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This case study highlights the importance of incentive management for nonprofits. The client, Pratham Books is a nonprofit publisher that creates and publishes books and study materials for kids. They have been widely known for creating engaging storybooks in multiple languages and formats to help children discover the joy of reading.
As a nonprofit organization, they have to be very transparent in terms of employee compensation, performance incentives for employees, and how they are utilizing their funds. They have to keep a record of these, not only for internal clarity but also to meet accountability and compliance requirements expected of an NGO. Thus, structured employee incentive management and incentive compensation management are one of the key priorities for them.
To address these needs, they turned to Empxtrack to build a centralized employee database that maintained accurate records, and define clear performance goals for their employees. Empxtrack has helped streamline HR processes for nonprofits while ensuring transparency and consistency.
Industry
Not for Profit
Location
India
Employees
50+
Key Outcomes
- » Centralized employee database
- » Clear measurable goals
- » Transparent appraisals
- » Effective incentive management
- » Comprehensive reports
- » Improved employee satisfaction
“ Empxtrack team is so approachable, flexible and supportive. Employees at Pratham Books said the appraisal process was smooth with a great degree of transparency as they had a live record of their progress and feedback. I will definitely recommend Empxtrack to the HR community.”
Archana Bopaiya | Manager Human Resource | Pratham Books
Need
The organization wanted to implement an HR and performance management solution. They needed a solution that took care of the variable pay management and incentive management for nonprofits.
● The client needed a solution to deliver the right incentives to their employees based on the targets achieved for each goal. They wanted to ensure accurate variable pay, while maintaining the transparency of data.
● In addition, they needed to define and set clear and measurable goals for employees. These goals were to be directly linked to the bonuses and incentives, hence enabling fair decisions.
● The client also aimed to centralize the employee information in a single employee database. They were looking for an HRIS for nonprofit organization that could support seamless data management and reduce manual effort.
● Finally, they required flexible and holistic appraisals with room for customization. This included involving inputs from peers, supervisors, and other stakeholders.
Solution
Empxtrack provides solutions that help streamline HR processes for nonprofits. Hence, Pratham Books approached the Empxtrack team to automate and streamline their processes while meeting their challenges. Soon, the solution was implemented.
Key features of the solution included:
HRIS
The client needed a reliable HRIS that could maintain accurate and updated employee records. Empxtrack thus provided a cloud-based employee database that helped Pratham Books organize and access employee records more easily. This improved accessibility, ensured consistency, reduced errors, and gave managers clear visibility into employees’ profiles and performance.
Goal Setting
With the goal setting and tracking solution, the client could manage incentive compensation management directly instead of using a separate variable pay module. They could determine the variable pay amount for each employee based on their achievements.
When the achievements were reviewed and approved, employees got complete visibility into the outcomes. Managers could clearly document the extent to which each employee met their KRAs. Moreover, employees could view their eligibility and payment details, as well as the performance-based bonus. Subsequently, this strengthened trust and transparency in employee incentive management.
Goals were defined quarterly (Q1–Q4), with specific incentive values assigned to each goal.
Also, incentive eligibility differed by role and seniority. Senior employees had higher targets. The client also gained access to comprehensive reports. They could view employee-wise and goal-wise incentive reports.
Appraisals
The data in the goal sheet is now seamlessly carried forward into the appraisal process, thus ensuring continuity. With a customized solution, the evaluators can assign clear numerical ratings on a scale of 1 to 10. This has ensured greater transparency and objectivity in performance evaluations.
Additionally, the appraisal process incorporates the 360 reviews, which allow feedback to be taken from multiple stakeholders to create a more balanced evaluation.
The client also needed provision for multiple comments to be included on the last page of the appraisal form. These forms capture competencies and core values. Empxtrack provided the same, and managers and employees can now participate by rating themselves. Reviewers can also provide their evaluations along with an overall performance rating.
This comprehensive appraisal process has not only helped strengthen accountability but also ensured a fair and well-rounded performance review process.
Results
Pratham Books has shared their satisfaction with Empxtrack HR software for nonprofits and the degree of transparency provided by them. The solution has helped them achieve the following results.
» Maintaining accurate and updated employee records has significantly reduced their manual effort and data inconsistencies.
» Successfully aligning goals with incentives, thus enabling accurate calculations for fair variable pay management based on individual achievements.
» Employees have gained clear visibility into their goals, performance, and incentive eligibility, which has strengthened trust and accountability across teams.
» The integrated goal-setting and appraisal process has ensured continuity in performance evaluations.
» Customized ratings and a 360 review from multiple stakeholders have created a more balanced and transparent appraisal experience for all stakeholders.
» Reducing workload for HR managers through automation and streamlining of multiple processes.
» The solution has ensured higher employee satisfaction.
Overall, Empxtrack solution has enabled Pratham Books to strengthen incentive management for its nonprofit, improve performance transparency, and streamline HR operations. This has allowed the NGO to remain focused on its main mission of promoting reading among children.
Disclaimer: Maintaining the security of our client data is our prime responsibility. The images shown in this case study on employee HRIS, goal setting and appraisal contain dummy data.
