HR Automation & Employee Self-Service for IT Services Company

Project Overview

TechVista Solutions, a growing IT services company in Ahmedabad with 200+ employees, faced an ironic challenge — as a technology company, their own HR processes were painfully manual. Spreadsheet-based leave tracking, email-driven approvals, and a basic HRMS that couldn't scale were creating frustration for employees and overwhelming the 4-person HR team.

The Challenge

HR Team Overwhelm

• 70% of HR capacity consumed by repetitive queries (leave balance, policy clarifications, reimbursement status)
• Payroll processing requiring 5 full working days of manual effort monthly
• Onboarding involving 15 manual steps across 3 disconnected systems
• Compliance tracking for PF, ESI, and professional tax done in spreadsheets

Employee Frustration

• No self-service access — every small request needed an email to HR
• Leave request approvals taking 2-3 days through email chains
• Reimbursement processing stretching to 2-3 weeks
• No transparency on compensation breakdowns or appraisal timelines
• Employee satisfaction with HR rated at 3.2/5 in internal surveys

Our Solution

Intelligent HRMS Platform

• Deployed comprehensive HRMS with role-based access for employees, managers, and HR
• Built self-service portal for leave requests, attendance, payslips, and documents
• Created mobile-responsive interface for on-the-go access
• Integrated with existing Slack workspace for seamless notifications

AI HR Chatbot

• Trained chatbot on complete HR policy documentation (leave, benefits, compliance)
• Implemented conversational interface answering 85% of common HR queries instantly
• Built escalation workflow for complex queries routed to appropriate HR specialist
• Enabled natural language leave applications ("Apply for 2 days leave from Monday")

Automated Workflows

• Payroll automation: Integrated biometric attendance → tax calculation → salary processing → bank transfer
• Onboarding workflow: Reduced 15 manual steps to 3 digital touchpoints
• Reimbursement processing: Photo upload → manager approval → finance processing → payment in 48 hours
• Appraisal cycle: Automated goal setting, review scheduling, and feedback collection

Predictive Analytics

• Built attrition prediction model using engagement, performance, and behavioural signals
• Created workforce planning dashboard for hiring and skill gap analysis
• Implemented diversity and inclusion tracking
• Developed manager effectiveness scorecard based on team metrics

Results

HR Efficiency

• 85% of processes fully automated
• HR team workload reduced by 60%, enabling strategic initiatives
• Payroll processing reduced from 5 days to 4 hours
• Policy query response improved from 24+ hours to instant (chatbot)

Employee Experience

• Employee satisfaction with HR improved from 3.2/5 to 4.6/5
• Leave requests approved within 2 hours vs previous 2-3 days
• Reimbursements processed in 48 hours vs 2-3 weeks
• Self-service adoption reached 95% within first month

Business Impact

• Attrition reduced by 15% through early intervention from predictive alerts
• Onboarding time cut from 2 weeks to 2 days
• Compliance fully automated with zero missed deadlines
• HR team now focused on culture building and strategic initiatives

Client Testimonial

"For an IT company, our HR was embarrassingly manual. The AI chatbot alone saved our HR team 3 hours daily. Employees love the self-service portal, and I love the predictive analytics that help us retain our best talent."

Prachi Desai, Head of People Operations, TechVista Solutions