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Our HR Software In Action

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Potter Clarkson LLP had grown their headcount considerably to the point where paper based records were becoming difficult to manage.

Phil Morris, the Practice Manager at Potter Clarkson had experience of using self-service HR systems in a previous role so was already aware of the benefits it could deliver. After considering various providers Phil chose to use Octopus as it offered the benefits of an enterprise system while remaining cost effective.Phil Morris

How Did The Implementation Go?

"We rolled out in January 2007 and it was pretty straight forward. Training for the HR team was conducted in a single day at our offices.

There was no need for any classroom style training, because of the simplicity of the system we were able to train the rest of our staff by emailing round a pdf user guide."

What Has Been The Effect Of Using Octopus?

"Overnight the paperwork just disappeared. The efficiency is great. The reporting tools are fantastic and have enabled us to be proactive about identifying potential issues.

"This would have been impossible to manage without

We've actually changed some of our company policies because of this. This would have been impossible to manage without Octopus."

What's Impressed You About Octopus?

"Its simplicity of use and the fact that Octopus is always moving forward with the product. Over the years there have been a number of features that we’ve requested that have ended up in the product which has been fantastic.

The Salary Modelling features within the product save us hours when managing pay increases by automatically updating records and mail merging standard letters. In fact, nearly all of our HR documentation and employee letters are now produced directly from Octopus.

"nearly all of our HR documentation and employee
letters are now produced directly from Octopus"

Probably one of the best features for an HR Department is the ability to configure email alerts based upon employee information and dates. Over time we have built a full suite of automatic notifications that feed in to our business workflows, these ensure that we now never miss a review. Our starter and leaver procedures are triggered at the correct time without even having to think about it."

"Our starter and leaver procedures are triggered
without even having to think about it"

It has become embedded as part of the firm. People have come to rely on it and use it so heavily. For the HR department having all our records in one place and being able to report centrally is great, I wouldn’t go back to anything else.

"I wouldn't go back to anything else"

Taking Octopus away now would cause us real operational problems, as everyone has become so used to being able to quickly access accurate information about their holiday entitlements and other personal information."

Do You Use Any Additional Modules?

"The Time Module has been active for about two years now. That has taken a huge amount of pressure off HR for calculating overtime costs.

"It saves us a great deal of time"

Enabling people to log their time through Octopus makes a lot of sense and has really streamlined our own HR and payroll processes. It saves us a great deal of time when we're doing overtime calculations every month."

"The Recruitment Module went live last week. It's early days but it's shaping up to have the same sort of impact we received when we first implemented the core HR system.

We get over 400 CVs from graduates throughout the year, that's on top of the other recruitment we do. For the hiring managers, who are already familiar with Octopus, to be able to vet CVs from within the system is extremely positive. Although it's very early days we’re starting to see the benefits immediately and believe it’s going to have a huge effect for us."


Based in Nottingham, Potter Clarkson LLP is a leading European firm of patent and trade mark attorneys with approximately 140 staff who advise clients worldwide on all aspects of intellectual property.

They are consistently ranked in the top tier of UK attorneys, won the Managing Intellectual Property UK Patent Prosecution Firm of the Year award in 2011, and have been shortlisted again in 2012 and 2013.

Visit www.potterclarkson.com for more information.

To download this case study as a pdf click here

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