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Case study

Case Study - Header_Giganci_Programowania
Case Study - Giganci Programowania_logo
Industry
Ed Tech
With HRnest since
2019
Number of accounts
131

Company description

Giganci Programowania Sp. z o.o. is a modern educational institution where young individuals can nurture their passion for new technologies and computer programming.

Since 2015, the organization has been providing educational programs for children and adolescents, with courses designed by skilled programmers who customize the content to suit the abilities of students across various age groups.

Implemented solutions
Case Study Giganci Programowania - 1_content

How did the company manage before?

Giganci Programowania is an organization that continuously strives for dynamic growth and the implementation of solutions that make work within the company easier.

Since joining Giganci Programowania, Joanna Ibe, HR Admin & Payroll Manager, has been working to standardize HR processes. Initially, the company relied on multiple Excel files and paper forms to handle HR processes, with confirmations being done through emails. As the company expanded, these methods became inefficient, prompting the decision to seek a new solution, and the choice of HRnest turned out to be far more than just a tool for managing leaves and work time.

We were looking for a solution that would allow us to integrate HR processes and have everything in one place. We needed a tool not only for tracking work hours and vacation requests but also for other HR aspects, such as OSH training and employee health examinations.

Case Study Giganci Programowania - Joanna Ibe

Joanna Ibe

HR Admin & Payroll Manager

Implemented solutions

Elimination of paper document flow

From the outset of her cooperation with Giganci Programowania, Ms. Joanna has worked towards eliminating paper-based documentation in the HR department. Storing paper forms and numerous Excel files proved to be time-consuming and inconvenient. HRnest addresses this issue by providing not only digital leave requests and work time tracking but also storing documents like contracts and other staff requests. 

The shift to electronic archiving and document management marks a significant improvement for the HR and payroll department and aligns with one of my professional objectives. With HRnest, we reduced paper consumption by 70% compared to the previous year.

The digital flow of documents saves both time and physical resources. Giganci Programowania no longer requires additional space for binders, and Excel files no longer occupy extra disk space. In HRnest, all requests and time tracking are stored electronically, ensuring quick access to current documents and easy retrieval of historical requests.

In HRnest, all information is available in the system, including historical requests, which further simplifies our work. We are transitioning everything that can be handled electronically into the system.

Case Study Giganci Programowania - 2_content

Centralized management of HR processes

Giganci Programowania were searching for a tool that would offer more than just leave management and time tracking. HRnest provides not only advanced tracking of absences and working hours but also access to detailed summaries and monthly reports. You can simply add employee contracts, OSH training records, and health examination schedules. 

With HRnest, I can oversee all processes, not only HR-specific ones but also general HR functions. One system is all I need to manage work hours, employee contracts, and the import of files into the payroll software. This saves me a minimum of 80 hours every month.

For Ms. Joanna, the HR Admin & Payroll Manager, the Leave Calendar is an especially valuable feature, as it offers a consolidated view of the company’s current status. It helps her track the number of people on leave, upcoming time off, and remote workdays, making it easier to calculate the flat-rate allowance for remote workers. 

The system lets me instantly see who is using home office days and whether their request has been approved by their supervisor. This ensures the data entered is accurate and significantly simplifies the calculation of remote work allowances.

Case Study Giganci Programowania - 3_content

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Intuitive system for all users

With HRnest, you can manage HR processes for employees with not only employment contracts but also civil law contracts and B2B agreements. This enables you to set specific leave limits and customize requests based on the type of contract. There's no need for additional tools to monitor each employee's leave, which significantly saves time for HR, employees, and managers. 

Thanks to HRnest, I no longer need to jump between various systems to gather necessary information. All employee data is consolidated into one tool, regardless of the contract type.

At Giganci Programowania, no one had any trouble mastering the system. From the start, the tool was clear and intuitive for users. Today, it takes about 15 minutes to onboard a new employee, regardless of their role.

HRnest is designed for everyone. Employees embraced its implementation right from the start. I’ve never heard any complaints about it being difficult to use, and no one has faced problems, even with the instructions provided.

Case Study Giganci Programowania - 4_content

Detailed reports ready for download

According to Ms. Joanna, one of the most useful features in HRnest is the ready-made reports. In the work time reports, the breakdown of different types of recorded working hours is immediately visible. The monthly summary includes both hours worked and the division between remote work and the various types of leave clearly defined.

The reports in HRnest, offering detailed insights into absenteeism and time tracking, are incredibly valuable. They allow me to instantly view who worked remotely, the total hours logged, and the duration of any sick leave.

HRnest reports offer not only ready-made summaries for export but also the flexibility to tailor them to specific needs. The advanced filtering features allow users to easily extract the required information. Reports can be filtered by date, year, employee, department, request type, or leave requests initiated/completed by a specified day.

I frequently take advantage of the report filtering options. This helps me keep track of the situation in each department and across the company. I can quickly generate summaries that I can share with managers and review the data together.

Immediate access to relevant information

The most challenging issue in managing HR processes for Giganci Programowania was obtaining the necessary information from employees on time. This has significantly improved with HRnest. Employees now have continuous access to up-to-date data in the system, which has reduced the number of questions regarding leave limits or time tracking.

We have saved 90% of the time previously spent on internal communication — such as introducing processes and addressing multiple employee questions about limits or leaves. All necessary information is now easily accessible through HRnest.

System notifications and alerts also simplify daily operations. Ms. Joanna no longer needs to individually reach out to each department or manager. By simply setting up notifications in HRnest, these are automatically sent to the relevant parties. This ensures employees meet deadlines and no longer require reminders for logging work hours or approving requests.

The ability to set up reminders and notifications in the system is a major time-saver for the entire organization. Enhanced communication helps employees save at least 1 day per month on HR tasks, while managers gain back at least 3 days.

Summary

The goal of Giganci Programowania was to eliminate paper-based forms while introducing a system that could manage both HR processes and personnel matters. By implementing HRnest, the company: 

  • saves at least 80 hours per month in HR department work 
  • saves employees a minimum of 1 day per month and managers at least 3 days on managing leaves and time tracking 
  • saves 90% of time on internal communication 
  • uses a single source of information 
  • gathers all necessary data on time 
  • has no delays in sending monthly summaries 
  • reduced paper usage by 70% 
  • said goodbye to non-intuitive Excel files 
  • minimized human errors and misunderstandings 
Joanna Ibe
Joanna Ibe
Giganci Programowania
giganciprogramowania.edu.pl
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