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This case study highlights how Empxtrack helped the Indian Red Cross Society streamline and manage its HR processes more effectively.
The Indian Red Cross Society is a voluntary humanitarian organization with a network of more than 1200 branches across the country. Given the scale of its widespread operations and presence across India, the organization was looking for an HR software for nonprofits to simplify HR operations and improve overall efficiency.
IRCS plays a crucial role in providing relief during disasters and emergencies while promoting healthcare and support for vulnerable communities. It is also a leading member of the largest independent humanitarian organization in the world, the International Red Cross & Red Crescent Movement.
The Society holds a unique position in the country, with the Hon’ble President of India serving as its President and appointing key members of its managing body. The organization face several operational challenges in managing its internal HR processes. By implementing Empxtrack, the organization was able to automate key HR activities and manage employee data more effectively.
Industry
Not for Profit
Location
India
Employees
200+
Key Outcomes
- » Automation and streamlining of HR processes
- » Flexibility to customize rules, workflows
- » Multiple comprehensive reports
- » Centralized HR management
- » Improved operational efficiency
- » Higher data transparency
- » Increased employee satisfaction
“I had an excellent experience with Empxtrack’s HRMS platform. The system is thoughtfully designed with role-based functionalities, giving administrators complete flexibility to customize rules, workflows, and processes.
The service quality has been consistently up to the mark. Response times are impressive, ensuring smooth operations without delays. Requirement gathering was handled with great care. Empxtrack’s team focused on delivering solutions tailored to our requirements.
Overall, Empxtrack has proven to be a reliable partner, combining technical excellence with responsive support. Their HRMS has added significant value by streamlining processes while remaining adaptable to future needs.”
Shikha Chopra | Sr. Inf Systems Dev Manager| Indian Red Cross Society, NHQ
Challenges
Our client was managing key HR processes through an outdated desktop version, primarily for payroll. However, this created several operational challenges as the system did not effectively support HR functions like managing attendance, leave, and employee self-service. Additionally, the system had limited support and relied heavily on a single administrator.
Let’s understand these challenges.
▸ A major challenge was the lack of system support for the legacy software version. Any technical failure of the desktop system or server would completely halt their payroll processing. Besides, historical payroll data was accessible only through one administrator, making payslip retrieval difficult for employees.
▸ Another challenge involved the nonprofit organization’s provident fund management process. Unlike most organizations that submit PF contributions to the Employees Provident Fund Organisation (EPFO), the organization managed its provident fund internally through a Trust. It collected employees’ PF contributions and invested them in financial instruments such as fixed deposits, and then distributed the interest earned from these investments among the employees. Previously, the organization had outsourced this process to a third party.
▸ The client maintained payroll records dating back to 2004 and was accessible only to the administrator. As a result, employees faced difficulty retrieving the payslips independently.
▸ Another requirement was to export and upload the payroll data from Excel sheet into the HRMS.
▸ The government’s Aadhaar Enabled Biometric Attendance System (AEBAS) recorded attendance data, but the organization’s system did not provide employees with direct visibility of their attendance logs. Hence, employees were dependent on the administrator.
▸ Moreover, employees were dependent on the administrator regarding their queries about their leave balances or personal HR data.
▸ The leave management process had its own operational requirements based on the organization’s policy. Employees had to submit printed copies of leave applications and joining reports to their department heads after returning from leave. The system, therefore, needed to support both digital processing and physical documentation requirements.
▸ The client also required a system that could handle customized workflows, unique leave rules, and employee data change approvals according to their internal governance structure.
Solution
Empxtrack implemented a centralized cloud-based HRMS to address these challenges. The team completed the entire implementation, including requirement analysis, customization, data migration, and deployment, within a tight timeline of 45 days.
Our cloud based HRMS for nonprofits helped IRCS solve their problems and achieve the desired results, catering to their unique requirements.
The new HRMS implementation integrated multiple Empxtrack modules into a single centralized platform. This included HRIS, Leave Management, Attendance Management, Payroll, and Loan Management. Hence, it replaced the dependency on the legacy desktop system and enabled secure access through a web-based interface.
HRIS
● Empxtrack implemented a centralized HRIS to efficiently manage and maintain employee data on a single platform. To meet their specific data requirements, different fields were added to the employee profile section.
Payroll
● Payroll records from 2004 were uploaded into the new HRMS, ensuring that employees could easily access their salary records and payslips.
● Our team developed a customized PF management module to support the organization’s unique provident fund structure. This module tracks employee contributions, investment returns, PF balances, loan eligibility, and interest distribution. It also manages both standard PF contributions and additional voluntary contributions, such as Advanced PF.
● The system additionally tracks loan deductions and calculates interest distribution based on the remaining PF balance after loan repayments.
● Payroll data can now be exported in structured Excel reports. These help generate vouchers and financial reports related to expenses, provident fund contributions, and employee loans, which can be integrated with the Microsoft Dynamics 365 Business Central.
Leave and Attendance
● Attendance management was integrated with the government’s Aadhaar Enabled Biometric Attendance System. As per their requirement, attendance data was imported from AEBAS into the HRMS solution. Moving forward, they are further looking to automate this process.
● The leave module now includes a customized feature allowing employees to download leave applications and submit printed copies as required by the organization’s policy.
● A joining report feature was also implemented, where employees confirm their return from leave after verification of attendance on the date of joining. The system checks attendance records before allowing employees to submit the joining report to ensure accuracy.
● Special leave rules, such as multiple compensatory offs in a single day, and monthly short-hour leave allowances, were also considered in the workflow.
● The system customized the workflows to include a verifier stage for employee data change requests. It also enabled the HR Manager to approve leave requests that are pending at the manager level.
Results
Our client expressed strong satisfaction after using the system. With the help of Empxtrack, a reliable HR management system for NGOs, IRCS could achieve the following outcomes.
▸ First, the organization replaced the outdated desktop-based payroll system with a centralized cloud-based HRMS, significantly improving reliability and accessibility.
▸ Previously, payroll processing depended on a single computer and administrator, which created operational risks. IRCS has now eliminated these risks.
▸ Through the employee self-service portal, employees now have direct access to their HR information, including payslips, attendance records, leave balances, and personal data.
▸ Additionally, the NGO integrates key HR functions such as HRIS, leave management, attendance tracking, payroll, and employee loan management into one centralized platform.
▸ Greater transparency and efficiency in HR operations have been achieved by enabling employees to view their attendance data and leave balances in real time.
▸ The implementation reduces manual effort and enhances the accuracy of PF tracking, calculations, and reporting.
▸ The HRMS maintains attendance data from the Aadhaar Enabled Biometric Attendance System, enabling better monitoring.
▸ As a result, the organization has improved operational efficiency, enhanced data transparency, and centralized management of HR processes.
The results highlight the impact of implementing the right HR software for nonprofits organization in improving efficiency, transparency, and centralized HR management.
Disclaimer: Maintaining the security of our client data is our prime responsibility. The images shown in this case study on employee HRIS, Leave and PF Loan management contain dummy data.
