App design and developer’s open-minded, curious approach to using Cezanne HR has helped them automate tricky HR processes

Davor Pukšić, the Head of HR at Undabot is the Cezanne HR champion for his organisation. Davor was involved in the initial implementation of the system, and he makes it his business to understand Cezanne HR inside and out so he can bring new Cezanne HR solutions onboard for Undabot as needed.

Since being created in 2013, Undabot has grown organically to ten times the headcount it started with. The business offers custom mobile and web app design and development to clients from a variety of industries. Davor has been with the organisation for almost 5 years, so he’s well placed to explain how Cezanne HR has helped Undabot.

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Davor, why did Undabot choose Cezanne HR?

We’ve had Cezanne HR for about 2 ½ years now and I was the project lead on its implementation. I was asked to find an HR system for Undabot which would allow us to automate as many HR processes as possible. We’d been using solutions like shared documents, but we were quickly outgrowing that approach.

Our first priority was to find a robust absence management system. We also wanted software that would help with performance management. Cezanne HR was able to tick both of those boxes.

And it was important to us to choose a system that we could grow into. While Cezanne HR was a sophisticated choice for a company of our size, we didn’t want to have to change software as we increased headcount. The flexibility that Cezanne HR offers made it a good fit for us then, now, and in the future.

How have the Absence and Performance Management modules benefited Undabot?

When we first chose Cezanne HR, we started with the core People module and the Absence Management module. Then, a year later, we added the Performance Management module. I staggered them deliberately because I wanted to be really clear about our HR processes before bringing them into the system.

Undabot’s absence management includes different absence plans, with different routes for approval. I was able to set up our multiple absence plans and processes in Cezanne HR which was great. Prior to adopting the system, we were having problems with managing and approving absence – the system solved this for us.

In regard to performance management, we’d evolved our process to a competency-based model, and we’ve been able to set this up really nicely in Cezanne HR. The system has accommodated our 2 evaluation cycles, as well as 360-degree line manager and supervisor evaluations, and self-feedback. I’ve also been able to add an engagement and satisfaction survey as part of the process.

What was it like to set up the software?

I’ve always had an interest in IT, so I was excited when we took Cezanne HR on at the prospect of setting it all up myself. For anyone else thinking of going down this road, my advice would be to sketch out your HR processes before you build them in Cezanne HR, and to also be open-minded about using the software – there might be some trial and error involved when you set it up yourself because Cezanne HR is complex with lots of possibilities. It also helps to have a bit of technical knowhow.

I’m really proud that we’ve used a lot of the system’s possibilities. What it means for us is that for performance evaluations, for example, we don’t need any other systems outside of Cezanne HR. With other HR solutions, you’d have to use them alongside another source of information. But with Cezanne HR, our performance reviews are a complete process, beginning to end, in this one system.

The most helpful resource for me when setting up any aspect of Cezanne HR is always the library of support notes. They are very clear and detailed. Taking the time to read the notes and really get to know the system is well worth the effort.

Do you have any other advice for HR teams at the beginning of their journey with Cezanne HR?

I was lucky in that I have ownership of the HR processes I was setting up in Cezanne HR. For anyone setting up Cezanne HR for their organisation for the first time, I’d strongly recommend that you work very closely with your stakeholders. You have to be willing to experiment with the software, trying and sometimes failing, until you’ve moulded the system to your organisation’s needs. Be clear about the overall benefit you’d like from the system, and open about how you’ll achieve that.

It also pays to work out your priorities so you know what area of the system you’d like to focus on first. Absence management was ours and that’s why I tackled it first. We’re in a great place now with the system looking after absence and performance management, and an integration between Cezanne HR and an external recruitment solution, too.

Whenever a new challenge comes up for our HR team, we just ask ourselves, ‘How can Cezanne HR help us with this?’ and we’re always open to learning new solutions.

How has Cezanne HR helped to reduce data-related errors at Undabot?

When we chose Cezanne HR, I wanted to use the system to eliminate errors in our HR processes. Previously it was impossible to accurately know information such as how many sick days a person had had as data was in 3 or 4 different places – the margin for error was wide. I’m pleased to say that by using Cezanne HR we’re now almost error free.

Our error reduction from using Cezanne HR is very apparent for us in our performance management process. We’re now able to ensure all our employees receive the information they need so that everyone can follow the right process. In the long run we know this will save everyone time, and it’s less stressful knowing that everything works!

How has having Cezanne HR helped you over the last year with COVID-19?

We’ve been ‘remote friendly’ for some time now, but having Cezanne HR does always help with working from home. Being able to have all our data in one place with Cezanne HR has always been very important for us – it makes activities like updating the core data in the system easier. Easy access to information, like contact details for employees, has been important, too.

We’re now also thinking about setting up an internal workspace for our employees in Cezanne HR. We envision this will act as an intranet that will become increasingly useful as we continue to grow.

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