SCHOOL OF SUCCESS: CENTRALIZATION IN A DECENTRALIZED ENVIRONMENT

The Dilemma

Working in a busy environment with a constant stream of workers coming in and out, an esteemed university needed an overhaul – two, in fact. They needed a comprehensive compliance model for contract workers and a consolidated invoicing process. With no prior compliance program in place and only an outdated, time consuming invoicing style, the university knew that they needed to partner with a company they could trust to alleviate risks. 

The Strategy

Knowing this process would require arduous buy-in from all of the university’s schools, the client needed a high-touch partner that could help integrate all components seamlessly. That’s where Yoh came in. Known for our ability to tightly manage compliance programs and people-centric approach, there was no better team for the role. We customized our work to meet each individual school’s needs. We held consistent meetings, informational roadshows and tutorial sessions with end users prior to the live date to ensure a smooth transition.

The Impact

Yoh successfully integrated both an easy-to-use compliance system and a significantly more efficient invoicing process, all while dramatically cutting costs for the university. For a prestigious university, Yoh delivered convenience and security while helping the school to bolster savings at every turn.

Across the United States, higher education is no longer a dream goal but one that almost everyone has to pursue if they want to compete for jobs in today’s economy. But this trend isn’t true for just 18-year-olds - high school graduates are packing their bags alongside many lifelong learners, who now want to take advantage of the university education they previously didn’t or couldn’t. But as the higher education industry grows and the number of universities increases, it means the competition for the talent responsible for operating these institutions is getting stronger.

In short, there’s more of a demand than ever, and schools have to keep pace while still offering the same educational standards as always. This isn’t a problem for Yoh’s client, a prestigious university by just about anyone’s standards. But as the school has grown, so too has the number of workers they have. With its workforce complexity growing by the minute, they need a more efficient and more secure process to keep track of them.

To make matters worse, the school had no compliance program in place to vet incoming contractors and an outdated invoicing system that left them spending hours manually imputing data. On top of that, they were paying an extortionate markup of 80 percent on workers. So, the university turned to Yoh.

EFFICIENT AND SECURE 

It would be an understatement to say that this project required a hands-on approach. With multiple schools, a decentralized system and dozens of cooks in the kitchen – the university needed a high-touch partner that could work with fast-moving parts and not get burnt.

Jumping into action, Yoh introduced a vendor-neutral managed services program (MSP) that allowed each individual school within the university to meet their staffing supply needs through customizations. Schools of law, engineering, liberal arts and more each have their own talent supply mix and required an individualized plan to fit their hiring needs, while still maintaining a clear standardization to the process. Yoh’s dedicated team created a moldable, adaptable program so future schools within the university could slot into the existing structure with ease.

Complicating matters further, the client needed to maintain nearly all of its existing vendor relationships while still lowering costs. Right away, Yoh got to work introducing efficient systems that helped the school save over of $800,000 within the first year of the program through a tighter invoicing program, negotiated lower markups and the introduction of a compliance system.

GRADUATING WITH HONORS 

When it comes to managing multiple teams (or schools), and handling complex issues with a people-centric approach, Yoh’s clients know they can count on us. Our comprehensive experience and unique approach delivered a best-in-class, easy-to-manage compliance system and the implementation of a significantly more efficient invoicing process, all at a dramatic cost saving for the university.

Yoh’s team didn’t stop there. We also assisted in ensuring a positive adoption of the centralized programs across the university. Ensuring key stakeholders were satisfied and looped in with the updates was a huge focus in this process. Yoh took the additional step to add open meetings prior to the live date, as well as informational roadshows and tutorial sessions with end users. Ensuring comfortability with our processes is a must for Yoh, and these programs helped ease any concerns the client may have had and dramatically increased confidence in our process

Within the project’s span, Yoh’s compliance program cut in half the time between job post distribution to job offer acceptance. Additionally, the program delivered on the client’s pre-set performance goals from first measurement.

Now a live program that has been rolled out for more than a year, Yoh isn’t finished. We’ve formed a long-term MSP relationship with the client, as we often do, to help deliver constant process improvements, efficiency and budget maximization. Our program was built to grow, designed to encompass additional schools and handle excess growth expansion to help the client consolidate their spend. Beyond that, we are also in the process of expanding the university’s compliance program’s reach to SOW management and IC vetting.

Through our Grade-A work and forward-thinking process, Yoh is helping this renowned academic leader organize its talent and bolster savings with increasing client satisfaction as every turn.

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