Eurasian Development Bank (EDB) (Websoft HCM (formerly WebTutor))

2024: Introduction of "corporate public services" for bank employees

The Eurasian Development Bank (EDB) is a multilateral development bank designed to promote the economic growth of participating states, expand trade and economic ties between them and develop integration processes in the Eurasian space through investment activities.

They tell Znakhar Daria, Eurasian Development Bank, and Mailyants Alexander, Training Technologies (partner-integrator Websoft).

What are you faced with?

1. Specificity of status and legal form. We are an international financial institution, which includes seven participating countries. For our further story, it is important that our company is outside the laws of the participating countries: all procedures are regulated by the charter, internal regulatory documents and agreements between the countries. This very influenced the automation processes, because all our processes are their own, non-standard, we have to customize everything and customize it for our specifics.

2. Automation at once for all processes at the same time: we completed the implementation and debugging of 1C, with "0" we introduced a new EDMS, there was a request from management for a one-time implementation of all HR processes. This was quite difficult - from the point of view of management, it was necessary to coordinate actions, participants and deadlines for many interconnected processes at once.

3. Non-classical organizational structure. Due to the fact that there are many participating countries, the system of subordination is not always built according to standard principles, for automation you need to take into account many nuances.

4. A complex and diverse set of compensation and benefits. Our legal form means that employees are outside the standard pension and social security systems. Therefore, our bank compensates for government programs through its benefits system. In addition, we have our own additional benefits for employees.

5. There were several already outdated automated systems, and all of them were not related. This led to errors, failures, confusion in the application of employees, slow work, the constant need for control and manual intervention.

Task

We needed to create a single digital space in which employees can quickly and simply get all the services they need to work.

Decision

Develop a new corporate portal based on Websoft HCM, which will concentrate all the necessary information and in which you can accept, agree and process all requests and requests from employees.

Integrate HR processes with all bank automation systems, including, for example, 1C, EDMS, Colvir, RabbitMQ, internal file storage.

What they did

Integration

It is worth dwelling on this part of the work separately.

An employee, being in the Websoft HCM interface, can see all the necessary information, submit all types of applications, but behind this is seamless integration for the user with many external systems.

• Personnel data, salary data are pulled up from 1C.
• In real time, data is exchanged with the EDMS - to agree on various types of documents by all the necessary participants and conduct applications along complex routes (cancellations, adjustments, preliminary approvals are possible).
• To create various kinds of queues and structure requests, integration with RabbitMQ was made.
• Within the purchase requisitions, the exchange rates of different countries are used for settlement. You can select the desired currency, the system will automatically translate the amounts specified in the purchase requisition at the current rate. The daily exchange rates are updated through the implemented integration with the Colvir system.
• Thanks to integration with file storage, employees can upload attached files and search documents directly from the Websoft HCM interface.

Thus, the Websoft HCM platform has become a single entry for any employee's operations.

Enterprise Portal

We have developed a new portal with all the necessary sections, filled them with information, made a convenient system of directories, interactive exchange rates, and issued notifications on tasks.

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Фото: Websoft

Let's dwell in more detail on several sections that helped us solve the main problem - to create a single space in which employees can get all the services and see all the necessary information. It is not for nothing that we call such a space "corporate public services."

Applications and requests. In total, we implemented more than 40 different types of applications in a year. And if earlier people immediately could not fill out the necessary forms correctly, now there is simply no option to do something wrong. All conditions in the requisitions are checked automatically when filled in. Plus, the employee sees the current approval status and all comments that are received on the request. He understands what is happening with his request. It's easier for everyone: both employees and HR.

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Фото: Websoft

Example: Agreed and approved travel may change. And from the personal account, a person can apply for an adjustment to the agreed business trip. Accordingly, changes are immediately made in all accounting systems. In addition, when an employee applies for a business trip, he immediately enters an internal chat based on Websoft HCM, where he communicates with a travel manager. Travel manager helps to select tickets, agree dates and flights, book a hotel. This means that you can immediately calculate the budget, and an already fully formed application with specific hotels, transfers, with a specific cost, flies away for approval to the EDMS. It's very convenient!

What is available to employees in their personal account:

• Leave applications, non-certified days, sick leave, time off
• Insurance: VHI for employees and relatives, VZR
• Applications for mobility, rent, fitness, training, subsidies, reimbursement of purchase costs
• Applications for pension programs, change in% in pension programs
• Recruitment requests
• Applications for salary retention, payments through the cash desk, conversion into wages into national currency, taking into account the exchange rates of the national bank
• Advance reports on business needs, travel, hospitality and other expenses
• Employee Real-Time Payroll

Visualization of available benefits. Each employee has a My Benefits tab. The panel with a set of benefits ("Insurance," "Pension program," "Fitness," "Subsidization") is dynamic, that is, it is precisely the sections of benefits that are available to the employee, based on his position, grade and current status.

Now employees understand what benefits they have, what they have issued, what they do not, they see the entire available volume and can simply arrange what they need.

In addition, such visualization contributes to the fact that people see how much the company does as a care for employees and what resources it devotes to benefits and compensation.

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Фото: Websoft

Customization page. The first entry point at reception is just our portal. The employee is greeted by a page with a greeting from the chairman, the necessary briefings and online courses are automatically assigned. Managers can add GNIs for study during the probationary period, as well as assess competencies and decide through the platform on the continuation of cooperation.

The entire route is built, the employee passes it in steps, there is practically no chance to miss or forget some stage. The adaptation ends with an assessment from the manager based on the results of the trial period.

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Фото: Websoft

Training. We've done a few sections and we're filling them with content. We have already implemented a catalog of programs, people can choose the necessary ones from it and register very quickly. At the same time, training limits are tightened and automatically checked.

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Фото: Websoft

Performance evaluation. Here we set up the cascading of goals from department heads to subordinate employees or from the goals of the division, took into account the unique logic of calculating indicators and complex formulas, as well as the possibility of adjusting indicators.

Individual development plans are formed based on the results of the assessment. It is possible to choose competencies from the catalog, you can add and agree on your development goals.

Gamification. We have a domestic currency that is passed on for certain achievements. Employees can exchange this currency, transfer it to someone, spend it on a certain set of benefits. Here we implemented a combination of spending this local currency with advance reports for accounting. Of course, we have made a convenient interface that allows everyone to easily navigate the process. In addition, we have nominations for employees and classic annual awards (they are also tied to material incentives, respectively, a link with advance reports, electronic document management and 1C was also implemented here).

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Фото: Websoft

Interactive memos. Together with the designers, we have made a large library of memos - how to use the options that our company has. Directly from the memos, employees can follow active links to those sections that are relevant for them, issue those applications that they need, open internal regulatory documents, write a letter to the person responsible for this or that process.

Executive Office. Previously, managers received all information about employees on request. Now there is complete summary information on the team, on training, terms of employment contracts, performance assessment.

Extension of employment contracts. We have all fixed-term employment contracts in our bank. This also applies to the specifics of the status of our company. Therefore, we separately highlight such functionality - the extension of employment contracts. Now we have automated this process, 1C sends the date to the system when the employment contract ends, the manager receives a notification, and he decides on the extension in time.

Organizational structure. It was a separate big work with multiple testing and debugging, but now the organizational structure is carried out in real time. All data is pulled up from 1C. The whole hierarchy is built with all the grads. This takes into account our local nuances, for example, we have curators between whom different blocks are divided, and this is reflected in our organizational structure.

Results

As a result, the bank now has:

1. Convenient information system: directories, organizational structure, notifications, interactive memos
2. Quick access to benefits, information about the current issued benefits and compensations, the ability to issue the necessary benefits
3. The ability to submit any application in a convenient and understandable interface - quickly and easily.
4. Easy tracking of the request execution.
5. Integration with all bank automation systems

The main task is solved: a single space has been created for employees, in which they can get all the services necessary for work. This space is convenient and understandable for employees, integrated with all automated systems of the bank. All requests are processed automatically, quickly and simply - all processes are transparent.