Human Capital Management In Action: A Case Study

Not all human capital management (HCM) software is created equal. While many standard platforms check the boxes for basic functionality, they often fall short in addressing the nuanced, mission-driven needs of behavioral health and human services organizations. The true power of a fully integrated, purpose-built HCM solution becomes unmistakably clear when real-world outcomes are compared—where streamlined operations, reclaimed staff time, and improved organizational agility can transform the way teams work and serve their communities.

Consider two similarly sized behavioral health organizations, each with over 500 employees and committed to delivering mental health treatment services in their respective states.

• Organization A, located in the mid-Atlantic region, offers a broader scope of services—mental health and addiction treatment, I/DD support, and DUI prevention training. For the past two years, it has used a tailored, cloud-based HCM solution designed specifically for the behavioral health and human services sector.
• Organization B operates in the southeastern U.S. and provides various services, including mental health treatment, drug and alcohol abuse programs, and counseling services. It currently uses a generic, off-the-shelf HCM system.

A comparison of monthly workforce management activities between the two organizations highlights the significant operational efficiency gained with a tailored HCM solution. Using a generic, out-of-the-box platform, Organization B spent 622 hours per month across key HR functions. In contrast, Organization A—leveraging a purpose-built HCM platform—reduced that time to 180 hours per month, representing a 71% overall time savings.

Some of the most dramatic improvements included a 98% reduction in time spent on performance management, a 97% decrease in payroll and document management, and a 95% improvement in position control functions. Employee and manager self-service tasks saw 94% and 84% time savings, respectively. Time and attendance tracking dropped by 86%, and credentialing activities were reduced by 53%. Even core functions like onboarding and recruiting saw reductions of 61% and 26%, respectively.

These gains collectively freed over 440 hours each month—equivalent to more than 5,300 hours annually—which translates into substantial cost savings and gives organizations the flexibility to reallocate staff to more strategic, mission-aligned roles.

The HCM platform in use by Organization A offered a unified system that supports the full employee lifecycle. Key components included:

• Position control, which organizes the workforce by position rather than individual, enables proactive planning and clearer visibility into staffing needs.
• Recruiting management through an integrated applicant tracking system that streamlines hiring and ensures each candidate is matched to an approved position.
• Time & attendance tools with flexible tracking, compliance safeguards, and dynamic labor allocation by location, program, or funding source.
• Benefits administration that eliminates redundant paperwork and allows employees and managers to manage enrollment and changes through a self-service portal.
• Payroll processing is powered by a rules-based engine that handles complex pay scenarios, ensuring accuracy and proper labor cost distribution.
• Talent management unifies credential tracking, goal setting, performance reviews, and learning tools to support staff development.
• Business intelligence offering over 70 out-of-the-box reports and customizable dashboards for real-time decision-making and workforce analysis.
• HR management that consolidates all personnel processes—from onboarding and recordkeeping to compliance—into one centralized system.
• Implementation services are delivered in a consultative manner with tailored training and configuration support.
• Tax services, automating payroll tax filings, and ensuring adherence to federal, state, and local requirements.
• Data access through a secure cloud-based system that offers full access to real-time and historical data for strategic planning and reporting.
• Ongoing support from a dedicated service team that understands the unique needs of behavioral health organizations and offers responsive, expert assistance.

Lessons Learned & Tips

Beyond measurable efficiency, the organization using a customized platform experienced cultural gains. Employees were empowered with intuitive tools, freeing them from manual tasks and enabling more meaningful work. This shift improved morale and contributed to a higher quality of client care.

Purpose-Built Technology Drives Real Efficiency
Generic, out-of-the-box systems may cover basic functions, but they often require workarounds that waste valuable time. Purpose-built HCM platforms tailored to the behavioral health and human services field can significantly reduce administrative burden across nearly every HR function.

Position-Based Planning Is a Game Changer
Organizing by position rather than individual employees provides greater visibility into workforce needs and gaps. This structure enables proactive planning and better alignment with funding, compliance, and service delivery goals.

Automation Unlocks Strategic Capacity
By automating complex tasks—such as payroll calculations, credential tracking, and onboarding workflows—organizations free up hundreds of hours that can be reinvested in direct service and high-impact initiatives.

Self-Service Tools Improve Morale & Reduce Bottlenecks
Empowering staff with intuitive self-service options reduces the burden on HR and improves employee satisfaction. In some areas, manager and employee self-service tools led to over 90% time savings.

Implementation Support Makes the Difference
The success of technology adoption is not just about the platform—it’s about the support that comes with it. A consultative, structured implementation with ongoing support ensures staff are confident and systems are used to their full potential.

Data Access Fuels Better Decisions
Cloud-based platforms with full data transparency allow leaders to access, report, and act on key workforce metrics. Readily available, real-time analytics drive strategic planning and resource allocation.

To maximize the impact of a new HCM solution, conduct a time audit to identify current inefficiencies and high-burden tasks. Invest in comprehensive training for HR administrators and end users to ensure smooth adoption and long-term success. Establish position control early in the implementation process to create a strong structural foundation for workforce management. Choose a platform that integrates all core functions to reduce fragmentation and manual work. Engage leadership to build buy-in and align the system with broader organizational goals. Finally, leverage built-in analytics to continuously measure impact, identify optimization opportunities, and demonstrate return on investment. When technology aligns with mission, the results go far beyond saved hours—they create capacity, clarity, and culture.