State Government Department Implementation of HR Case Management
Human Resource Case Management System (HRCMS)
CLIENT: STATE GOVERNMENT DEPARTMENT IN AUSTRALIA
PROJECT DURATION:
21 weeks (including a 10-week build phase)
SAFETY SUITE
PROJECTS:
HRCMS with two primary modules:
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Incident Module
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Hazard Module
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These modules cover
12 distinct case categories specific to the needs of the State Government Department.
An Australian State Government Department faced complex challenges in managing highly confidential employee-related incidents, including whistleblower cases and public interest disclosures. These cases required strict confidentiality and couldn’t be effectively managed within their existing HR systems, leading to the need for a secure, standalone management system.
To address these needs, SafetySuite introduced the Human Resource Case Management System (HRCMS), repurposing and customising its existing safety modules. This solution provided full visibility into sensitive cases while maintaining strict access control, ensuring only authorised personnel could view and manage confidential information.
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This project posed to be a significant challenge for SafetySuite, as it involved developing a custom solution for a previously unaddressed problem. However, the collaboration was seen as highly synergistic, and through prototyping and leveraging SafetySuite's expertise, a tailored solution was successfully created.
A State Government Department needed a robust system to track and manage serious employee misconduct across multiple government departments.
CUSTOMER PROBLEM/NEED
Incidents such as drug theft, patient mistreatment, and child abuse were not being effectively tracked, and there was no way to prevent individuals with serious allegations from moving between departments undetected. This lack of cross-referencing posed a significant risk to both patients and staff.
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The Commission of Inquiry into Child Sexual Abuse in Institutional Settings (2022/23) further highlighted the need for a comprehensive system to improve the oversight and management of sensitive employee incidents. The Department required a solution that could ensure these incidents were documented, tracked, and shared across departments in a controlled and compliant manner.
PROJECT BACKGROUND
The legislative mandate from the 2022/23 Commission of Inquiry prompted the State Government Department to modernise their HR case management practices. The focus was to ensure employees with serious misconduct could not move between government departments undetected.
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SafetySuite was engaged to develop the HRCMS, a solution that would allow the Department to document, track, and report employee incidents across various agencies. The system was built to meet legislative requirements and address gaps in tracking incidents across the public sector. SafetySuite’s solution ensures that departments can now access necessary employee history, preventing the reemployment of individuals with serious misconduct.
OUTCOMES
The solution delivered by SafetySuite went beyond just providing a technical system – it addressed core business problems for the Department. SafetySuite developed a custom module, ensuring the system was highly user-friendly and fit the specific needs of the client. The system has been so well-received that it has been mandated for adoption across the entire State Government.
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Key outcomes include:
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Cross-Department Reporting: The system enables departments to generate reports and search individual employee histories, providing clarity when hiring or dismissing staff. This ensures greater visibility into an employee’s past misconduct.
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Increased Clarity and Training Opportunities:
The system provides more clarity on ongoing cases, enabling the department to identify gps and provide additional training where necessary.
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Confidentiality and Security: The system is highly secure, with access restricted to authorised personnel only. Case management is conducted with a high level of confidentiality, ensuring sensitive information is protected.
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Legislative Consistency: The new system standardised case management practices across multiple departments, ensuring that all teams follow the same processes when handling sensitive issues. This consistency has eliminated varying interpretations of legislation, driving a unified approach to reporting and compliance.
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PROJECT HIGHLIGHTS & INCREMENTAL WINS
SafetySuite’s approach was focused on delivering a solution that met real-world needs rather than overloading the system with unnecessary features.
By prioritising functionality and usability, they ensured the Department could start using the system effectively from day one.
The project's success also benefited from a strategic partnership with K2, who played a key role in building trust, understanding the client's pain points, and ensuring a tailored solution that aligned with their long-term objectives.
Trust and Collaboration
SafetySuite’s partnership with the State Government Department was built on trust and collaboration. The project team, along with subject matter experts (SMEs), worked closely with SafetySuite to ensure open communication and a smooth, efficient process.
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Dynamic & Adaptable
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The project was highly dynamic, with SafetySuite customising its solution to fit the Department’s evolving needs. The adaptable nature of the system allowed for modifications based on real-time feedback from the Department, ensuring the solution met all specific requirements.
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Training & Knowledge Sharing​
SafetySuite provided generic training materials, which the Department adapted into a tailored training program. This included informative sessions on both the "why" and the "how" of the system, ensuring the staff understood the system's purpose as well as its functionality. Key SMEs were trained extensively to ensure they could educate the rest of the users, fostering a high level of adoption.
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On Time, On Budget
The project was delivered on schedule and within budget, reinforcing SafetySuite’s commitment to efficiency and client satisfaction. The early and enthusiastic adoption of the system underscored its success, particularly given the high stakes involved due to the recent inquiry.
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CONCLUSION
The HRCMS developed by SafetySuite has transformed how the State Government Department manages sensitive employee incidents.
The secure, user-friendly, and customisable solution has provided the Department with the tools to meet legislative requirements while improving overall case management efficiency and confidentiality. With plans to extend the system across the entire government, SafetySuite’s HRCMS is poised to become a vital part of human resource management across the State's public sector.
By focusing on collaboration, client needs, and delivering a practical, adaptable solution, SafetySuite has not only addressed the immediate problems but has set the foundation for long-term, cross-departmental consistency and security.
