Task

After selling the business to local management, the client could no longer use international in-house operation services. They approached us to develop a replacement asap. Moreover, it was also necessary to migrate from a foreign server to another one. Besides, one of the tasks were to convert the client’s HR document flow into electronic form.

To get the highest quality result in the shortest possible time, we split up the team to conduct in parallel IT development and analytical part.

Project features

• Replacement of inconvenient outdated tools with unified and synchronized system.
• Customized design for the client’s business requirements and employees.
• Migrating from a foreign server.

Before

Employees used inconvenient tools with an outdated interface. For majority of simple organizational tasks employees had separate programs. One tool to request a vacation, another to book a workplace, and the third one to create a fuel report, etc.

The entire HR document flow of the company was kept exclusively in paper form. No automation – employees contacted HR specialists directly, and records were kept using Excel spreadsheets. When getting employed in the company, each employee had to visit the HR department and their local administrator to sign all company policies on paper. The HR department kept all company policies on paper.

Stages of work

Analytics

We spent 300+ hours researching, performing customer development, collecting and describing requirements to develop such a large-scale system.

Design

To take the best from the market, we conducted in-depth system’s competitor analysis. But also, didn’t forget to add our unique features and know-how’s.We put together a good-looking and convenient UI-kit.

Backend

Our team of backend developers selected a microservice architecture, ensuring the app’s scalability. Thanks to this well-designed architecture, our development team could promptly accommodate new changes and requests from business stakeholders.

After

Now, the entire HR document flow of the client is digitized with an intuitive and user-friendly interface. We automated the entire HR department, slashing document completion and tracking costs by 10 times.Additionally, all 2000 client employees have a unified tool for all work-related tasks: leave registration, fuel report preparation, payslip review, and more.This significantly reduces time and simplifies tasks. The Personal Account interface is highly intuitive, enabling users to quickly adapt.

Previously, employees spent days compiling and approving fuel reports, now it’s done in under an hour.

Role Model

To ensure data privacy and security, users only have access to relevant sections based on their role. Department heads and administrators receive notifications and can only view information on their subordinates.

Company Policies Section

All company policies are now stored in each employee’s Personal Account, with the document status indicating if it’s been read or not.The system automatically sends reminders for impending deadlines.

Consent Section

Employees can sign consent forms to process personal data with a single click in their Personal Account.If, for some reason, an employee decides that he no longer wants to use the services of a particular supplier, then a withdrawal of consent is available to him – now there is no need to notify the head and HR administrator, since they will automatically receive notifications about the withdrawal of employees from their departments.They can also retract consent without notifying managers or HR administrators, who receive automatic notifications.

Reports

Tracking workflow statistics is now effortless with our Reports section. Managers and department administrators can instantly access information on signed and unsigned documents, eliminating the need for manual Excel spreadsheets.

Fuel Reports

We developed a tool for creating and approving fuel reports for employees using corporate cars. They can upload receipts and routes, with the system automatically calculating mileage or fuel consumption based on the data provided.Vehicle database administration and fuel report approval are also accessible in the Personal Account, replacing the previous use of Excel spreadsheets.

Mobile Version

We designed a mobile version of the main sections for User role convenience.