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العملاء
How Knowledge Grid Academy (KGA) Optimized HR Processes Using Zoho People
ملخص
Knowledge Grid Academy (KGA), established in 2012 in Muscat as a joint venture between IRCA Global and Polyglot Institute, is a leading provider of operational risk management, process safety, and technical safety engineering training. Offering flexible learning solutions including short courses, certificates, and diplomas, KGA customizes its services to meet the specific needs of its clients, primarily in the oil & gas sector.
To address this, KGA implemented Zoho People to automate key HR processes, including attendance tracking, shift scheduling, leave management, and document handling and reminders. Additionally, KGA integrated biometric devices to automate attendance capturing for over 120 employees, further streamlining operations and enhancing employee satisfaction.
قم بالتمرير للاستكشاف
نظرة عامة على المشروع:
Key achievements included:
Biometric device integration with Zoho People for automated attendance tracking.
Automated shift scheduling customized for various roles and locations.
Leave management with tailored leave type configurations.
Hierarchical leave approval workflows
Efficient document management, including automated expiry notifications for essential documents
Executive Summary
KGA, a provider of professional training across Oman, needed an HR solution to manage its expanding and diverse workforce. Zoho People was integrated to automate routine tasks, enhance transparency in leave management, and ensure compliance with internal policies and regulations. With the integration of biometric devices (Anviz FaceDeep 3) for automated attendance capturing, KGA significantly improved HR operations and overall employee experience.
By using Zoho People, KGA was able to:
- Automate routine HR tasks, freeing up time for more strategic initiatives.
- Enhance employee experience by improving the efficiency and transparency of HR processes.
- Ensure compliance with internal and external requirements.
- Streamline attendance tracking using biometric devices for over 120 employees.
This transformation allowed KGA to maintain operational excellence while focusing on its core mission of delivering exceptional educational services.
Problems and Key Challenges
As KGA scaled its operations, several critical HR challenges emerged, highlighting the need for a more robust and automated system:
- Complex Shift Rotations: Managing diverse shift schedules for different roles and locations was an administrative challenge, resulting in errors, inconsistencies, and inefficiencies.
- Inefficient Leave Management: The existing manual system struggled to manage the complexity of multiple leave types, approvals, and leave balances, leading to delays, inaccuracies, and frustration among employees.
- Cumbersome Document Handling: Tracking expiration dates for essential employee documents like contracts and certifications manually was error-prone and posed a compliance risk.
- Inconsistent Approval Workflows: The absence of structured, standardized workflows for leave requests caused delays and confusion, undermining HR’s ability to respond promptly to employee needs.
- Manual Attendance Tracking: Attendance tracking for over 120 employees was time-consuming and prone to errors. A more automated solution was needed to capture accurate attendance data in real time.
These inefficiencies not only impacted productivity but also negatively affected employee morale, with employees experiencing inconsistent processes and delayed responses from HR.
Evaluation of the Problem
KGA’s HR team evaluated their processes and identified several key inefficiencies:
- The complexity of shift rotations for a diverse workforce needed automation to reduce errors.
- The manual leave management system was slow, leading to delayed approvals and inconsistent tracking.
- Tracking document expirations manually was a compliance risk.
- The absence of structured approval workflows resulted in delays.
- Attendance tracking needed automation to capture real-time data and reduce errors.
An automated solution was necessary to address these issues, improve efficiency, and maintain compliance.
Proposed Solution
To address these challenges, KGA implemented a tailored solution using Zoho People. The system was configured to automate and optimize key HR processes, ensuring greater efficiency, accuracy, and compliance across the organization. The solution was further enhanced by integrating Anviz FaceDeep 3 biometric devices for attendance tracking. Key Features of the Solution:- Automated Shift Scheduling: Shift schedules were customized based on employee roles and locations, accommodating various shift patterns, such as 2-week rotations for local trainers and 3-month rotations for expat trainers.
- Custom Leave Types: Leave types, including progressive salary deductions for sick leave, were configured. Automated calculations ensured accuracy, and leave requests were routed through a clear, hierarchical approval process.
- Leave Approval Workflows: Structured approval hierarchies were implemented for both trainers and administrative staff, streamlining the leave request process and reducing bottlenecks.
- Document Management: Employee documents, such as contracts and certifications, were securely stored. Automated notifications ensured timely document renewals, reducing the risk of compliance issues.
- Biometric Attendance Integration: Attendance was captured automatically through Anviz FaceDeep 3 devices, with data synced directly to Zoho People for accurate tracking of employee hours. The integration supported over 120 employees, enhancing accuracy and reducing manual effort in attendance tracking.
تنفيذ
- Customization and Configuration: The system was tailored to KGA’s specific needs for shift scheduling, leave policies, and document management, while integrating with the biometric system for real-time attendance tracking.
- Testing and Validation: Thorough testing was conducted, including testing the integration with Anviz FaceDeep 3 devices, ensuring that attendance data was captured and synced accurately.
- Training and Support: HR staff and employees were trained on using the platform, including the biometric devices. Clear communication helped ease the transition and ensure successful adoption.
النتيجة
- Automated Processes: Shift rotations, leave approvals, attendance tracking, and document management were streamlined, reducing the administrative burden and minimizing errors.
- Improved Efficiency: Approval workflows were standardized, and real-time updates enabled faster processing, reducing delays and increasing accuracy.
- Enhanced Compliance: Automated document expiration notifications ensured timely renewals, maintaining compliance with internal policies and external regulations
- Increased Employee Satisfaction: Transparent and efficient processes, including automated attendance tracking, increased employee trust in the HR system, leading to higher satisfaction levels.
- Real-time Attendance Data: The biometric integration provided accurate, real-time attendance data, reducing the chances of errors in payroll processing and increasing the overall accuracy of attendance records.
Customer Testimonial
“Febno Technologies streamlined our HR processes with Zoho, automating attendance, shifts, leave, and document management. Thank you, Team Febno!”
— Mushfeeque – Knowledge Grid Academy
