Executive Summary
A client approached us with the need for a streamlined HR system to simplify leave applications, employee information management, document storage, policy distribution, and onboarding/termination processes. We developed a custom-built HR platform that automated these tasks, improving efficiency, compliance, and accessibility for both employees and HR personnel.
Background & Problem Statement
Managing HR processes manually can be time-consuming and prone to errors. The client’s existing workflow for leave applications, document storage, and policy management relied on fragmented systems and paperwork, making it difficult to maintain accurate records and enforce compliance.
The key challenges included:
- Inefficient leave application and approval processes.
- Lack of centralized employee information storage.
- Difficulty managing and tracking documents for onboarding, termination, and HR policies.
- No way to ensure employees acknowledged important policies digitally.
- Difficulty tracking assets assigned to employees.
Solution: A Custom HR System
We collaborated with the client to design and develop a custom HR system that addressed their specific pain points.
Key features included:
- Leave Management: Employees could submit leave applications digitally, while managers could review, approve, or deny requests with a single click.
- Employee Information Storage: A centralized database for employee records, reducing redundancy and improving accessibility.
- Document Management: Secure storage for essential HR documents, including onboarding and termination forms.
- Policy Distribution & Acknowledgment: HR could upload company policies, and employees were required to read and digitally sign them for compliance tracking.
- Asset Management: HR could add, track and assign assets such as phones, laptops and printers to employees. This also included the date it was assigned, the date it was returned, and stored miscellaneous information as well.
Development Process
- Requirements Gathering: We worked closely with the client to understand their workflow and pain points.
- System Design: Designed an intuitive user interface and database structure to ensure scalability and efficiency.
- Security: The system needed to be secure and comply with the South African POPI Act.
- Roles: Because the system was accessed by employee’s of different titles, role-based-access was implemented, allowing HR and Directors to managed the system from a separate Admin section.
- Development: Built the system using Vue.js and Inertia, backed by Laravel and stored with MySQL, ensuring seamless integrations.
- Testing & Iteration: Conducted rigorous testing to ensure functionality met the client’s expectations.
- Deployment & Training: Deployed the system and provided training to HR staff.
Results & Impact
The new HR system significantly improved operational efficiency:
- Less time spent processing leave requests.
- Enhanced document accessibility, reducing HR’s administrative burden.
- Better policy acknowledgment compliance, ensuring employees read and signed required policies.
- Improved employee experience with a user-friendly interface for managing HR interactions.
Conclusion & Future Enhancements
By implementing a custom-built HR system, we helped the client modernize their HR processes, improve efficiency, and enhance compliance tracking.
They were able to easily keep, track and manage different aspects of their HR department.
