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A Modern HR System at Gi Group Holding: How Does AMODIT Support These Changes?

Find out how Gi Group Holding has revolutionized its HR processes, including employee records management, with the implementation of AMODIT. Discover how a single advanced tool helped integrate various systems, accelerate document processing, and boost efficiency in an organization managing thousands of employees across Poland.

Gi Group Holding

Introduction

Gi Group Holding is a global employment agency and HR consulting firm operating in over 50 countries. In Poland, the company specializes in providing comprehensive services in recruitment, temporary work, business process outsourcing (BPO), and human resource management. Gi Group Holding serves a wide range of industries, including manufacturing, logistics, IT, finance, marketing, and banking.

As a global HR services ecosystem, Gi Group Holding consists of several companies and divisions. Each entity focuses on different HR management aspects to meet the needs of its clients. However, such a complex structure presents challenges in standardizing processes, managing documentation, and ensuring seamless information exchange between companies. These challenges become especially pressing in the context of the rapidly evolving labor market and shifting client demands.

Challenges of Decentralized HR Systems

Before implementing the AMODIT HR system, Gi Group Holding faced several challenges:

Lack of standardization and consistency across systems

Following multiple acquisitions, Gi Group Holding was managing numerous decentralized systems, which caused inconsistencies in HR processes. Additionally, the varying needs of each division made standardizing workflows difficult.

Limited access and reliance on manual processes

While there was a system in place for managing employees (including external ones), system changes resulted in the loss of this module. Many processes still relied on paper, leading to extended completion times and inefficiencies.

Low Automation and Operational Efficiency

The absence of automated solutions created a higher risk of errors and significantly reduced operational efficiency. This lack of automation highlighted the need for a system capable of optimizing these processes for future growth.

Our goal was to standardize a single system for all these companies and divisions.

Magdalena Furs

Gi Group Holding

Storage of Employee Records

Managing employee documentation (e-file) and digitizing HR documents, all while ensuring compliance with employee records regulations, were top priorities for Gi Group Holding. These processes were critical and had the highest implementation priority within the organization. Efficient storage and management of employee records not only streamline HR department operations but also provide significant benefits to all employees.

HR System

Why Did Gi Group Holding Choose the AMODIT System?

The decision to implement the AMODIT system followed a thorough analysis of the organization’s needs and an evaluation of available market solutions. Three main factors drove the selection of AMODIT:

Flexibility and Accessibility

AMODIT enables the management of both internal and external employees, which is essential, given the nature of the business.

Customization Capability

The system was tailored to meet the specific needs of various divisions within Gi Group Holding. It considered the individual requirements of each department, allowing the company to shape solutions and customize functionalities according to its needs.

Co-Creation of Solutions

Gi Group Holding was actively involved in designing the system by engaging key users from various divisions. This collaborative approach ensured that the system was built to address the company’s actual processes and challenges.

Each division contributed its ideas, allowing us to build a system tailored to our real needs.

Magdalena Furs

Gi Group Holding

Areas of AMODIT Utilization in Gi Group Holding

The AMODIT HR system is being implemented in phases, covering various areas across the organization. Currently, the following modules are in use and being progressively integrated:

E-File (Employee Records)

A centralized repository for storing employee data, including information on contracts, salaries, medical examinations, certifications, and other related information.

Smart Requests

The system enables the submission and processing of various requests (e.g., certificates, benefits, family member additions) in an online format.

Electronic Contracts

The system facilitates organized contract processing through the use of templates and a change-tracking process.

E-Signatures and E-Forms

Handling contracts and documents with electronic signatures remotely, eliminating the need for in-person meetings. This functionality enhances user convenience and significantly reduces the time required to complete formalities.

Business Trips

Optimizing the business trip settlement process by improving administrative workflows and standardizing operations, enables faster and more efficient case handling.

Leave Management

A dedicated module for planning and approving leave requests, including the assignment of substitutes during employee absences.

Implementation Process

Gi Group Holding approached the AMODIT system implementation with a structured and methodical strategy, involving project teams from multiple divisions. Key users played an essential role by participating in workshops, testing system functionalities, and defining specific requirements for their respective areas. Regular meetings, brainstorming sessions, and ongoing challenge analysis ensured that the system was tailored to the organization’s real needs.

With this implementation, managing employee documentation and HR processes at Gi Group will become more transparent and efficient. Employee records will be easily accessible in digital form, while the storage of employee documentation will fully comply with current regulations. These improvements will streamline daily operations of HR teams as well as employees across all company divisions.

Key Benefits of Implementing the AMODIT HR System

Improved Operational Efficiency

Automating HR processes accelerates administrative tasks and minimizes the risk of errors.

Increased Employee Satisfaction

Easier access to documents, streamlined procedures, and faster request processing enhance the overall employee experience.

Flexibility and Scalability

The AMODIT HR system adapts easily to the evolving needs of the organization, supporting company growth in a dynamic business environment.

Time Savings

Reducing manual document and data processing allows HR teams to focus on strategic initiatives.

Better Data Control

Centralizing employee data enhances transparency and improves information management.

Enhanced Data Security

The system ensures a high level of personal data protection fully compliant with applicable regulations.

Results

At Gi Group Holding, employee records management has become more structured and efficient thanks to process digitization. Storing employee documentation in electronic form simplifies the daily work of HR departments. By implementing solutions compliant with regulations on employee documentation, Gi Group Holding has improved data security and control. Digitalizing documents allows for quick access to information, while the e-file functionality supports modern HR management.

 

The phased implementation of the AMODIT HR system allows for continuous adaptation to the organization’s dynamic needs. With strong project team involvement and the system’s flexibility, significant improvements in HR process efficiency have been achieved. AMODIT not only streamlines daily administrative tasks but also supports strategic HR management, adapting to an ever-evolving business environment.

System HR

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