Comus Trading House (Websoft HCM (formerly WebTutor))

2021: New personal cabinet design and automated adaptation track: Comus case

How to make your personal account a working tool for an employee, how to help managers influence the development of subordinates, how to maximize the optimization of labor costs on the part of mentors and managers, and how to implement all this on the basis of the WebSoft HCM system - in the case from Comus.

Context

The company has a Personnel Training and Development Department, which trains mainly mass personnel, so the introduction of a personal account and the work of a training portal as a single tool for developing a large number of employees are very important.

In addition, Komus combines a large number of businesses: sales channels, including E-commerce, services and services, warehouse complexes, logistics, IT, production. Therefore, an approach is used here, which the company called "multi-site."

What did you do?

• Sites for different target audiences
• Personal account
• Employee Development
• Novice Training Track

Sites for different target audiences

On the WebSoft HCM platform, a different site is implemented for each target audience.

• Central site for sales personnel:

• Site for IT team:

• Site for talent pool:

Despite the fact that outwardly the sites are different, the structure and logic of submitting content to them is the same.

• There are headings that are a library for a certain specialization of the employee.
• There are tags inside the headings, when you click on any of them, a selection is created on a specific topic.
• You can also filter content by type: e-courses, videos, documents. Each has its own icon.

• The e-course card includes a picture, description and a "Complete Course" button. For managers, it is also possible to assign a course to an employee from the drop-down list directly from this page without going anywhere.

Personal account

The company has set up programs for the possibility of career growth of employees. Any Comus employee, for example, an order collector can grow to the head of a warehouse and even an entire logistics center, the seller - to the general director of the division, the sales representative - to the channel manager.

When creating a personal account, an approach was needed so that every employee of any level of position had the opportunity to manage his development.

In the personal account, a control panel is implemented, where there is a menu with items:

• Training track,
• Documents,
• My training,
• Calendar,
• Development of employees,
• Settings management.

The control panel consists of typesetting modules that are formed as an employee. His profile indicates division, position, start time in the company, birthday, e-mail, login, assigned courses, current date, calendar with events, statistics on training.

The Resources tab is a seamless transition to other digital resources of the company: the user does not need to exit the portal, just click on the link and go to the resource he needs. On the same page there are tabs Statistics, Profile, Manager.

The Employee Training tab provides Courses, Tests, Activities, Favorites with all statuses: Assigned, In Process, Completed, Failed, Expired. A search engine has been implemented.

There is also a Calendar, where the employee has access to the events in which he participates (the general open calendar is available in another section). Activities can be filtered by type.

Employee Development

Managers have access to the section "Employee Development" with prompts: you can fill out a checklist for an intern, assign a mentor to him, etc. The Mentor Library is also implemented, where the manager has a portfolio with documents and guides that suggest how to develop employees. A list of employees has been created, as well as a search engine in which they can be filtered by department. You can assign a course or test to selected employees directly from this page.

By clicking on the name of employees in the list, you can go to the profile of each employee, get all the information and statistics on him: what courses, tests, events, polls he took. All data is uploaded to an Excel table.

To analyze the development of personnel in the personal account of the manager, in the "Training Track" section there is a checklist that is filled in by competence, the profile of behavioral indicators in accordance with the requirements for the employee. Based on the results, statistics are displayed - compliance scales.

The manager in the territory under his control conducts, for example, an assessment of the negotiations between sales representatives and customers. It is enough for him to mark the behavioral indicators in his mobile phone, which are performed during negotiations, and the checklist will be filled out automatically and display the employees' compliance with the necessary competencies.

As a result, it was possible to implement the main principles of creating a personal account - simplicity and modularity.

The code for each module is written separately, which allows you to quickly and easily make the necessary improvements and embed the modules back into your personal account.

Novice Training Track

When creating the training track, the initiators of the project had several tasks:

• Minimize the burden on line managers who are obliged to develop their employees in the role of a playing coach, in addition to his main professional activity.
• Make the adaptation independent not only from employment, but also from the qualification of the leader. Among them there are also newcomers, but the presence or lack of experience should not affect the quality of adaptation of employees.
• You need to immediately make the newcomer independent, while not abandoned.

The solution that the developers came to is a smart adaptation track machine. He must indicate what to do, when to do and how to do all participants in the adaptation process, and this is the newcomer himself, his mentor, leader, training manager from the training department.

Process logic

1. The system tracks the newcomer, assigns him a track.
2. At the same time, his manager receives a notification that he has a new employee and the need to appoint him a mentor.
3. The mentor also receives a notification that he has been appointed as such, and a guide on what to do with the newcomer.
4. The newcomer receives a notification that he has been appointed a mentor.
5. The training manager receives a notification that a beginner has been added and the next event needs to be scheduled for him.
   
   

The adaptation lasts 3 months, during which the beginner needs to complete 56 activities. 70% of the time he studies on his own. The head and mentor are entrusted only with practical training. But at the same time, all participants in the adaptation process are in a single information field.

How does it work

• The rookie, who has been notified of the assignment of an adaptation track to him, walks into the training portal and sees a welcome block that he has become part of the team. There is also a block "My Way" - a roadmap of the adaptation track, thanks to which the user can track the success of his training.

• In the information module, the user sees the task and how long it will take to complete it. The blue indicator signals that the person is now inside the track. Green means that the newcomer has successfully completed the tasks for the day. Red - it lags behind.
• The employee moves on different types of tasks: watch the video, read the material, if necessary, ask questions to his mentor, visit a tour of the office, talk with the manager on the topic of motivation.
• Tasks can be performed in any order. It is important that all of them are fulfilled for the current day. At the same time, there are certain types of tasks that the manager himself confirms as completed from his personal account: talk with the employee about the motivation device, conduct an excursion for him.

• After each course and any employee activity, a small test of 5-7 questions awaits. The system collects test results into a single summary report, following which a decision is made on the success of the novice adaptation. At the end of the track, the employee has the opportunity to correct the results of the training: the system invites him to take courses or tests in which he was unsuccessful.

How to implement

Thanks to the open source code WebSoft HCM, the platform allows you to make improvements to any business needs. In Comus, these improvements were implemented by the company itself.

Project scale

All employees of the company can be trained in the system at the same time. The adaptation track also has no restrictions on users. On the basis of the personal account and adaptation track developed for sales personnel, the basic mechanics and principles of knowledge management for employees of all specializations of the company are created. Next, the company is heading for the Comus digital ecosystem based on WebSoft HCM, in which it will combine all the resources necessary for employees to work efficiently and successfully develop.

Results and results

• We have implemented a convenient and understandable interface, which confirms the positive feedback from users.
• We got rid of the large amount of code that had to be written for alterations and improvements in the system.
• Eased the load on the system administrator. Business customers can perform a number of functions on their own in their personal account: start a survey, event, upload a report, dashboard and others. There are fewer manual operations for the administrator.