Human Resource Management in Banking Gets Smarter at National Bank of Dominica

This case study is about the National Bank of Dominica (NBD) and how it has transformed its HR operations to modernize human resource management in banking. The bank stands as the premier financial institution in the country. Notably, it caters its financial services to the needs of consumers, small businesses, and corporate clients, both local and global.

NBD has been a valued Empxtrack client for over 6 years, leveraging our solutions for human resource management in banking. In between, they evaluated another HR software solution to manage their HR processes. However, the solution fell short of their expectations by not meeting their requirements of HR management in banking. They have since returned to Empxtrack, a reliable HR software for banks and other sectors.

NBD had gained clarity on what they truly needed from an HR system: dependability, customization, and proactive features that evolve with their growing demands. With Empxtrack, they found more than just software—they found a long-term partner in their digital HR journey.

Industry
Banking

Location
Dominica

Employees
250+

Key Outcomes

• » Organized and updated employee records
• » Insights into employee work hours
• » Increased operational efficiency
• » Timely alerts for employee contract expiries
• » Increased transparency and accountability
• » Faster time to productivity
• » Reduced HR’s manual workload

Products Used

HRIS, Attendance, Leave

Need

a) Attendance Management

Earlier, NBD employees had access to only the most basic attendance feature, a simple “Mark Present” option in their attendance system. While functional, it left much to be desired in terms of accountability and visibility. There was no way to know when an employee started or ended their workday, which made time tracking and discipline a challenge.

Recognizing this gap, NBD wanted a more robust and transparent attendance solution. A solution that would reflect actual work hours, not just presence. 

b) Maintaining leave balances

Managing leave might seem routine, but for NBD, it was a critical part of ensuring employee satisfaction and operational flow. One of their key needs was to bring flexibility and accuracy into their system of Human resource management in banking. 

They needed a software feature that would allow them to cancel previously approved leave and credit the remaining days back into the employee’s leave balance. Moreover, they were looking for a leave management solution that would save both time and ensure accuracy, especially in dynamic work environments where plans often change.

NBD further needed a clear and structured leave approval workflow that would align with their organizational hierarchy and bring transparency to the process. 

It was not just about efficiency. Instead, it was about giving the right people visibility at the right time. Consequently, ensuring leaves were well-tracked and responsibly granted.

c) HRIS

The National Bank of Dominica wasn’t just looking for surface-level fixes. They needed a comprehensive upgrade in the way they managed people’s data in their system. From storing confidential employee documents like government IDs, appointment letters, dependents, and beneficiary details to managing sensitive records securely. They wanted it all neatly organized, accessible, and compliant. But that wasn’t all.

They also needed better control over their contract workforce. With several employees on fixed-term contracts, HR needed timely insights into contract expiry timelines to avoid last-minute renewals or unexpected lapses. It was all about staying a step ahead and being proactive, not reactive.

And then came the issue of reporting relationships within the workforce management. As the organization grew, so did the complexity of employee reporting relationships within the system. For existing employees, reporting relationship records had to be reviewed and updated. Meanwhile, new hires required fresh profiles with accurately mapped relationships with other employees in the organization. 

They also needed to re-establish centralized access to historical employee records, streamline document verification, and enable accurate data entry for all new employee information. This was crucial to prevent duplicate or inconsistent data entries.

It wasn’t just a technical cleanup. It was a revamp of their entire HRMS in banking and employee data ecosystem. They wanted to ensure that every piece of information was structured, secure, and ready to support smarter HR decisions.

Solution

HRIS That Delivers

After exploring another  HR solution for a year, NBD quickly realized that what they truly needed was a robust and reliable SMB bank HR solution. One that could grow with them and not hold them back. The other system simply couldn’t keep up with their evolving needs.

That’s when they made a strategic decision to return to Empxtrack, the solution that had once streamlined their operations effortlessly. But they weren’t just coming back, they wanted to ensure no data was lost in the transition.

During the transition, NBD sought assistance with uploading all offline leave transactions from the gap year. This legacy data was collected and uploaded before their contract renewal. The goal? Total data continuity and operational accuracy in human resource management in banking.

Empxtrack helped the client to upload offline leave transactions and other documents. Further, we also ensured records from the previous system were brought back into the platform efficiently. This also included restoring profile pictures, old contracts, and digital IDs stored earlier.

The client also wanted help with managing the task of contract employees. Empxtrack automated a contract expiry notification on the first day of every month for all contract-based employees. This email lands directly in the HR’s inbox, which serves as a timely reminder that it’s decision time. It is also up to the HR whether to renew the contract or not.

Empxtrack rose to the occasion, facilitating a seamless reimplementation process that felt less like starting over and more like picking up right where they left off, only better and smarter. This return wasn’t just a technical migration. Rather, it was a renewed partnership built on trust, experience, and a shared vision for digital HR excellence.

Enhanced Attendance Management

In addition to this, Empxtrack also enhanced NBD’s attendance management experience with a game-changing upgrade.

Our software empowered employees by configuring the system to allow them to record both their start and end of the day timings directly within the portal. Now, every workday is clearly logged. This effective employee tracking system has given NBD many benefits, such as:

➔ Accurate working hour calculations for payroll and productivity analysis
➔ Better workforce insights for managers and HR into team attendance patterns
➔ Improved time accountability for employees

This upgrade not only boosted operational efficiency but also added a layer of professionalism and structure to their daily routines. 

Simplified Leave Management

Empxtrack played a significant role in transforming NBD’s leave management process to suit their evolving organizational needs. Earlier, leaves were auto-credited to employees without much customization. 

However, as NBD expanded its HR policies, there arose a need to accommodate multiple new leave types, such as Christmas Shopping Leave, Vacation Leave, Mandatory Leave, and more. Empxtrack offers flexibility in configuring various types of leave, allowing NBD to create multiple leave categories tailored to their requirements. 

Our software seamlessly incorporated these new leave categories that gave NBD employees better clarity and control over their time off.

To further enhance efficiency and compliance, a multi-level leave approval workflow was also put in place. The configured workflow follows a clear path:

Leave Creator → Reviewer → Manager → HR

Thus, ensuring proper oversight at every stage.

These tailored solutions have not only improved leave transparency but also empowered HR and employees with a smoother, more accountable leave experience.

Results

The National Bank of Dominica has expressed high satisfaction with its renewed journey using the Empxtrack solution. The transition was smooth, and the platform has enabled them to build a well-structured, efficient, and hassle-free work environment.

Our solution has helped NBD streamline operations and elevate employee experiences by addressing their evolving needs with precision and ease. The platform also delivered the following valuable results.

» Employee accountability increased, with clearly logged work hours boosting professionalism and time discipline.
» A structured multi-level leave approval workflow ensured transparency and better governance.
» Automated monthly alerts for contract expiries helped HR stay proactive and avoid renewal delays.
» Legacy data from another HR system gap year was restored without loss, ensuring business continuity.
» A revamped HRIS securely organized all employee data, including contracts, relationships, and dependents.
» HR could now focus on strategic tasks, as routine processes like leave handling and attendance were streamlined.
» Reduced workload for HR managers through automation, optimizing human resource management in banking.
» Bulk upload of historical and offline employee documents, along with restored images and ID records, saved significant time for the HR department.
» Zero Downtime during reimplementation.

Disclaimer: Maintaining the security of our client data is our prime responsibility. The images shown in this case study on employee attendance, leave, and HRIS contain dummy data.

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