XT-Global Case Study - People Plus

• Manual HR Processes:
  XT relied on manual methods for employee onboarding, leave management, and performance evaluations. While effective, these processes were time-intensive and lacked the efficiency of automation.
• Data Management:
  Employee data was maintained across multiple sources and formats. Although accurate, the lack of a centralized system made data consolidation and quick access more time-consuming.
• Attendance Tracking:
  There was no automated attendance or leave management system. The HR team depended on manual updates and an on-premise solution, requiring continuous coordination and extended processing time.
• Exit Process:
  Employee exits were managed manually, making the entire separation process—from initiation to documentation—slower compared to an automated workflow.
• Data Access:
  XT required a more structured approach to provide selective HR data access based on business units. Although confidentiality was maintained, a streamlined role-based access control system was needed to improve data visibility and governance.

To address the challenges faced by the XT Global team, we recommended the Zoho People application and provided comprehensive solutions for all the issues they mentioned.

Implementing Zoho People enables streamlined and efficient HR operations across multiple functions such as data management, attendance tracking, and the exit process. Below is a comprehensive overview of its implementation:‍

1. Data Management

• Define employee data fields and structures based on organizational HR requirements
• Import and organize existing employee data into Zoho People, ensuring accuracy and consistency
• Set up secure document storage with role-based access permissions
• Implement data validation rules to maintain data integrity and standardization

2. Attendance & Leave Tracking

• Configure attendance policies, shift schedules, and working hours
• Enable employees to clock in and out using mobile applications or web-based portals
• Set up automated notifications for late entries, absenteeism, and attendance exceptions
• Generate attendance reports to monitor, analyze, and improve workforce attendance trends

3. Exit Process

• Create an exit checklist for departing employees, covering all offboarding tasks
• Set up workflows for exit interviews, clearance processes, and asset returns
• Automate exit formalities such as revoking system access and collecting feedback
• Maintain exit records and conduct exit analysis to improve retention strategies

4. Business Units & Access Control

• Define organizational hierarchies and business units within Zoho People
• Assign roles and access permissions based on business unit requirements
• Ensure secure, role-based data visibility while maintaining confidentiality

5. HR Process Automation & Optimization

• Map existing HR processes and workflows for automation
• Customize HR forms, templates, and workflows to align with company policies
• Implement approval workflows for leave requests, performance evaluations, and other HR tasks
• Monitor and optimize HR processes using analytics and reporting tools