Legrand increases efficiency of business processes using SaaS of HRM and outsourcing of payroll calculation

Feature of the project was that outsourcing of payroll was implemented in Legrand company together with SaaS services of a personnel management system of Quinyx WorkForce (SaaS — Software as a Service, the software under lease). Due to implementation of the combined model operating expenses of HR department were reduced and the uniform policy of management of HR processes in all company is provided.

As effective work of business in no small measure depends on transparency and the general effectiveness of personnel records and payroll, the management of Legrand made the decision on use of modern approaches in the field of management of HR processes. As the standard on payroll calculation outsourcing from UCMS Group company was accepted, and as the standard on conducting personnel office-work the Quinyx WorkForce system based on the SaaS model was selected.

"With growth of business and active changes in the company the existing system of personnel office-work and payroll ceased to meet requirements of our business — Lyudmila Grichenkova, the head of the HR department of Legrand in Russia and the CIS countries comments. — Within the project we needed to create uniform standards and to automate processes of personnel office-work and payroll of employees. The matter is that in some divisions of the company different approaches to accomplishment of personnel processes, time keeping, payroll and execution of primary documents were used".

After in-depth examination of the offers which are available in the market a choice was made for benefit of UCMS Group company which has the command conducting in Russia on implementation of HRM systems according to SaaS model and also the best practices and knowledge in the field of outsourcing of payroll.

The project on system implementation of Quinyx WorkForce began in November, 2010. After the description of the main requirements to a personnel system in December, 2010 the general model on improvement of HR processes considering the accepted corporate regulations of personnel records and payroll calculation was developed. In January, 2011 the module "Personnel management" and also the project on use of services of outsourcing of payroll were brought into commercial operation.

During the carried-out works the following tasks were solved:

• The uniform policy on management of personnel and settlement processes is developed;
• Time for formation of the internal reporting and also reports for transfer to tax authorities and the Pension fund is reduced;
• The quality and timeliness of payroll is increased, risks of assumption of errors are minimized;
• The current operating costs of HR department are reduced and also the level of confidentiality and safety of information is increased.

Unique feature of the project was that the Quinyx WorkForce HRM system was unrolled in Legrand within the concept of SaaS. It allowed the company to leave from considerable one-time investments on purchase of licenses and also allowed not to worry about creation of necessary infrastructure and further support of a system. Everything that is necessary for work with a system - it is the web browser.

"To UCMS Group we passed to service in January, 2011 — Lyudmila Grichenkova comments. — When using the SaaS model along with outsourcing of payroll we managed to simplify and accelerate exchange of personnel information between divisions, to increase the speed and quality of payroll calculation and also to provide uniform standards in management of personnel processes. It would be desirable to note in spite of the fact that information on personnel records and payroll calculation is processed by different methods, it de facto is in the same system. In traditional outsourcing the client sends to provider data and waits from it for final result, without knowing about stages of implementation of the transferred functions. In the scheme of interaction used by us traditional outsourcing regarding payroll calculation and an opportunity to independently conduct personnel processes in real time at any time, with any computer connected to the Internet successfully is combined with UCMS Group. At the same time a system not only allows to sustain all requirements of the Russian legislation, but generates wiring on payroll in the IFRS standard".

"Many Russian companies consider the potential of the SaaS model and outsourcing now. We see that this management model business processes becomes more and more demanded as among our existing, and potential clients — Shabanov Andrey, the vice president for corporate services and UCMS Group technologies in EMEA region comments. — UCMS Group is a pioneer of this market. We brought this model of services to the Russian market in 2005. Today the UCMS Group company has one of the biggest project portfolios on implementation of the combined model of services in Russia. I am sure that the experience accumulated by us and knowledge will help our clients to be guided confidently in problems of achievement of perfection of HR processes and to guarantee high quality of the implemented projects".