TMX Corporate University (Websoft HCM (formerly WebTutor))

2024: Creation of an information automated system for managing the personnel reserve in the TMKh holding

Says Alexander Belyashin, head of the center for the development of training programs and interaction with universities.

TMH Corporate University

The development of our own personnel is one of the key competencies of any corporation that wants not only to stay afloat, but to be a leader in its industry not only in Russia, but also in the world. Understanding our talent potential and reserve for key management positions in the company is the most important task that faced us. Especially if it is a single reserve for 47 companies from production to engineering, numbering 60,000 + people.

What they faced

• Each enterprise kept records in its own way: at large factories, work with a reserve was more systematic, at small enterprises - rather formal.
• The data were often irrelevant and non-standardized.
• The dynamics of the personnel reserve was collected manually updated 1-2 times a month. There were no tools for analytics and tracking career progress, plans.
• And the main system was NOT transparent both for the reservists themselves and for the leaders.

Tasks:

• Revise the entire model of the personnel reserve in the holding, make it unified for all enterprises.
• Have up-to-date and complete data on the personnel reserve along the entire perimeter of TMX companies in real time 24/7.
• Create a transparent system in which reservists can see their career path, curators of the personnel reserve - all their reservists, managers - the state of the personnel reserve for their enterprise and related enterprises.
• Set up deep analytics that will allow you to make objective personnel decisions, taking into account all risks.

Solution:

• Create a single standardized database, the basis of the future analytical system
• Develop a tool for managing reservists, on the part of the curators of the personnel reserve at TMKh Corporate University
• Develop a separate room for reservists
• Automate as many processes as possible - apply to the reserve, create a development plan, track the implementation of plans
• Forming an analytical system based on managed dashboards in real time will allow you to see all information about the personnel reserve, in the context of committees, positions, enterprises, etc.

What they did

First, my colleagues, the Center for the Assessment and Management of the Personnel Reserve, headed by Katalova Yulia Alekseevna, carried out tremendous methodological work. Without it, it would be impossible to implement even the terms of reference for such a system.

After all, before you automate something, you need to have a clear prescribed process, with a set of roles and tools. Very often they forget about it.

Step 1. Platform selection

Next, you had to choose a platform. Initially, we considered two options:

• Take 1C as a basis, and use Websoft HCM only as a front interface for obtaining data, statistics, and so on.
• Implement Websoft HCM as a single system for the personnel reserve, 1C at the same time use as a donor base. The Websoft HCM platform has already implemented a training module at TMX Group companies and has set up integration with most legal entities.

Why you chose Websoft HCM

• Flexibility and speed
• Integration with other HR tools (360 assessment, training, KPI).
• The ability to not only store data, but also automate processes (for example, applying for reserves, development plans).

Step 2. Data Storage and Systematization

• Combined data from different sources:
  • former reservist base (on MS Sharepoint)
  • 1C (HR data from businesses tracking all employee movements)
  • external assessment systems (motivational questionnaires, tests, etc.)

• At the same time, the system was replenished with about 150 new fields for filling, which were not previously available.
• Checked, cleaned and standardized the data. It was a rather large and long process, some of the data even had to be entered manually.

I will give an example of one process. Data on higher education were not entered in some enterprises. And where they were entered, it was not the standard name of the university, but a certain abbreviation. As a result, we actually checked and transferred this data with our hands.

Step 3. Curator's Office

We have such a position in the company - the curator of the personnel reserve. This is a person who is responsible for accompanying reservists, monitors their individual development plans, activity, readiness for a target position. He can also nominate reservists to replace positions within the holding, that is, initiate movements between enterprises.

For the curators of the personnel reserve, we made an office:

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Фото: TMX

Cabinet functionality:

• View and Edit Reservist Cards
• Formation of individual development plans (DPIs)
• Status and Movement Analysis of Reservists
• Standardized reports (with upload to Excel)

The reservist's card contains:

• Personnel data
• Evaluation data
• Successor data - required

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Фото: TMX

The curator can both create new cards and offer reservists to fill key positions at enterprises. Our goal is to reach 100% replacement of positions within TMX Group from the reserve. Also, at the first stage, the curator prepared plans for the IPR. Now the formation of the IPR is automated.

The supervisor of the personnel reserve can edit all data for his enterprise. The history of changes is preserved: you can see who, when, what he edited.

Step 4. Reservist's office

Here we implemented:

• automatic process of submission and approval of the application for inclusion in the personnel reserve
• formation of an individual development plan

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Фото: TMX

The FPI is automatically generated in accordance with the approved TMC competency model and takes into account the evaluation data. The reservist, curator and manager fill it with available development tools: literature, e-learning (on the Websoft HCM platform), special developmental actions with a mentor, full-time personnel reserve programs.

The process looks like this:

• The personnel reserve curator creates a reservist card, data is pulled into the card, the curator checks, edits the data and enters what needs to be added.
• The system creates certain development activities and checks the employee valuation data.
• The available activities are automatically assigned to the execution.
• The curator and reservist can edit them.
• Further, the IPR card goes for approval to the curator and direct manager.
• The execution of the FPI is then monitored. The system signals if a person does not perform certain tasks on time.
• Employees must perform certain actions on a regular - monthly basis. They, of course, can fulfill everything at the end of the year in full, but the indicators will still glow red, because there was a violation of the deadlines.

Step 5. Analytical system

Initially, the system was implemented as Dashboard on. Power BI Microsoft Then we finalized it and made it inside the system.

What the system shows now:

• Staffing of the personnel reserve by levels (management, functional, basic) in the context of enterprises, clusters
• Reservist statuses (readiness for assignment, red zones)
• Detailed data on reservists

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Фото: TMX

Analytics is configured quite flexibly: you can fall into an enterprise, into a division, into a direction, into a position. This is what a reservist's card looks like inside the system:

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Фото: TMX

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Фото: TMX

What the reservist card contains in the system:

• Prospective position
• Competency Assessment Data
• Mobility factor
• Education
• Rotation area within TMX group
• Relevance. So far, the relevance is filled manually, but in the future we plan to connect predictive analytics here, which, based on the data, will offer options for human rotation within the company.
• Marker.rus of that show risk areas

Resources and Timelines

The system was deployed in three and a half months. I can be proud of such deadlines. This happened because the Websoft HCM allows you to do a lot on the box. It is very cool.

Implementation team: 8 people inside TMX (analysts and methodologists of the center for the assessment and management of personnel reserve and the center for the development of training programs and interaction with universities, 3 internal programmers), as well as specialists in information security of TMX and support of Websoft specialists.

The results are impressive: Now we have a single base, in the middle of 2025 it contains more than 10,000 reservists, and this number is gradually increasing, the system is filled with new data.

The system allows you to receive objective information in real time and shows which people are to replace a particular position, what exactly needs to be done so that they are ready for appointment.

The new automated human resources management system is transparent to all and really improves the quality of management decision-making. In 2024, about 10% of internal personnel reservists were appointed.