How did Jisr helped AlKaffary improve HR efficiency and reduce errors?

Challenges Before Jisr

Before the digital transformation, the HR department at Al Kaffary Group faced significant challenges due to its complete reliance on traditional paper-based processes. This approach burdened the team and wasted their time on routine tasks that could have been easily automated.

Walid Al Haddad, Director of Human Resources and Administrative Affairs, describes that period, saying, “Before the Jisr program, the processes were very paper-based and tedious, consuming a great deal of time and effort.”

The challenges manifested in several key areas, most notably in handling:

• Leave requests, which went through multiple manual stages and required constant follow-up for approval, negatively impacted response times and workflow efficiency. Al-Haddad explains, "The difficulties lay in submitting leave requests and following up on approvals, as well as the frequent inquiries about salary details."
• Routine tasks that placed a daily burden on the team. Dealing with individual inquiries, especially those related to salaries, bonuses, and deductions, consumed time that should have been allocated to strategic tasks. This constant pressure affected management's ability to improve internal procedures and created an urgent need to adopt a digital solution that would make a real difference.
• Maintaining accurate transaction records was a challenge, as there was no standardized system for filing transactions. This increased the likelihood of information loss or delays, impacting the accuracy of reports and the smooth flow of administrative work.

These challenges clearly motivated the group to seek a solution that aligned with its development and growth aspirations, enabling teams to focus on strategic objectives rather than being bogged down in routine daily tasks.

Solution with Jisr

Al Kaffary Group began its digital transformation journey by adopting Jisr, an integrated HR management system designed to streamline and enhance administrative processes across the company. It wasn't simply a matter of replacing paper with screens; it was the practical application of an advanced platform that includes a suite of tools that transformed the way human resources are managed at all levels.

Walid Al Haddad, Director of Human Resources and Administrative Affairs, says, "Now, with Jisr, we've been able to automate most requests, reduce the time required to complete these transactions, and maintain an electronically archived record of all transactions."

The company activated several features through Jisr, including:

• Leaves Management System

This system provides a simple experience that enables employees to submit leave requests via the portal or application, specify the type and duration of leave, and attach any required documents. The request is automatically forwarded to the direct manager or responsible party according to the established administrative hierarchy within the system, with the option to add notes or instructions as needed.

The system features include flexible settings for various types of leave, such as annual, sick, emergency, and others, in addition to managing request approval permissions and adjusting policies according to the company's internal regulations.

• Payroll System

Jisr simplifies the payroll process and creates a unified electronic payroll structure that links employee financial information and employment records. It generates monthly payroll statements containing detailed information such as basic salary, allowances, bonuses, deductions, and overtime.

It integrates with internal work processes such as shifts, attendance, and contracts. It allows for the input of salary criteria for each job category, and payroll elements can be customized to align with the company's approved compensation schemes.

The employee can easily access their salary information and any other details via the mobile application, and the data is automatically updated at the end of each financial cycle, based on entries recorded from various human resources departments or related systems, such as attendance.

• Employee Self-Service

This portal provides an electronic interface that enables employees to directly access their personal and administrative data. Through the platform or application, employees can update information such as address, mobile number, marital status, and bank account details, according to their defined permissions.

The portal also allows employees to upload official documents such as certificates, medical reports, or letters from external entities. It includes document classification and internal identification of the relevant department. Furthermore, it offers options to inquire about remaining leave balances, details of entitlements, and monthly financial reports, in addition to tracking the status of previously submitted requests such as leave or certificates.

It's a central point of interaction between the employee and the system, and is configured with different permissions according to the user's level and organizational position within the company.

• Comprehensive Human Resources Dashboard

Jisr dashboard provides a centralized interface for HR management teams, consolidating operational data in one place and presenting it visually and systematically. Through this dashboard, managers can monitor employee information in real time, including recruitment data, job changes, leave, payroll, and disciplinary matters.

The dashboard allows for filtering and viewing information by department, location, or job category, facilitating access to the required details without the need to review separate records. It also includes a feature for generating customized reports covering various metrics such as attendance rates, employee turnover, number of open requests, and employee distribution by task or specialization.

In addition, the dashboard enables tracking of internal compliance indicators, such as official document expiry dates, contract expiry dates, and government permit renewals, which supports management in scheduling and monitoring regulatory obligations.

Jisr is also integrated with attendance and leaves systems, which helped to accurately track working hours and avoid errors associated with manual calculations. Furthermore, management benefited from the smart notification and alert feature within Jisr, which informs employees of all relevant updates, such as approvals, document expirations, or salary updates.

This integration between the various modules in the Jisr has made digital transformation a practical tool that addresses problems at their root, rather than just a superficial interface.

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Results

Results of implementing Jisr in human resources management:

• Time required to prepare payrolls has been significantly reduced. Thanks to automation, the process has moved from weeks of manual work to just a few hours. This ensures high accuracy in calculations and the ability to review exceptions before approval. It also helps generate payment files for banks and insurance companies, improving the HR team's efficiency and speeding up task completion. The system also enhances transparency within the organization by enabling employees to directly access their personal data and monthly salary details through the application. This reduces repetitive inquiries and fosters a clearer and more trusting work environment between employees and management.in

• Increased transparency within the organization by enabling employees to directly access their personal data and monthly payroll details through the application. This reduced repetitive inquiries and fostered a clearer and more trusting work environment between employees and management.
• Minimized human error associated with manual processes, as employee data, payroll, and leave are now managed according to programmed controls and integrated with attendance systems, enhancing information reliability and the quality of administrative outputs.
• Transition and evaluation from traditional paper-based forms to a fully integrated digital system.
• Continuous monitoring of performance indicators, documentation of observations and feedback, and linking evaluations to objectives, thus helping to reduce bias and support promotion and development decisions.