all these aspects of your business into one system, creating a more holistic approach to data integration. When you transition your business operations and software to a single unified cloud-based approach, you and your staff have a single point of reference for all your essential business management tasks. 

And because it lives in the cloud (i.e., a secure, protected off-site server instead of a local, physical hard drive in your office), keeping different files and data updated and secure across teams, departments and locations are effortless. 

This can create several specific benefits for your organization, no matter your industry or niche.

The 5 Benefits of Cloud-Based Technology Platforms for Today’s Modern Corporations

1. Improved Efficiency

When your data is combined on the cloud, your team no longer has to shuffle through reams of paperwork, chase down the latest version of an employee file, or ask different departments what the status is on a tax document. 

Instead, everything is accessible on-demand to those who need it:

  • Data is updated instantaneously.
  • Files and information are accessible anywhere and at any time.
  • Paperwork, such as tax documents or payroll records, can go entirely paperless for improved employee productivity.

If another employee needs to see a file or a different department is auditing something, those involved can rest assured that what they’re seeing is current and up-to-date.

This enhanced efficiency can lead to:

  • Improved employee morale
  • A reduction in costly errors
  • Enhanced productivity so your team can focus on more important work.
  • Cost savings across the board

2. Plug-and-Play Scalability

With a unified approach to data integration, apps and services can integrate directly into your cloud-based platform to meet your business’ growing needs. You can finally say goodbye to dreaded IT questions about software installations, updating a version of a specific tool, different departments using incompatible systems, etc. 

Take employment verifications as one example. As your business expands, your team will steadily become inundated with more paperwork regarding employment verification. 

In one Quentelle case study, a payroll director at one Fortune 500 said their staff was spending a “vast amount of time dealing with verifications each year.” With a cloud-based platform, this company was able to integrate quickly with a cloud-based employment verification provider. Within a year, the case study client saved thousands of hours of employee time.

3. Faster Innovation

Continuous software licensing and technology upgrades can be costly, yet ignoring updates can leave your business open to security threats or locked out of innovative new features. 

A unified, cloud-based platform ensures upgrades and deployment of said updates can be instantaneously and conveniently rolled out across the board, helping your business better adapt to a continually changing environment.

4. Increased Security

According to Security Magazine, nearly four out of 10 C-level executives said that cybersecurity problems negatively impacted their company’s ability to attract new customers.

Local servers and drives need constant patches, updates, and maintenance to protect your team’s data and customers’ information. But it’s not just about malicious viruses or unscrupulous hackers. Security threats can even come down to human error: 

  • A shared computer where an employee forgets to log out of something
  • Someone is accidentally deleting important data.
  • A power outage that wipes out your computers

Cloud-based computing with the proper cybersecurity best practices and protocols offer:

  • Constant data backups 24/7/365 security monitoring and network management support 
  • Disaster recovery and backup 
  • Audits and assessments to identify potential risks to your business
  • And more

5. Smart and Savvy HR Insights

The wisest business decisions are built off of smart, strategic business data. Yet, in traditional non-cloud environments, data lives on so many different systems that it can be challenging to decipher the right approach to a problem or situation. 

The best cloud-based platforms for HR and payroll professionals offer predictive analytics using artificial intelligence. Because all the data is unified in one system, the AI can provide powerful insights to drive the boardroom’s decision-making processes.  For instance, Quentelle’s cloud-based platform has built-in AI that compiles and analyzes your data to help you to spot trends and patterns to improve operational effectiveness. 

Is Your Business Ready to Access These Benefits?

At Quentelle, technology and innovation are our team’s passion. Our cloud-based platform offers you a secure and convenient approach to unified data integration. Our proven solutions powered by advanced technology include:

  • Unemployment management claims 
  • Tax planning 
  • Point-of-hire tax credits 
  • HR analytics 
  • Cybersecurity 
  • Employment verification 
  • And more!

We’ve worked with everyone from small businesses to global conglomerates to transition their teams to cloud-based platforms. And we would love to work with you. To learn more about the benefits that cloud-based technology platforms can bring to your company, schedule a demo today!

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Transforming Your Unemployment Claims Management

As an employer, you’ve experienced the frustration of working with a government agency.  You’ve paid federal, state, and local taxes.  You’ve worked through the paperwork for worker’s compensation and unemployment claims.  Some days, you think what could be worse?  

How Does the Unemployment Insurance Claims Process Work?

Unemployment insurance was created as part of the Social Security Act of 1935, and it has remained fundamentally the same for the last 85 years.  Although Congress created the program, its implementation was left to the individual states.  As a result, each state has its own state unemployment office.

Filing a Claim

When people apply for unemployment, they must meet state-specific requirements before they can receive benefits such as:

  • They are actively looking for work.
  • They have completed a waiting period.
  • They were laid off. 

The claims process was originally an in-person, paper-based process.  Although some states transformed their operations, most offices follow the same procedure set out in 1935.  The only difference is the paper has been replaced with electronic copies.  

Reviewing a Claim

The state is responsible for granting or denying an unemployment claim; however, they do inform the claimant’s most recent employer that a claim has been filed.  The employer can contest the claim or let it stand.

  • If the claim is legitimate, employers do not need to take further action.  The state will issue a determination letter to employers and claimants, indicating the decision.  
  • Employers may contest the claim by responding to the notification letter within the specified timeframe.  Failure to respond may result in a forfeiture of the right to contest.

Contesting a claim requires documentation such as employment start and end dates, compensation, and job title. Payroll records and personnel files may be required.  Once the state has reviewed the information, it will issue a determination letter notifying the employer and claimant of the decision.

Appealing a Decision

Both the employer and claimant have the right to appeal a decision, but the appeal must be filed within a designated period of time. Appeals mean more documentation and additional filings.

Paying a Claim

As an employer, you begin paying for UI claims the moment you hire an employee.  Employer-only taxes are collected at the state and federal level for each employee.  The federal rate is fixed, but states determine an employer’s tax rate based on industry, experience, and the number of employees claiming benefits.  The more claims, the higher the rate.

How Could the Unemployment Claims Process Work?

Transforming the claims process requires a return to the original objectives of the unemployment insurance program.  Its purpose was to deliver financial assistance to the unemployed through prompt payment of benefits.  In-person safeguards were used to reduce fraudulent claims.  Today’s advanced technologies make it possible to expedite claim processing while protecting employers and UI agencies from system abuse.

Filing a Claim

Unemployment agencies use the State Information Data Exchange System (SIDES) to facilitate the electronic transfer of claims and associated documents.  Instead of sending notification letters through snail mail, agencies can deliver filing documentation to the employer electronically.  No time is lost in transit, giving the employer the maximum amount of time to prepare a response.  The computer-to-computer interface not only expedites the initial filing, but it also reduces the number of data-entry errors that can occur.

Reviewing a Claim

With an automated claim processing solution, the digitized information can be evaluated using artificial intelligence and machine learning.  By deploying rule-based technology, automated solutions can perform the following:

  • Contest questionable claims
  • Respond to inquiries within state-issued deadlines
  • Verify claim-provided data

When discrepancies occur, the system can flag the claim for intervention.

For employers with employees in multiple jurisdictions, an automated solution can reduce processing errors.  The system can ensure that:

  • No deadlines are missed.
  • All information is provided.
  • All legal considerations have been addressed.

Without advanced technology, UI staff could be inundated with changes in state-specific requirements.  Something as simple as an address change can derail the entire claim process.

Appealing a Decision

No matter who appeals a decision, employers will need to provide additional information.  A digital solution ensures that all documentation from the notification letter to the appeal request is in one location, making it easy to access.  Employees no longer have to search files, sort emails, or scour directories to find information.

Paying a Claim

Once a claim is approved, many companies consider the process complete and rarely, if ever, revisit a UI claim.  Given the workload associated with the process, it’s no wonder that employees lack the time to check each approved claim.  Yet, it is crucial that payments are monitored on an ongoing basis.  

The state rate (SUTA) varies from one jurisdiction to another, as does the method for calculating what SUTA an employer owes.  In most instances, the more an employer uses the system, the higher the tax rate.  A recent analysis by the Bureau of Labor Statistics found that the SUTA rate can increase nearly 30% after a series of layoffs.

Transforming the Process

At its core, digital transformation is the ability to use technology to change how companies operate and how they add value for their customers, employees, and business partners.  By deploying technology, organizations can become agile and better able to respond to business fluctuations.  With a platform-based solution, an enterprise can pivot and continue to process UI claims without disruption.

Automated solutions make it easier for businesses to realize faster processing times, reduce errors, and lower tax rates.  They also free employees to work on higher-value tasks that encourage collaboration and innovation.  Technology facilitates the growth of a digital culture that can sustain a digital transformation.  If you are looking for a UI claims management solution, contact us to schedule a demo.

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