The Human Resources team at Planasa identified a critical need to reduce the time spent on various data management processes related to personnel. Prior to our intervention, they encountered significant challenges each month, including the cumbersome task of sending and receiving a large number of files from multiple subsidiaries. This manual process was not only time-consuming but also prone to errors, as it involved tedious calculations and consolidations managed in Excel spreadsheets.
The lack of a streamlined data management system hindered their ability to efficiently track personnel information and generate reports, impacting overall productivity. Our solution focused on automating these processes, enhancing data accuracy, and providing a more efficient framework for managing personnel data.
Before Implementation
Manual data handling: The reliance on Excel sheets and manual calculations was time-consuming and prone to human error.
Data was manually consolidated, leading to inconsistencies and inefficiencies.
Key processes such as calculations and report generation were not automated, resulting in higher workloads and delays.
Key Improvements
Automated data centralization streamlined FTE and personnel report consolidation, removing the need for intermediary sheets.
Automation reduced human errors in data entries and reports, improving data quality.
Significant workload reduction: The automation of key calculations (FTEs, KPIs, ESG metrics) reduced manual effort by 80%.
Project Overview
1.
Process Re-engineering
Redefined data loading and control processes for personnel management using new online tools. Implemented a new data structure that standardizes concepts by country and incorporates data validations to minimize errors.
2.
Data Centralization
Automated the collection and consolidation of Full Time Equivalents (FTE), personnel hours reports, temporary contracts, and staff template from various subsidiaries, replacing manual processes and calculations.
3.
Insights Portal
Developed interactive dashboards with 50 visualizations to provide key indicators such as salary gaps, absenteeism, diversity, employee turnover, and Full-Time Equivalents.
4.
Data expansion
Integrated historical data and began automated connections with data sources to further optimize reporting and analysis.
Power BI
Sharepoint
Cloud functions
Phyton
Technologies used
Ana Clara Nieva
Corporate Director of Personnel Administration - Planasa
“We are very satisfied with the results. The automation has significantly reduced our workload and eliminated errors, while the interactive dashboards provide real-time insights into key metrics like salary gaps and employee turnover. This solution has truly transformed how we manage HR data.”
