Mobica
Introduction
Mobica Limited Sp. z o.o. is part of the British Mobica group, with offices in Łódź, Warsaw, Szczecin, Rzeszów, and Bydgoszcz. The company provides expert software solutions and IT product lifecycle consultancy to global leaders such as Google, Facebook, Intel, ARM, T-Mobile, and Vodafone. In Poland, Mobica employs over 750 people.
The associated costs were substantial. Beyond the obvious expenses like courier services and the annual purchase of a new safe for HR documentation, there were hidden costs, such as office supplies and the time spent correcting filing errors. On average, Mobica’s paper-based system cost up to 7,000 PLN per month, amounting to 80,000 PLN annually. Worse still, the process was often inefficient and error-prone. Mistakes in document filing frequently required files to be sent back for corrections, further delaying the workflow and adding to operational costs.This all greatly prolonged the process and increased the cost of handling employee documentation.
When our company transitioned to remote work, the bottlenecks in our HR processes became particularly evident. With many employees relocating to their hometowns, managing the circulation of personnel files became even more challenging. We decided to implement eFiles and, after evaluating the market, we chose the AMODIT platform for its compliance with legal requirements and robust functionality.
A Solution for the IT Industry
The implementation of AMODIT at Mobica began with a thorough pre-implementation analysis and the creation of a glossary of terms to facilitate easy document search within the system. The glossary was developed using personnel files from the longest-serving employees and common document names were imported from existing HR and payroll systems, eliminating the need for the staff to learn new terminology. For less common documents, HR employees could either create their own glossaries or categorize them as “other”.
In the next phase, Mobica prepared paper documents for conversion to eFiles and then imported the data. To expedite the labour-intensive process phase of implementing the digital workflow—digitizing physical copies—Mobica engaged a certified external company recommended by AMODIT to handle scanning and OCR processing.
Mobica’s role primarily involved inventorying HR and payroll documents and preparing them for transfer to the specialists. After scanning, the accuracy of the data was verified. This division of labor allowed the digitization and implementation process to be completed in approximately four months.
Results
Since April 2022, all new employee personnel files at Mobica have been created electronically using AMODIT eFiles. HR employees can now access these files by logging in through a browser, reducing the average time required to prepare and complete an eFile from several hours to just a few minutes.
Documents in the eFile must be signed with a qualified signature by an HR employee before indexing. Other employees sign documents in the system with a standard signature, with contracts generated in PDF format.
Mobica has eliminated the costs associated with archiving physical personnel files. Employees now receive their files in digital form or collect paper copies in person. Any uncollected paper documents are destroyed after the statutory retention period.
We put a lot of effort into the implementation, but it was absolutely worth it. The most challenging part of the project was transitioning from physical paper files to the digital system. However, learning to use the eFile system required minimal training. AMODIT eFiles have significantly streamlined our workflow, even providing automated reminders for pending tasks. I can’t imagine going back to managing paper files.
Benefits of Using AMODIT
File Validation During Creation
The system ensures that all required documents, such as medical exams and certificates, are included to complete the file.
Automatic Renumbering
AMODIT automatically maintains the correct order and labeling of documents, regardless of the sequence in which they are added.
Ensuring Legal Compliance
The platform sends reminders to HR staff before important legal deadlines, such as removing employee penalties.
Enhanced Searchability
AMODIT provides basic employee details, such as position, supervisor, and start date, while enabling advanced search capabilities by date, name, employee, or document type.
Effortless Reporting
The system generates quick summaries of aggregate data, such as leave information, expiring contracts and file completeness.
Learn more
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Human Resources
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Administration
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IT
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