Case Study - Employee Management

Automating Employee Management and Timesheet Processing for a Leading ONGC Firm in Kazakhstan

Client Overview

Our client is one of the largest Oil and Natural Gas Corporation (ONGC) firms based in Kazakhstan, with operations spanning multiple projects across the country. With thousands of employees, including direct hires and third-party contractors, managing workforce data, project allocations, timesheets, and overtime calculations had become a complex and time-consuming process. The lack of automation led to inefficiencies, delays in approvals, and challenges in deriving actionable insights from employee data.

Manual Data Entry and Errors

Employee details, project assignments, and timesheets were managed manually, leading to frequent errors and inconsistencies.

Complex Approval Workflow

The absence of a structured maker-checker process resulted in delays in timesheet approvals and disputes over logged hours.

Third-Party Contractor Management

Distinguishing between direct employees and third-party contractors was cumbersome, impacting resource allocation and payroll processing.

Overtime Calculation and Compliance

Manual calculation of overtime hours was prone to errors, leading to compliance risks and dissatisfaction among employees.

Lack of Real-Time Insights

Manual inspection processes were slow and prone to errors, resulting in higher defect rates

Challenges Faced by the Client

Solution Provided by ZmerK Consultancy

Centralized Employee Database

A unified platform to store and manage employee details, including roles, departments, and employment type (direct or third-party).

Automated updates for project assignments and status changes.

Timesheet Automation

Employees could log their daily hours through an intuitive interface, ensuring accurate and timely data entry.

Built-in validation checks to prevent errors and ensure compliance with company policies.

Maker-Checker Approval Workflow

A two-step verification process where:
Maker: Employees submit their timesheets.
Checker : Supervisors review and approve/reject submissions.

Notifications and reminders ensured timely approvals, reducing bottlenecks.

Overtime Tracking and Calculation

Automated calculation of overtime hours based on predefined rules.

Alerts for excessive overtime to ensure compliance with labour laws and internal policies.

Interactive Dashboards for Leadership

Customizable dashboards providing real-time insights into:

Departmental performance.
Resource allocation and utilization.
Project progress and outcomes.
Employee productivity trends.

Visualizations included charts, graphs, and heatmaps for easy interpretation.

Third-Party Contractor Integration

A dedicated module to track third-party contractor details, contracts, and project contributions.

Seamless integration with payroll systems for accurate compensation.

Scalability and Security

Cloud-based architecture to handle large volumes of data and support future growth.

Robust security measures, including role-based access control and data encryption, to protect sensitive information.

Implementation Process

Requirement Gathering

Conducted workshops with key stakeholders to understand pain points and define requirements.

Custom Development

Developed a scalable and modular software solution using innovative technologies.

Integration

Integrated the system with existing HR, payroll, and project management tools to ensure seamless data flow.

Testing and Training

Rigorous testing to ensure accuracy, reliability, and user-friendliness.
Conducted training sessions for employees, supervisors, and leadership to ensure smooth adoption.

Go-Live and Support

Deployed the solution across all departments and provided ongoing support to address any issues.

Outcomes and Benefits

Operational Efficiency

Reduced manual effort by 80%, freeing up HR and administrative teams to focus on strategic initiatives.

Improved Accuracy

Eliminated errors in timesheet logging and overtime calculations, ensuring compliance and fairness.

Enhanced Decision-Making

Leadership gained access to real-time insights, enabling data-driven decisions to optimize resource allocation and project outcomes.

Increased Employee Satisfaction

Transparent and automated processes improved trust and satisfaction among employees and contractors.

Cost Savings

Streamlined workflows and reduced operational costs by minimizing inefficiencies and disputes.

Scalability

The system was designed to scale with the client’s growing workforce and expanding operations.

Key Metrics

Reduction in Timesheet Processing Time

Achieved 99.9% accuracy in timesheet and overtime calculations.

Error Reduction

Integrate blockchain technology to improve transparency and traceability in the supply chain.

Employee Adoption Rate

95% within the two months of deployment.

Leadership Satisfaction

100% positive feedback on dashboard usability and insights.

Explore New Markets

Utilize insights gained from the transformation to identify and enter new markets with innovative product offerings.

We are committed to supporting the client’s evolving needs and are exploring opportunities to enhance the system with additional features such as AI-driven predictive analytics and mobile accessibility.

Next Steps

Conclusion

By partnering with ZmerK Consultancy, the client successfully transformed their employee management and timesheet processing operations. The fully automated system not only addressed immediate challenges but also positioned the organization for future growth. This case study demonstrates our expertise in delivering tailored software solutions that drive efficiency, transparency, and business value.