Success Stories Human Capital Management

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To learn the value of a product you must first check its references. They reflect the potential for successful completion of a project, as well as the actual quality of the product. Liviu Dan Drgan General Manager TotalSoft

BRD - Groupe Socit Gnrale

Payroll outsourcing BRD - Groupe Socit Gnrale is the second bank in terms of banking assets in Romania, with almost 10 000 employees and 800 agencies in all districts of the country. In order to improve the quality of payroll services, BRD - Groupe Socit Gnrale started, in 2007, a broad market research activity for the selection of the best HR outsourcing services provider. The winner of the auction, TotalSoft, provided BRD with Charisma HCM software platform for the secured collection of all information required by the payroll process, which was further integrated with the human resource management system used by the company at the time, namely PeopleSoft HRMS. The interface between Charisma HCM Portal and PeopleSoft HRMS ensured the automation of payroll calculation flows and secured the transmission channels by encrypting the files with encryption certificates and keys. One month after the project startup, BRD - Groupe Socit Gnrale's employees were paid by TotalSoft with the help of Charisma HCM, each employee receiving via email the pay slip, encrypted with an individual password (automatically generated and sent via SMS by the system).

Financial - Banking

Weve been outsourcing the payroll services to TotalSoft since 2008 and weve also been very pleased with our choice. The quality of the services provided to the bank has led us to develop the relationship with the company through adopting Charisma HCM in all branches of the Romanian Group Socit Gnrale. In addition, with BRD switching to the new IT human resources management system, which was a pilot project at global level, TotalSoft has proven fast adaptability, managing to interface the two systems. Overall, the collaboration with TotalSoft contributed to the payroll and related services optimization. Adela Jansen Human Resources Executive Director

UniCredit iriac Bank

Payroll outsourcing One of the top 5 players on the Romanian market, UniCredit iriac Bank serves its customers through more than 240 branches and 3,000 employees, with financial solutions for individuals, SMEs, large companies or freelancers. UniCredit iriac Bank was founded as a result of a merger of three banks, fact that grew significantly the number of employees, while the entire personnel administration and payroll activity was supported by the Bucharest headquarter, specifically by a team of only 6 people. In these conditions, an immediate measure for the optimization of the HR activity was mandatory. Following several scenarios, the management decided that by outsourcing the payroll calculation services, the number of employees in charge to do that would reduce, while costs would be optimized as well. Practically, the outsourcing process implied sharing the responsibilities. UniCredit iriac is now responsible only for the preparation of data necessary for salary calculation (modifications of positions, new employees, salary modifications, cost centers), the actual calculation process being taken over by TotalSoft (including the calculation of payments for the people that leave the bank). TotalSoft has also taken over the activity of recording data concerning medical leaves, timesheet, data used for payroll calculation and the issuing of monthly reports.

Financial - Banking

Since we have worked with Charisma HCM we have succeeded in centralizing much easier the leaves, we have access, in any moment, to the status of leaves at company level, but also at branch level. Plus, the employees can access their personal data, including those related to payment, sending the pay slip is no longer necessary. Ioana Boaj Employee Administration Manager

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Ursus Breweries
Payroll outsourcing Leading brewer on the Romanian market, Ursus Breweries is member of SABMiller plc group. The company has four breweries in Cluj-Napoca, Timisoara, Brasov and Buzau, with over 1 600 employees. Ursus Breweries chose TotalSoft as a supplier of personnel administration and payroll calculation services due to its high expertise in the field, as well as ability to adapt to the companys needs imposed by the mid-term investments strategy. TotalSoft provided a comprehensive solution, consisting of payroll services, personnel administration and Charisma HCM - the web platform for data collection and direct communication with the employees, which improved even more the companys HR departments activity. The project also implied that TotalSoft also took over the data management tasks in all Ursus Breweries locations, so that the internal human resources team will be relieved of many redundant and time-consuming activities.

Manufacturing

By outsourcing the HR activities to TotalSoft, we streamlined the entire human resources and payroll activity, at high quality standards and significant reduction in administration costs. Alina Srbu Human Resource Manager

Carrefour Romnia
Charisma HCM Carrefour Romania, one of the biggest employers in the FMCG & retail sector at national level, with more than 8800 employees, is part of the French group with the same name, carrying out activities in 35 countries around the world, being on the 1st place in Europe and on the 2nd place worldwide in the retail market. The accelerated company development process by opening several stores around the country and quickly increasing the number of employees was raising problems regarding the management of human resources and payroll in a consistent manner. Charisma HCM was considered the most flexible and easy to use platform, suited for getting real time information. One of the project challenges was integrating all staff information within one database that would quickly provide information regarding the human resource situation, regardless of the location. Information regarding the assessments, the currencies, the performance and the evolution of the employees has been integrated so that the company would have a decisional basis regarding the job position changes within the company. Unifying all this data led to the possibility of diversifying the reports necessary for a resultsbased management, significant time and human resources savings, which were necessary to support the HR & Payroll operations, have also been achieved. At the end of 2009, the project has been extended with a document management solution that manages 250,000 documents, out of which approx. 50,000 pages are work permits. Following the implementation, each Carrefour Romania employee is assigned, via Charisma HCM, an electronic folder, containing all of his/her documents.
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"We consider that we have achieved our target, i.e. having an online database which is unique for all our stores, containing all the information required for human resources, payroll and timesheet. As a major benefit, we have to mention the possibility of continuously developing and adapting the program to our specific needs" Retail Ana Dumitru HR Manager

iriac Group
Charisma HCM iriac Group is one of the major business players in Romania, the groups companies activities ranging from importing and distribution of well-known automobile brands such as Mercedes Benz, Ford, Hyundai, Mitsubishi and Jaguar, real estate, financial services up to assets and people security. The groups objectives did not comprise only the implementation of such an information system, but also the ordering and integration in a centralized and common reporting database of all information related to human resources and payroll for the 3000 employees of the group. Due to the geographical dispersion (the companies are located in Bucharest, Cluj, Iasi, Oradea, Timisoara and Brasov) and different ways of reporting, the data compilation and centralization could not be obtained in real time, causing difficulties in the processes of centralized reporting and performance indicators tracking. The solution proposed by TotalSoft is now centralizing the information in a single database allowing simultaneous access to all companies. Since Charisma has been implemented, the notion of a regular reporting system no longer exists because the information can now be accessed in real time and in the desired shape. Charisma provides a set of standard reports, as well as the possibility to customize new reports based on various criteria. Basically, after a few check marks, any existing information in the system can be transformed in a report, and when the database includes thousands of employees this detail is not to be neglected. Another benefit that was visible at the entire group level was represented by the awareness of each company of the group regarding their role and importance of activity over the rest of the groups members.

Financial - Distribution

By implementing Charisma we managed to align all Group companies to the requirements embodied in a specific reporting package, used by everyone and available to everyone. Now we have a clear picture of our human resource and how to do it to meet our strategy. Alexandru Crstoiu Technical Project Manager iriac Management

Vel Pitar Group

Charisma HCM The leading Romanian bakery manufacturer market, Vel Pitar runs a business split by three lines (bakery, milling and retail) with the help of 4 600 employees, 5 mill plants, 12 manufacturing units, ensuring a monthly volume of almost 25,000 tons of products and a retail chain of more than 157 stores. Without having a professional IT solution that would have made the management of a large number of employees an organized and easy-to-perform process, Vel Pitar was striving to run its HR&Payroll operations. The company decided then to look for a stable and reliable information system that would not cause any problem. TotalSoft has deployed at Vel Pitar a complete solution including the payroll, management, training, recruitment, assessment, reports modules and HCM Portal, a web module which facilitates the communication between the HR department and the employees. The most complex part of the project is supported by Charisma HCM application's payroll module, which returns a complex payroll calculation, specific to this business field, where one can find all the compensations provided by our law (week-end compensations, leave days depending on personnel category etc.). Reports are now also much easier to get, in a centralized manner; one now has the certitude that the information is correct and that the payroll calculation time is a few days shorter. The costs and the department's personnel chart have been reduced, and many resources have been redirected to other tasks. And all these were possible only a month after Vel Pitar started working live with Charisma HCM.
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Manufacturing

We are satisfied with the way the implementation went, the results we get, and the analysis we can perform. Having correct data based on which we can make quick decisions in due time is very important for us. I think that the investment made in Charisma was an excellent decision. Florin Ttaru Country HR Manager

Mondial Lugoj, Villeroy & Boch subisidiary

Charisma HCM The largest production unit of the German concern, Villeroy & Boch AG, together with the Hungarian factory, Mondial Lugoj has 850 employees and a production line of 100 000 units per month. Together with the HR processes revision and modernization, the company decided to purchase a HR&Payroll software able to meet three major requirements: to unite into a single database the payroll calculation and HR activities, to sustain the creation of a complex database containing complete information about the companys employees and to provide an integration interface with the SAP system used for reporting activities at group level. By implementing Charisma HCM, the activities have been automated, the costs being exported automatically directly to SAP. TotalSoft is currently working to achieve an interface with Global HR, the HR solution used at group level, which aims to create a unified database for 9800 employees. When this project completes, Charisma will be able to retrieve real-time data, without any local intervention.

Manufacturing

Considering the special requirements of Villeroy &Boch, we had to ensure that no problem could arise from the implementation of a Romanian application. By choosing Charisma HCM, we ensured that all pre-established criteria were met, especially considering that TotalSofts application already had an interface with SAP; also, from a financial standpoint we benefited from the best quality-price ratio Mihaela Daniela Nagy HR Manager

PayPoint
Charisma HCM PayPoint Romania is the Romanian subsidiary of the British company with the same name, a leader in the networks of electronic terminals field in local stores. The national network comprises over 22 000 local stores, news agencies and supermarkets. One of the concerns of the HR department was to improve and simplify the communication with the team, but also to achieve a more careful scrutiny of all business aspects (payroll, personnel administration, employee performance evaluation etc.). An absolutely new thing that PayPoint has implemented with TotalSofts help was changing the classical approach of the employees performance evaluation. Employees accountability was pursued by offering them the possibility to establish their goals by themselves. Based on this requirement, TotalSoft has developed a web accessible performance evaluation module, perfectly integrated in Charisma HCM. This module contains only one interface that can be accessed alternatively, both by the employees and the manager, the employees having the possibility to establish their objectives by themselves, without being forced to fit in a range of presets that would not match them. Thus, throughout the organization, managers have access to all information concerning their employees: holidays, salary, salary last modification date, trainings history and timesheet of their own team, this access being secure and well defined at each hierarchical level. The difficult employee performance activity has also been eliminated.

By implementing Charisma HCM, we have significantly reduced costs. Since the leave approval flow is done on line, we dont make time sheets on paper anymore. We have replaced the reports in Excel with automatic exports that are built according to our needs. Moreover, we have eliminated the significant cost incurred by outsourced payroll. Services Andreea Tnase HR Manager

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Alexandrion Group Romnia

Charisma HCM Alexandrion Group Romania is the initiator and leader of the Romanian brandy market with a market share of 41%. The company owns the most modern production lines in South Eastern Europe, with a production capacity of 300,000 9L Cases/ month. In spring 2010, Alexandrion Group Romania decided to quit the HR &Payroll outsourcing services due to the poor quality of the services provided by the agreed supplier, but also because of the high costs compared with the results. The company chose to manage internally all operations and acquired Charisma HCM. TotalSoft delivered a solution strictly adapted to Alexandrions needs, a solution which includes modules specific to human resources, payroll, statements required by the Romanian state, internal and ITM reporting activities. Following the implementation, a single database with centralized information was obtained, eliminating thus the difficult process of obtaining reports on staff, budget, wages, hours worked, time and attendance etc. Porting employee data in Charisma provided the company with a clear and real time picture of each employees route throughout the company, despite their department, seniority in the company or position. From my point of view, an extremely important thing gained through the implementation of Charisma, is the up to date organization chart, and by that I do not mean the image itself, but everyones position in the company as cost centers, with a full background. Mihaela Ciufecu Legal Director and HR Responsible

Manufacturing

REBU
Charisma HCM REBU, the first private company in Bucharest in the sanitation services field, has more than 1000 employees and owns a vehicle fleet with 364 state-ofthe-art machineries, MAN, Mercedes and Ford. REBU was a newly reorganized company regarding its structure, having high difficulties in managing the over 1,600 employees of the company at that moment. Moreover, REBU was not able to quickly adapt to the legal changes, especially because REBU's salary structure was not simple. The solution chosen to solve the problems related to human resources management was Charisma HCM, which covers both the payroll and the human resources data management activities. Charisma was implemented in just 2 weeks, including the integration of the interfaces necessary to link TotalSoft and SAP. All REBU employees were also trained by TotalSoft specialists, their training being performed live, with real documents in the system. Our first target was for the program to work and to be able to correctly calculate the wages in the first phase, followed by tailoring and customizing. As for any people-related process, there have been difficulties, not as much because of REBU's complicated payroll system, which is anyway governed by the law, as because of human resources policies, built based on company's profile Services Luminia Baicu Chief Financial Officer
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The first visible result was the speed of the payroll process, as well as its accuracy, taking into account all the companys specific bonuses. In addition, the company obtained a centralized database with personal data of all employees, with the possibility to define functions, to generate organizational charts, train and evaluate the employees.

Continental Hotels
Charisma HCM The first hotel chain in Romania, Continental Hotels owns 14 hotels in the most important cities of the country and a team of more than 1,000 employees. The company was trying to replace the old software solution, which did not work in a centralized way, and required double human effort. Following Charisma HCM implementation and automation of specific activities, the HR department was relieved. There have also been configured common cost centers, HR and accounting, payroll data being included directly in the budgets, and thus, providing a clear picture of the company. Moreover, by integrating Charisma HCM with Charisma ERP, the HR department can take over other expenses and create all sorts of helpful analysis and reports necessary for the management. Following the implementation of Charisma HCM, the company started to focus greatly on employee evaluation performance, centralization and unification of employee data, common reporting, personnel fluctuations analysis, as well as any other reports that could not be conceived before.

The database is unique and therefore accessible from anywhere, but we set the application configurations at the headquarters, and the colleagues from other subsidiaries cannot change them. This is a real advantage because we eliminated inconsistencies; we can perform analysis and generate reports at any time. Services Iulia Hurdubeiu HR Director

Mega Image
Charisma HCM It was 15 years ago when the first supermarket was founded in Bucharest as La Fourmi. The retail company owned a chain of 11 stores, a warehouse and a headquarters in Bucharest. In 2008, La Fourmi was taken by Mega Image, part of Delhaize group, one of the largest retail chains in the world. "The personnel inspector using this module can now organize his/her operations other way, since he/she can directly generate from the application the individual employment contract, addenda, personnel records including employee personal information. The application also enable extracting standard reports and what I - as an exuser of other payroll-dedicated applications - consider to be a great advantage, configurable reports. These are built by the user according to his/her needs or urgent requirements of the management. The time factor needs to be taken into consideration as well. In only 10 minutes, one can select and extract data, which in Excel would have been gathered in several hours" Retail Adriana Antonovici HR Manager La Fourmi
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The work force within the trading sector is characterized by employee turnover, which is incomparably bigger than in other fields, especially on basic qualification level. The company required a software solution dedicated to tracking employee turnover, automating the recruitment processes, and also offering key information on human resources operations and costs. Because La Fourmi chain was already using Charisma HCM and was extremely satisfied with its configuration capabilities, Mega Image decided to extend the solution to control the employee turnover as well. A major advantage obtained by Mega Image was the possibility to perform certain analyses on cost centers, which help the company find out the personnel expenses afferent to a certain period of time or department.

Compania de Librrii (The Libraries Company)

Charisma HCM Bucharest Libraries Company is one of the largest retailers of books and stationery in Romania and addresses especially, through its 60 locations, young people. Until 2003, in terms of information management, the human resources and remuneration of the BLC have only been resumed to payroll calculation. In order to improve this situation, the company focused on acquiring a dedicated software solution. Charisma HCM met all the companys requirements by integrating in a single database all modules specific to the business management personnel administration, assessment, training, payroll, ITM, while providing multiple reporting capabilities and a comprehensive set of standard reports (generation of labor contracts, addendums and fiscal records, pay slips, bank notes, certificates or statistics). In addition, the solution provides users with the possibility to configure their own reports, according to their current or usual needs.

The automatic calculation of sick leaves is a great advantage, as well as the possibility to implement real-time legislative changes. Reducing a great deal of time, we can focus on activities addressing personnel development and evaluation. Retail Liliana Niu HR Manager

TotalSoft Headquarters Global City Business Park, 10 Bucharest - Nord Street, Building O2, 8th Floor, 077190, Voluntari, llfov County, Romania P: +4021 335 17 09 F: +4021 335 17 12 E: office@totalsoft.ro W: www.totalsoft.ro W: www.charisma.ro

TotalSoft 2011