Having an ERP is clearly beneficial, but an ERP only examines a company’s internal activities from a business and production perspective. While an ERP collects data on how business is going, a good HR management system will provide information on how people in the organisation are doing.
Kaukokiito, a company that provides transport services, did not previously have an HR system. Personnel-related information was scattered across the organisation, which made it difficult to get a proper overview of human resources.
“The GDPR also placed preconditions on the processing, archiving and management of personal data. We therefore wanted to find a clear, secure and logical location for all information that involves personnel,” says Kaukokiito’s HR Partner Tuuli Kiiski.
Kaukokiito did not want to acquire an HR management system solely for use by the HR team. The aim had always been to offer supervisors user-friendly tools for handling HR-related tasks.
“We wanted the new system to help supervisors with tasks such as planning the use of resources or agency-hired labour, and in preemptive working capacity management.”
The system will also increase transparency and openness, as personnel will be able to check and edit the data that their employer has collected about them.
“Talent will also enable us to conduct development discussions online. This was in fact something that our personnel have been requesting, and which we are now able to implement with the aid of the new system,” adds Kiiski.
Familiar technology with a familiar partner
Kaukokiito finally decided on Microsoft Dynamics 365 for Talent. One of the major factors in this decision was that Kaukokiito was already using a broad range of Microsoft products. The company also wanted a solution that would continue to evolve over time.
“It seemed logical to choose an HR solution from the same product family. Microsoft has clearly invested in the introduction of this solution, and so we felt that Talent was an HR system that will continue to evolve over time.”
At Kaukokiito, Talent also serves as a recruiting environment. With the aid of the Attract feature, applicants are able to submit an online job application and follow its progress.
“The system also enables us to communicate with applicants more easily. Supervisors and others involved in the recruitment process can also see who has applied for which positions in real time. The system also makes our recruiting process easier, as it involves many people in different geographical locations,” says Kiiski.
Even Kaukokiito’s induction process is now being managed using the Talent system.
Being a pioneer is challenging yet rewarding
The deployment project was launched in May 2018. It was a special situation on all sides, as Talent was still a new product for Microsoft and there had only been a few deployment projects to date. However, Kaukokiito knew that they were pioneers and had decided to make the most of it.
“We gave Microsoft plenty of development suggestions with regard to the system’s usability and also helped with Finnish-language translations,” says Kiiski.
The project encompassed more than simply the introduction of a new system – it also involved broader-ranging business developments.
“From the outset, Digia’s approach was not simply to introduce a new system, but also to develop internal HR processes at the same time. It sounded like an interesting opportunity,” says Kiiski.
“During the project, we questioned and polished existing HR processes, and considered whether things were being done logically and sensibly or whether we could do something in a smarter way that would better support our business. We successfully managed to update a lot of our processes through the introduction of this new tool.”
The system is still being developed in collaboration with Digia, particularly with regard to development ideas and requirements suggested by supervisors. Kaukokiito is also interested in some of Talent’s forthcoming features.
“One of these developmental steps is to develop reporting, as Talent enables high-quality HR reporting and knowledge management. We want to create an even more advanced system using the principle of continuous improvement.