Project Name
Building a Future-Ready Unified HR Ecosystem with Custom ERPNext Solutions
A 20-year-old global business services company operating across India, the UAE, and Singapore was struggling with highly fragmented HR processes. Employee records were maintained in Excel sheets, recruitment was managed through emails, attendance relied on three different biometric devices with frequent sync failures, and performance reviews were conducted through manual PDF forms.
These disconnected systems created major inefficiencies, including onboarding delays of 7–10 days, recurring attendance mismatches, low appraisal completion rates, and inconsistent statutory compliance documentation across regions.
As a result, HR teams were spending more than 180 hours every month reconciling data, fixing inaccuracies, and preparing statutory reports. With an upcoming expansion plan of hiring over 1,500 employees annually, the need for a unified and scalable HR platform became critical. The company chose Frappe HR and ERPNext, partnering with Ksolves to build an integrated, automated, and fully open-source HR ecosystem.
-
No Centralized Employee Data
Decentralized spreadsheets maintained across multiple regions resulted in frequent data mismatches, outdated employee records, and lack of a single source of truth. This made HR decision-making slow, error-prone, and dependent on manual verification. -
7–10 Day Onboarding Delays
Manual background verification, scattered document collection, and unstructured task assignments significantly slowed down the onboarding process. New joiners often waited over a week before receiving system access, IDs, or onboarding instructions. -
Biometric Attendance Issues
Using three different biometric devices across multiple locations led to sync failures, duplicated logs, and inconsistent attendance data. These inconsistencies created payroll disputes and forced HR to manually reconcile attendance every month. -
Manual Performance Reviews
Performance evaluations were conducted using PDF forms, which made the process tedious for employees and managers. Tracking submissions, calculating ratings, and generating reports lacked visibility, resulting in low completion rates and delayed appraisals. -
Compliance Gaps
Critical statutory documents such as PF, ESIC, contracts, and verification records were stored offline, increasing the risk of missing files during audits. Inconsistent formats across regions further heightened compliance exposure and audit failures. -
180+ Monthly HR Hours Lost
HR teams spent over 180 hours every month manually consolidating attendance, updating employee information, and preparing statutory reports. This repetitive workload limited their ability to focus on strategic HR initiatives and process improvements.
Ksolves delivered comprehensive ERPNext Services with deep HR domain expertise:
-
ERPNext Consulting & Process Re-engineering
Mapped 95+ HR processes and redesigned them following ERPNext best practices. -
Recruitment & Onboarding Automation
The entire hire-to-onboard journey was streamlined through a unified recruitment pipeline with job requisitions, multi-stage screening, automated offer workflows, and complete hiring visibility. Integrated onboarding checklists, background verification tracking, IT asset issuance, and centralized digital documentation reduced delays and ensured a smooth new-joiner experience. -
Attendance & Shift Management Integration
A fully unified attendance ecosystem was created by integrating 20+ biometric devices across all locations with real-time auto-sync. Mobile check-ins, standardized shift rules, and centralized attendance logs eliminated payroll disputes and ensured accurate, consistent attendance tracking. -
Performance & Employee Experience Enhancement
A modern performance management system combines KRAs, KPIs, rating matrices, continuous feedback, manager dashboards, and automated reminders for timely cycle closures. Alongside this, the employee self-service portal empowered staff with access to payslips, attendance logs, HR requests, documents, and leave management significantly improving transparency and engagement. -
Compliance & Document Governance
A secure compliance document vault consolidated region-specific statutory formats, expiry alerts, and audit-ready controls into one central system. This eliminated compliance gaps, reduced audit risks, and ensured 100% readiness for internal and external audits across all regions. -
Data Migration, Dashboards & Analytics
Four years of attendance, employee master data, appraisal records, and statutory documents were migrated with 100% accuracy to ensure a clean system start. Custom dashboards delivered real-time insights into recruitment funnels, attendance trends, performance metrics, and compliance indicators supporting fast, data-driven HR decisions.
-
63% Reduction in Onboarding Delays
Automated workflows brought onboarding time down from 7–10 days to just 3–4 days. This accelerated new-hire readiness and reduced HR’s administrative burden significantly. -
48% Faster Recruitment Cycle
Digital approvals, automated screening, and structured pipelines helped shorten the hiring turnaround time. Recruiters could close positions faster, improving both efficiency and candidate experience. -
90% Attendance Accuracy
A unified biometric ecosystem eliminated sync failures and attendance mismatches across all locations. This ensured cleaner payroll processing with almost zero disputes. -
62% Increase in Performance Review Completion
Automated reminders and a structured KPI framework improved review completion rates substantially. Managers engaged more consistently, resulting in a more transparent appraisal process. -
100% Compliance Audit Readiness
Centralized statutory documents ensured instant access during audits, without missing formats or expired records. This helped the organization achieve zero non-conformities and full compliance confidence. -
35% HR Productivity Boost
Automation removed tedious manual consolidation tasks, saving the HR team over 120+ hours every month. The team could now focus on strategic HR initiatives instead of repetitive paperwork. -
Unified Workforce Visibility
A single digital platform enabled real-time workforce visibility across India, UAE, and Singapore. Leadership gained a 360° view of attendance, performance, compliance, and employee records in one place.
With Ksolves’ end-to-end ERPNext Services from strategic ERPNext Consulting to advanced custom ERPNext Development and seamless implementation, the client transformed from a fragmented HR setup into a unified, automated, and insight-driven HR ecosystem. Today, they run all HR operations on a future-ready, open-source platform with zero licensing costs.
Ready to Transform Your HR Operations with Proven ERPNext Solutions?
