Revolutionising HR Processes in the Logistics Industry

In early 2023, a leading logistics and transportation company operating across Sub-Saharan Africa embarked on a journey to modernise its HR processes. With operations spanning several countries, managing a diverse workforce with region-specific requirements presented a challenge.

The company recognised the need for a centralised, automated solution to streamline operations and prepare for the future. Collaborating with FlowCentric, a trusted partner in business process automation, the two parties developed a tailored HR software system powered by FlowCentric Processware. The result? A solution that standardised processes, ensured compliance, and streamlined HR operations across the company’s vast footprint.

The Challenges

Prior to implementing the new HR software system, the logistics company faced several challenges:

• Lack of Standardisation: Recruitment processes varied across business entities, with discrepancies in job descriptions and onboarding documentation.
• Lack of Centralisation: Processes were not managed or controlled from a single point. Manual requirements, sluggish workflows, and disconnected systems increased the risk of errors and added to the growing administrative burden.
• Complex Regional Compliance: Labour laws, documentation requirements, and languages differed across countries, creating compliance complexities.
• Diverse Workforce Requirements: The HR team needed to manage complex processes for permanent staff, seasonal workers, inter-company transfers, and more. Seasonal worker and re-employment processes were time-consuming and lacked automation.

For the company, finding a solution wasn’t just about addressing immediate challenges. It was about building a robust, scalable platform to support future growth and meet its 2026 paperless mandate.

The Solution

FlowCentric collaborated with the logistics company to design a bespoke HR software system, ensuring it aligned with their unique requirements and operational complexities. The FlowCentric Processware platform provided the foundation for a fully automated and integrated HR system.

The solution addressed key processes:

Onboarding: Candidate data from the company’s recruitment system flows seamlessly into the HR platform. Offers are generated based on pre-approved templates, reviewed by HR and/or line managers, and sent to candidates via RealSign for digital signatures. Once approved, the system pushes all relevant employee data into Sage ERP, ensuring that payroll and centralised record-keeping are up to date.

Transfers: Transfers within departments, across regions, or between entities posed unique challenges. The new system streamlined this process by:

• Generating transfer notifications that include key details, such as the new position of transferred employees and salary changes.
• Enabling digital acceptance of transfer documents through RealSign, ensuring compliance and traceability.
• Updating the employee’s profile in Sage ERP with the new role, pay structure, and other relevant details.
• Addressing complexities, such as differing payrolls and job roles across entities, with tailored workflows that ensure no step is overlooked.

By automating these processes, the company reduced the manual effort and time needed to manage transfers, resulting in quicker approvals and a smoother experience for employees.

Re-employment and Seasonal Worker Management: The company’s reliance on seasonal workers, such as agricultural pickers, required a streamlined system to handle recurring contracts. The new HR platform allows for swift re-employment of former workers while maintaining compliance with contract-specific terms.

Future Enhancements: Offboarding processes, including asset retrieval, pension fund management, and medical aid terminations, are slated for implementation in the coming months, further solidifying the company’s HR system as a model of efficiency.

The Impact

The tailored HR system has delivered measurable benefits:

• Standardisation Across Regions: Unified processes have eliminated discrepancies, ensuring consistency in recruitment, onboarding, and HR practices across the organisation.
• Efficiency Through Automation: By reducing manual tasks, the company has saved valuable time and resources, allowing HR staff to focus on strategic initiatives.
• Enhanced Compliance: Built-in business rules enforce adherence to regional labour laws, reducing risks and simplifying audits.
• Cost Savings: Automation has eliminated the need for additional HR personnel and mitigated losses associated with untracked assets.
• Support for Diverse Workforce Needs: Whether managing seasonal workers or inter-company transfers, the system delivers flexibility without compromising efficiency.

A Partnership for Success

The success of this project is a testament to the logistics company’s forward-thinking leadership and FlowCentric’s dependable guidance. By understanding the company’s unique challenges, FlowCentric helped develop a solution that doesn’t just address existing pain points but positions the organisation for future growth.

In Conclusion

The logistics company’s tailored HR system, powered by FlowCentric Processware, has transformed how it manages its workforce. With automated processes, centralised data, and seamless integration, the solution embodies efficiency, compliance, and scalability.

As the organisation continues its digital transformation journey, this collaboration with FlowCentric highlights the power of a dependable partner in achieving ambitious goals. Together, they’ve not only built a system that works but one that works for the company – delivering tangible business benefits and setting the stage for ongoing innovation.

About FlowCentric

FlowCentric specialises in helping organisations like this logistics company develop and maintain custom business software solutions tailored to their needs. With a hands-on, collaborative approach, FlowCentric ensures that every system is built to work the way the company works – streamlining operations, ensuring compliance, and driving efficiency.

To take your business from #ChaostoClarity, contact FlowCentric for tailored business software.