Executive Summary:
Hita Life Ventures Private Limited is an active, 11-year-old Indian non-government company incorporated in August 2014, primarily engaged in retail trade and trading of goods, including
organic food products.
Business Challenges:
Before HRMS implementation:
- Employee data was maintained across multiple spreadsheets, leading to fragmented HRprocesses, data inconsistencies, and lack of synchronization between recruitment, onboarding, and employee lifecycle management.
- Lack of a centralized system for managing employee lifecycle processes such as onboarding, attendance, and offboarding.
- The organization was relying on Darwinbox for requisitions, pre-offers, and onboarding, leading to fragmented HR processes across multiple platforms.
- Attendance tracking was manual, with no structured shift management, late policies, or automated Loss of Pay (LOP) calculations.
- Leave management lacked standardization and did not enforce company-specific policies like sandwich leave rules.
- Organizational structure (Departments, Designations, Locations) was not standardized, affecting reporting and workforce alignment.
- Offboarding processes were unstructured, with no clear mechanism for tracking clearances, feedback, or asset recovery.
- Limited visibility for HR and leadership into workforce data and operations.
Solution Overview:
Implementation Partner: ZoChord
Platform: Zoho People
ZoChord implemented a centralized HR management system by standardizing processes, centralizing employee data, and automating core HR functions within Zoho People. The solution
enabled a system-driven approach for managing employee lifecycle processes including onboarding, attendance, leave management, and offboarding.
ZoChord configured policy-driven workflows within Zoho People, including automated attendance calculations, leave policy enforcement (such as sandwich leave and LOP rules), and
lifecycle-based triggers for onboarding and offboarding processes.
Implementation, Technical & Business Impact:
- ZoChord analyzed existing manual HR processes and redesigned workflows based on structured requirement sheets.
- Workflow automation rules were configured to trigger approvals, notifications, and validations based on employee actions, ensuring process compliance and eliminating manual intervention.
Centralized employee data and standardized organizational hierarchy including departments, designations, and locations. - Automated core HR functions such as attendance, leave management, onboarding, and offboarding within Zoho People.
- Implemented system-driven workflows including attendance tracking, leave approvals, and structured exit processes with multi-level clearances.
- Enabled role-based access control, geo-based attendance tracking, and validation mechanisms to ensure data accuracy and process governance.
- Executed the implementation collaboratively, ensuring smooth transition from manual operations to a unified HR management system.
Business Benefits:
- Reduced manual HR operations and spreadsheet dependency by approximately 40% through system-driven workflows, automated validations, and centralized data management.
- Improved accuracy in attendance and leave tracking through automated policies and system-driven validations.
- Accelerated employee onboarding process by approximately 75% through standardized and system-driven data capture.
- Enabled structured and transparent offboarding process, reducing operational and compliance risks by approximately 75%.
- Standardized organizational structure, improving reporting accuracy and workforce visibility by 100%.
- Enhanced HR productivity by eliminating manual coordination and enabling automated workflows.
- Provided leadership with improved visibility into workforce operations for better decision-making.
ZoChord’s Role:
ZoChord acted as a strategic implementation partner, leading the end-to-end transformation from requirement analysis to system deployment. ZoChord re-engineered Hita Life’s HR operations
by designing a scalable workforce management architecture that integrates employee data, attendance, policies, and lifecycle processes into a unified system.
Conclusion:
With a unified HR system in place, Hita Life gained a streamlined and scalable workforce management framework. The transformation enabled better control over HR operations,
improved data accuracy, and provided leadership with the visibility needed to support informed decision-making and future growth.