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Document Systems Enhances HR Processes for the New Mexico Environment Department

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Client: New Mexico Environment Department (NMED)
Website: https://www.env.nm.gov/
Industry: State Government
Location: Santa Fe, NM

Overview

The New Mexico Environment Department is keen on protecting and restoring the environment to encourage a healthy and prosperous state for current and future generations.  Guided by the principles of science, innovation, collaboration, and compliance, the department focuses on safeguarding public health and ensuring meaningful adherence to state regulations. But when it came to their HR processes, they hit some roadblocks. That’s where we stepped in to help.

Challenges they faced

NMED faced significant challenges in managing its HR recruiting, hiring, and onboarding processes:

  • They were juggling 5–6 different software systems,  which resulted in a lot of manual data transfer and inefficiencies.
  • Integrating their forms from the State Personnel Office with Laserfiche workflows? Not an easy task.
  • On top of that, getting applicant signatures validated through Docusign added another layer of complexity.

Objectives

The primary goal was to replace the existing disjointed systems with an integrated, enterprise-wide HR solution. A solution that would:

  • Automate everything from recruiting, hiring, and onboarding processes.
  • Eliminate manual data transfer between platforms.
  • Provide hiring managers with an efficient, real-time monitoring system.

Our Solution

Terralogic Document Systems (TDS) partnered with NMED to create a custom solution designed specifically for their needs. Here’s what we did:

  1. Built Custom Forms and Workflows:
    • We designed and built dynamic forms and workflows for an HR Recruiting-Hiring-Onboarding system using Laserfiche.
    • Then we made sure seamless integration with forms from the State Personnel Office.
  2. Signature Validation:
    • To keep everything compliant, we integrated Docuign to validate signatures on applicant forms.
  3. System Consolidation:
    • Replaced multiple software systems with a unified, enterprise-wide solution to streamline operations.
  4. Scanning and Sub-Department Automation:
    • We digitized their records and implemented Laserfiche for several sub-departments, further enhancing efficiency across the board.
  5. Cloud Hosting:
    • We used Azure Cloud, provided by NMED, for secure and scalable infrastructure.

Results

The custom HR solution delivered significant benefits:

  • Time Savings: After implementation, staff reported substantial reductions in manual labor, freeing up time for higher-value tasks.
  • Ease of Use: The system’s user-friendly interface made hiring processes simple for managers across the organization.
  • Real-Time Monitoring: Hiring managers gained reliable, real-time visibility into status updates and results.
  • Improved Compliance: The integration of Docusign and automated workflows ensured regulatory adherence and enhanced security.

Technologies Used

  • Laserfiche: For custom workflows and document management.
  • Azure Cloud: Secure and scalable hosting for enterprise systems.
  • Docusign: Streamlined signature validation for legal compliance.

Conclusion

By replacing fragmented systems with an integrated HR Recruiting-Hiring-Onboarding solution, TDS transformed NMED’s operational efficiency and compliance. NMED’s project demonstrates TDS’s ability to provide innovative and scalable solutions that address complex organizational needs.

Our 16 years of achievements includes:

  • 10M+

    lines of codes

  • 2400+

    projects completed

  • 900+

    satisfied clients

  • 16+

    countries served

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