Where did it all start?
The initiative began with a desire to develop external workforce management processes to be more digital and automated, while consolidating functions previously handled across multiple systems into one platform.
“Previously, service coordinators responsible for processing and reviewing contractor and employee documentation spent a lot of time guiding contractors and entering data, as contractors did not always provide information in the correct format for our system,” says Panu Kangas, Safety Engineer at Outokumpu.
What results were achieved?
With Zeroni’s user-guided onboarding process, managing contractor compliance data, employee qualifications, training records, and documentation related to the right to work for foreign employees - such as A1 certificates and residence permits - has become smoother and more transparent across the entire contractor chain. The process has also been streamlined by reducing unnecessary steps and shifting responsibility for data management to contractors.
“Zeroni guides contractors in submitting the required documentation, and our service coordinators can review everything in one place. This eliminates unnecessary time spent searching for information. Our new way of working also meets all data security recommendations,” Kangas explains.
The collaboration between project teams ran smoothly, for which Kangas gives particular credit.
“The implementation was easier than expected, largely thanks to close collaboration during the IT integration phase and the support of experienced implementation specialist Emmi Immonen. Zeroni’s process can also be introduced step by step, which makes the transition easier,” Kangas adds.
Moving forward together towards better safety processes
“Outokumpu already had relatively advanced processes for verifying employees’ right to work, but there was still room for improvement. With Zeroni, we ensured that predictable tasks are completed in good time by the right responsible parties, reducing inefficiencies and bringing structure and rhythm to the process,” says Process Consultant Emmi Immonen.
The most significant benefit of centralising the onboarding process is that everyone understands their role and importance within a complex workflow. This brings stability, predictability, and saves working hours for both the main contractor and contractors.
“No single person or organisation can manage such a complex system alone - but with well-organised processes and committed people, anything is possible,” Immonen concludes.
