A company operating in a highly regulated industry was struggling with an outdated, paper-based competency management system. The system was not only cumbersome and inefficient but also posed significant challenges in terms of accessibility and data loss. Employees had to maintain physical folders containing important documents, which were prone to getting lost or damaged, especially in the workshop environment. The offshore team also faced difficulties in carrying their folders due to space constraints.

Moreover, the process was highly administrative and time-consuming. Employees had to print documents, punch holes in them, and then manually update another system with the same information. The lack of a digital system also meant that HR managers and assessors couldn’t view individual employee data at any point without requesting a copy of the folder. They also recognised the environmental impact of such paper-heavy processes and was committed to achieving sustainability goals by transitioning to more eco-friendly systems.

• The paper-based system was not only inefficient but also difficult to access, especially for the offshore team.
• Physical folders containing important documents were prone to getting lost or damaged, leading to loss of critical information.
• The process was highly administrative and time-consuming, requiring employees to manually update another system with the
  same information.
• HR managers and assessors couldn’t view individual employee data at any point without requesting a copy of the folder, leading to delays in decision-making and potential gaps in competency management.
• The paper-based system made it difficult to provide an audit trail to clients, potentially impacting the company’s reputation and business.