PT Santaku Shinwa Indonesia, a trading company, faced challenges in managing attendance and employee data manually. With a solid team of 15 people, the main issue was recording the activities of employees who worked outside the office and on weekends, such as the sales team. The company therefore needed an integrated digital solution to improve efficiency in employee administration.
Challenges Before Using HRIS
Before switching to Peoplyee HRIS, PT Santaku Shinwa Indonesia relied on a fingerprint machine to record employee attendance at the office. All attendance data was then entered manually into Excel at the end of the month to process payroll.
The company's relatively small number of employees meant the calculation process was not too difficult. However, a major challenge appeared in recording attendance for the sales team and drivers. When they worked on weekends and national holidays, Yuni's team had difficulty calculating their overtime because there was no stored proof. Leave and overtime requests were also fully paper-based. As a result, the process took time and was prone to errors.
"Previously, the challenge was recording attendance for employees such as the sales team, because they had to go directly to customers or go from home straight to customers. We did not know what time they started working, and there was no proof. Now, we can check by GPS or attendance through a mobile phone," said Yuni Rizana, Accounting and GA Manager of PT Santaku Shinwa Indonesia, to Peoplyee HRIS on Monday (04/08) in Jakarta.
After considering Yuni's team's need for an integrated administrative solution that could address the weaknesses of the manual system, the company decided on the human resources system the team needed. PT Santaku Shinwa Indonesia chose Peoplyee HRIS.
Peoplyee HRIS is a system for managing employee data and attendance, leave and permission requests, overtime monitoring, and payroll calculation in real time from a personal computer or mobile phone. With HRIS, companies can improve operational efficiency while reducing administrative workloads.
The company realized that automation was the key to obtaining accurate attendance data, especially from employees who worked outside the office. As a result, it looked for a system that would not only make attendance easier, but also eliminate manual processes that consumed a lot of paper and time.
Challenges in Using HRIS: Adjusting Company Regulations
The transition from a manual system to a digital one was not without challenges. Most of the challenges came from adjusting company regulations to Peoplyee's features:
Attendance
The company has its own rules for employee attendance. If employees arrive late at the office, their salary is deducted. There are also rules for calculating replacement days for employees who work on holidays, including weekends and national holidays.
Payroll Calculation
Calculating overtime and replacement days for sales team members who work on holidays became its own challenge. The company understands that its replacement and overtime systems require complex payroll calculations, especially if handled manually.
Layered Approvals
The approval process for overtime or leave, which involves more than one leader, can sometimes confuse the final approver because all requests, whether already approved or not, appear on their dashboard.
At the beginning of use, PT Santaku Shinwa Indonesia's regulations had not yet been integrated into Peoplyee HRIS. Over time, however, Peoplyee's system was able to accommodate them to meet the company's needs.
Benefits After Using HRIS
After understanding the features in Peoplyee HRIS, Yuni and the team acknowledged that using the system gave the company significant benefits. These included the employee attendance and leave request features.
Employee attendance management became more efficient and accurate because employees who worked outside the office or on holidays could check in and check out through HRIS, which is equipped with real-time tracking. Overtime, permission, and leave requests can also be submitted through HRIS.
"Using Peoplyee HRIS really has helped us, especially for employee attendance, whether employees work from the office or work from outside, wherever they are. For overtime, permission, and leave, we can now use the application instead of paper forms, reducing paper usage," Yuni explained.
Payroll calculation is also more accurate, although some adjustments are still done manually. Even so, Peoplyee HRIS has improved payroll calculation accuracy to meet up to 70% of the company's needs while adjusting the system to internal policies.
PT Santaku Shinwa Indonesia also expressed appreciation for Peoplyee's customer service with a 99% satisfaction rate, because the support team was considered very responsive in resolving every issue.
Overall, the company considers Peoplyee HRIS to have helped across 80% of its employee attendance and payroll features, improving internal efficiency. With this positive experience, the company proudly recommends Peoplyee HRIS to other organizations that need an integrated and responsive HR solution to manage their employees.
Schedule a free trial of Peoplyee HRIS for your company to understand the features and your workforce management needs.
