Justice and Care Bangladesh is a non-governmental organization (NGO) dedicated to combating human trafficking and modern slavery. They work tirelessly to rescue and rehabilitate survivors, providing them with essential support such as shelter, legal aid, counseling, and vocational training. Additionally, Justice and Care Bangladesh actively collaborates with law enforcement agencies to investigate and prosecute traffickers, aiming to dismantle criminal networks and bring perpetrators to justice. They also engage in advocacy and awareness-raising initiatives to address the root causes of trafficking and prevent further exploitation.
The Issues
Justice & Care Bangladesh faced several challenges in their HR operations that hindered their ability to effectively manage their workforce and resources:
Attendance Gaps
The organization struggled to maintain accurate and real-time attendance records, particularly for employees in their various sub-offices. This lack of visibility made it difficult to monitor staff presence, track working hours, and ensure optimal resource allocation.
Excessive Manual Processes
Many HR tasks, such as attendance tracking, leave management, and reporting, were performed manually. This reliance on paper-based systems and spreadsheets was not only time-consuming but also prone to errors, hindering overall productivity and efficiency.
Movement Tracking Issues
The inability to track employee movement in the field led to instances of fraudulent expense claims and a lack of accountability for work-related travel. This not only resulted in financial losses but also raised concerns about transparency and ethical practices.
Remote Sub-Office Challenges
Managing sub-offices remotely posed significant challenges due to the absence of a centralized HR system. This resulted in inconsistencies in data collection, communication gaps, and delays in decision-making, ultimately impacting the organization’s operational effectiveness.
Leave Management Inefficiencies
The lack of a formal leave management system led to difficulties in tracking employee leave balances, approving leave requests, and ensuring adequate staffing levels. This lack of structure and oversight created confusion and potential disruptions to workflows.
How We Resolved It?
Through the implementation of AKIJ BPO’s custom HRIS solution, PeopleDesk, Justice & Care Bangladesh has successfully overcome their HR management challenges:
Real-Time Attendance Tracking
PeopleDesk’s biometric integration and mobile check-in features now enable real-time attendance tracking for employees in all sub-offices, providing accurate and up-to-date data for better workforce management.
Streamlined HR Processes
PeopleDesk has automated many previously manual HR tasks, such as attendance recording, leave requests, and report generation. This streamlined approach has significantly reduced the administrative burden on HR staff, allowing them to focus on more strategic initiatives.
Transparent Movement Monitoring
PeopleDesk’s GPS-enabled mobile app allows for precise tracking of employee movement during field visits, ensuring transparency, accountability, and preventing fraudulent expense claims.
Unified Sub-Office Management
The centralized platform of PeopleDesk enables seamless management of all sub-offices, regardless of location. Real-time data access, communication tools, and standardized processes have improved coordination and decision-making across the organization.
Structured Leave Management
PeopleDesk’s leave management module has introduced a structured and transparent leave approval process. Employees can easily apply for leave, managers can track balances and approve requests, and the system automatically updates records, ensuring accurate leave tracking and preventing staffing shortages.
What Was Our Process?
AKIJ BPO employed a comprehensive and collaborative methodology to address the HR challenges faced by Justice & Care Bangladesh through the implementation of PeopleDesk:
Needs Assessment and Requirement Gathering
The project began with a thorough assessment of Justice & Care Bangladesh’s specific needs and pain points. This involved detailed discussions with key stakeholders to understand their existing HR processes, challenges, and desired outcomes.
Tailored Solution Design
Leveraging the flexibility of PeopleDesk, we designed a customized solution that addressed the organization’s unique requirements. This included configuring modules for real-time attendance tracking, leave management, expense tracking, and remote team management.
Data Migration and System Integration
To ensure a seamless transition, we meticulously migrated relevant employee data from existing systems into PeopleDesk. This included historical attendance records, leave balances, and employee information. Integrations were also established with other essential systems used by Justice & Care Bangladesh.
Deployment and User Training
The PeopleDesk system was deployed across all Justice & Care Bangladesh offices and sub-offices. Comprehensive training sessions were conducted to familiarize employees and HR personnel with the new system’s features and functionalities.
Change Management and Ongoing Support
We provided ongoing support and guidance to Justice & Care Bangladesh during the transition to PeopleDesk. This included change management initiatives to ensure smooth adoption, as well as technical support to address any issues or questions that arose.
Performance Monitoring and Optimization
After the initial implementation, We continued to monitor the system’s performance and gather feedback from users. This allowed for ongoing optimization and fine-tuning of the system to ensure it met the evolving needs of Justice & Care Bangladesh.
