Human Capital Management

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Success Stories

“To learn the value of a product you must

first check its references. They reflect the

potential for successful completion of a

project, as well as the actual quality of the

product.”

Liviu Dan Drăgan

General Manager TotalSoft

BRD - Groupe Société Générale

BRD - Groupe Société Générale is the

second bank in terms of banking assets

in Romania, with almost 10 000

employees and 800 agencies in all

districts of the country.

In order to improve the quality of payroll services,

BRD - Groupe Société Générale started, in 2007, a

broad market research activity for the selection of

the best HR outsourcing services provider.

The winner of the auction, TotalSoft, provided BRD

with Charisma HCM software platform for the

secured collection of all information required by the

payroll process, which was further integrated with

the human resource management system used by

the company at the time, namely PeopleSoft

HRMS.

The interface between Charisma HCM Portal and

PeopleSoft HRMS ensured the automation of

payroll calculation flows and secured the

transmission channels by encrypting the files with

encryption certificates and keys.

One month after the project startup, BRD - Groupe

Société Générale's employees were paid by

TotalSoft with the help of Charisma HCM, each

employee receiving via email the pay slip,

encrypted with an individual password

(automatically generated and sent via SMS by the

system).

“We’ve been outsourcing the payroll

services to TotalSoft since 2008 and

we’ve also been very pleased with our

choice. The quality of the services

provided to the bank has led us to

develop the relationship with the

company through adopting Charisma

HCM in all branches of the Romanian

Group Société Générale. In addition, with

BRD switching to the new IT human

resources management system, which

was a pilot project at global level,

TotalSoft has proven fast adaptability,

managing to interface the two systems.

Overall, the collaboration with TotalSoft

contributed to the payroll and related

services optimization.”

Adela Jansen

Human Resources Executive

Director

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UniCredit Ţiriac Bank

One of the top 5 players on the

Romanian market, UniCredit Ţiriac Bank

serves its customers through more than

240 branches and 3,000 employees,

with financial solutions for individuals,

SMEs, large companies or freelancers.

UniCredit Ţiriac Bank was founded as a result of a

merger of three banks, fact that grew significantly

the number of employees, while the entire

personnel administration and payroll activity was

supported by the Bucharest headquarter,

specifically by a team of only 6 people. In these

conditions, an immediate measure for the

optimization of the HR activity was mandatory.

Following several scenarios, the management

decided that by outsourcing the payroll calculation

services, the number of employees in charge to do

that would reduce, while costs would be optimized

as well.

Practically, the outsourcing process implied sharing

the responsibilities. UniCredit Ţiriac is now

responsible only for the preparation of data

necessary for salary calculation (modifications of

positions, new employees, salary modifications,

cost centers), the actual calculation process being

taken over by TotalSoft (including the calculation of

payments for the people that leave the bank).

TotalSoft has also taken over the activity of

recording data concerning medical leaves,

timesheet, data used for payroll calculation and the

issuing of monthly reports.

“Since we have worked with Charisma

HCM we have succeeded in centralizing

much easier the leaves, we have access,

in any moment, to the status of leaves at

company level, but also at branch level.

Plus, the employees can access their

personal data, including those related to

payment, sending the pay slip is no

longer necessary.”

Ioana Boajă

Employee Administration Manager

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Ursus Breweries

Leading brewer on the Romanian market,

Ursus Breweries is member of SABMiller

plc group. The company has four

breweries in Cluj-Napoca, Timisoara,

Brasov and Buzau, with over 1 600

employees.

Ursus Breweries chose TotalSoft as a supplier of

personnel administration and payroll calculation

services due to its high expertise in the field, as well

as ability to adapt to the company’s needs imposed

by the mid-term investments strategy.

TotalSoft provided a comprehensive solution,

consisting of payroll services, personnel

administration and Charisma HCM - the web

platform for data collection and direct

communication with the employees, which

improved even more the company’s HR

department’s activity.

The project also implied that TotalSoft also took

over the data management tasks in all Ursus

Breweries locations, so that the internal human

resources team will be relieved of many redundant

and time-consuming activities.

“By outsourcing the HR activities to

TotalSoft, we streamlined the entire

human resources and payroll activity, at

high quality standards and significant

reduction in administration costs.”

Alina Sîrbu

Human Resource Manager

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Carrefour România

Carrefour Romania, one of the biggest

employers in the FMCG & retail sector at

national level, with more than 8800

employees, is part of the French group

with the same name, carrying out

activities in 35 countries around the

world, being on the 1st place in Europe

and on the 2nd place worldwide in the

retail market.

The accelerated company development process by

opening several stores around the country and

quickly increasing the number of employees was

raising problems regarding the management of

human resources and payroll in a consistent

manner.

Charisma HCM was considered the most flexible

and easy to use platform, suited for getting real time

information. One of the project challenges was

integrating all staff information within one database

that would quickly provide information regarding the

human resource situation, regardless of the location.

Information regarding the assessments, the

currencies, the performance and the evolution of the

employees has been integrated so that the

company would have a decisional basis regarding

the job position changes within the company.

Unifying all this data led to the possibility of

diversifying the reports necessary for a results-

based management, significant time and human

resources savings, which were necessary to

support the HR & Payroll operations, have also been

achieved.

At the end of 2009, the project has been extended

with a document management solution that

manages 250,000 documents, out of which approx.

50,000 pages are work permits. Following the

implementation, each Carrefour Romania employee

is assigned, via Charisma HCM, an electronic folder,

containing all of his/her documents.

"We consider that we have achieved our

target, i.e. having an online database

which is unique for all our stores,

containing all the information required for

human resources, payroll and timesheet.

As a major benefit, we have to mention

the possibility of continuously developing

and adapting the program to our specific

needs"

Ana Dumitru

HR Manager

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Ţiriac Group

Ţiriac Group is one of the major business

players in Romania, the group’s

companies’ activities ranging from

importing and distribution of well-known

automobile brands such as Mercedes

Benz, Ford, Hyundai, Mitsubishi and

Jaguar, real estate, financial services up

to assets and people security.

The group’s objectives did not comprise only the

implementation of such an information system, but

also the ordering and integration in a centralized and

common reporting database of all information related

to human resources and payroll for the 3000

employees of the group. Due to the geographical

dispersion (the companies are located in Bucharest,

Cluj, Iasi, Oradea, Timisoara and Brasov) and different

ways of reporting, the data compilation and

centralization could not be obtained in real time,

causing difficulties in the processes of centralized

reporting and performance indicators tracking.

The solution proposed by TotalSoft is now centralizing

the information in a single database allowing

simultaneous access to all companies. Since

Charisma has been implemented, the notion of a

regular reporting system no longer exists because

the information can now be accessed in real time

and in the desired shape. Charisma provides a set of

standard reports, as well as the possibility to

customize new reports based on various criteria.

Basically, after a few check marks, any existing

information in the system can be transformed in a

report, and when the database includes thousands

of employees this detail is not to be neglected.

Another benefit that was visible at the entire group

level was represented by the awareness of each

company of the group regarding their role and

importance of activity over the rest of the group’s

members.

“By implementing Charisma we managed

to align all Group companies to the

requirements embodied in a specific

reporting package, used by everyone

and available to everyone. Now we have

a clear picture of our human resource

and how to do it to meet our strategy.”

Alexandru Cârstoiu

Technical Project Manager

Ţiriac Management

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Vel Pitar Group

The leading Romanian bakery

manufacturer market, Vel Pitar runs a

business split by three lines (bakery,

milling and retail) with the help of 4 600

employees, 5 mill plants, 12

manufacturing units, ensuring a monthly

volume of almost 25,000 tons of

products and a retail chain of more than

157 stores.

Without having a professional IT solution that would

have made the management of a large number of

employees an organized and easy-to-perform

process, Vel Pitar was striving to run its HR&Payroll

operations. The company decided then to look for

a stable and reliable information system that would

not cause any problem.

TotalSoft has deployed at Vel Pitar a complete

solution including the payroll, management, training,

recruitment, assessment, reports modules and

HCM Portal, a web module which facilitates the

communication between the HR department and

the employees.

The most complex part of the project is supported

by Charisma HCM application's payroll module,

which returns a complex payroll calculation, specific

to this business field, where one can find all the

compensations provided by our law (week-end

compensations, leave days depending on

personnel category etc.).

Reports are now also much easier to get, in a

centralized manner; one now has the certitude that

the information is correct and that the payroll

calculation time is a few days shorter. The costs

and the department's personnel chart have been

reduced, and many resources have been

redirected to other tasks. And all these were

possible only a month after Vel Pitar started working

live with Charisma HCM.

“We are satisfied with the way the

implementation went, the results we get,

and the analysis we can perform. Having

correct data based on which we can

make quick decisions in due time is very

important for us. I think that the

investment made in Charisma was an

excellent decision.”

Florin Tătaru

Country HR Manager

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Mondial Lugoj, Villeroy & Boch subisidiary

The largest production unit of the German

concern, Villeroy & Boch AG, together

with the Hungarian factory, Mondial Lugoj

has 850 employees and a production line

of 100 000 units per month.

Together with the HR processes revision and

modernization, the company decided to purchase a

HR&Payroll software able to meet three major

requirements: to unite into a single database the

payroll calculation and HR activities, to sustain the

creation of a complex database containing

complete information about the company’s

employees and to provide an integration interface

with the SAP system used for reporting activities at

group level.

By implementing Charisma HCM, the activities have

been automated, the costs being exported

automatically directly to SAP. TotalSoft is currently

working to achieve an interface with Global HR, the

HR solution used at group level, which aims to

create a unified database for 9800 employees.

When this project completes, Charisma will be able

to retrieve real-time data, without any local

intervention.

“Considering the special requirements of

Villeroy &Boch, we had to ensure that no

problem could arise from the

implementation of a Romanian

application. By choosing Charisma HCM,

we ensured that all pre-established

criteria were met, especially considering

that TotalSoft’s application already had an

interface with SAP; also, from a financial

standpoint we benefited from the best

quality-price ratio”

Mihaela Daniela Nagy

HR Manager

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PayPoint

PayPoint Romania is the Romanian

subsidiary of the British company with the

same name, a leader in the networks of

electronic terminals field in local stores.

The national network comprises over 22

000 local stores, news agencies and

supermarkets.

One of the concerns of the HR department was to

improve and simplify the communication with the

team, but also to achieve a more careful scrutiny of

all business aspects (payroll, personnel

administration, employee performance evaluation

etc.).

An absolutely new thing that PayPoint has

implemented with TotalSoft’s help was changing the

classical approach of the employees performance

evaluation. Employees’ accountability was pursued

by offering them the possibility to establish their

goals by themselves. Based on this requirement,

TotalSoft has developed a web accessible

performance evaluation module, perfectly integrated

in Charisma HCM. This module contains only one

interface that can be accessed alternatively, both

by the employees and the manager, the employees

having the possibility to establish their objectives by

themselves, without being forced to fit in a range of

presets that would not match them.

Thus, throughout the organization, managers have

access to all information concerning their

employees: holidays, salary, salary last modification

date, trainings history and timesheet of their own

team, this access being secure and well defined at

each hierarchical level.

The difficult employee performance activity has also

been eliminated.

„By implementing Charisma HCM, we

have significantly reduced costs. Since

the leave approval flow is done on line,

we don’t make time sheets on paper

anymore. We have replaced the reports

in Excel with automatic exports that are

built according to our needs. Moreover,

we have eliminated the significant cost

incurred by outsourced payroll.”

Andreea Tănase

HR Manager

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Alexandrion Group România

Alexandrion Group Romania is the initiator

and leader of the Romanian brandy

market with a market share of 41%. The

company owns the most modern

production lines in South Eastern Europe,

with a production capacity of 300,000 9L

Cases/ month.

In spring 2010, Alexandrion Group Romania

decided to quit the HR &Payroll outsourcing

services due to the poor quality of the services

provided by the agreed supplier, but also because

of the high costs compared with the results. The

company chose to manage internally all operations

and acquired Charisma HCM.

TotalSoft delivered a solution strictly adapted to

Alexandrion’s needs, a solution which includes

modules specific to human resources, payroll,

statements required by the Romanian state, internal

and ITM reporting activities. Following the

implementation, a single database with centralized

information was obtained, eliminating thus the

difficult process of obtaining reports on staff,

budget, wages, hours worked, time and

attendance etc. Porting employee data in Charisma

provided the company with a clear and real time

picture of each employee’s route throughout the

company, despite their department, seniority in the

company or position.“From my point of view, an extremely

important thing gained through the

implementation of Charisma, is the up to

date organization chart, and by that I do

not mean the image itself, but everyone’s

position in the company as cost centers,

with a full background.”

Mihaela Ciufecu

Legal Director and HR Responsible

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REBU

REBU, the first private company in

Bucharest in the sanitation services field,

has more than 1000 employees and

owns a vehicle fleet with 364 state-of-

the-art machineries, MAN, Mercedes and

Ford.

REBU was a newly reorganized company regarding

its structure, having high difficulties in managing the

over 1,600 employees of the company at that

moment. Moreover, REBU was not able to quickly

adapt to the legal changes, especially because

REBU's salary structure was not simple.

The solution chosen to solve the problems related

to human resources management was Charisma

HCM, which covers both the payroll and the human

resources data management activities.

Charisma was implemented in just 2 weeks,

including the integration of the interfaces necessary

to link TotalSoft and SAP. All REBU employees were

also trained by TotalSoft specialists, their training

being performed live, with real documents in the

system.

The first visible result was the speed of the payroll

process, as well as its accuracy, taking into

account all the company’s specific bonuses. In

addition, the company obtained a centralized

database with personal data of all employees, with

the possibility to define functions, to generate

organizational charts, train and evaluate the

employees.

„Our first target was for the program to

work and to be able to correctly calculate

the wages in the first phase, followed by

tailoring and customizing. As for any

people-related process, there have been

difficulties, not as much because of

REBU's complicated payroll system,

which is anyway governed by the law, as

because of human resources policies,

built based on company's profile“

Luminiţa Baicu

Chief Financial Officer

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Continental Hotels

The first hotel chain in Romania,

Continental Hotels owns 14 hotels in the

most important cities of the country and a

team of more than 1,000 employees.

The company was trying to replace the old software

solution, which did not work in a centralized way,

and required double human effort.

Following Charisma HCM implementation and

automation of specific activities, the HR department

was relieved. There have also been configured

common cost centers, HR and accounting, payroll

data being included directly in the budgets, and

thus, providing a clear picture of the company.

Moreover, by integrating Charisma HCM with

Charisma ERP, the HR department can take over

other expenses and create all sorts of helpful

analysis and reports necessary for the

management.

Following the implementation of Charisma HCM,

the company started to focus greatly on employee

evaluation performance, centralization and

unification of employee data, common reporting,

personnel fluctuations analysis, as well as any other

reports that could not be conceived before.“The database is unique and therefore

accessible from anywhere, but we set the

application configurations at the

headquarters, and the colleagues from

other subsidiaries cannot change them.

This is a real advantage because we

eliminated inconsistencies; we can

perform analysis and generate reports at

any time.”

Iulia Hurdubeţiu

HR Director

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Mega Image

It was 15 years ago when the first

supermarket was founded in Bucharest

as La Fourmi. The retail company owned

a chain of 11 stores, a warehouse and a

headquarters in Bucharest. In 2008, La

Fourmi was taken by Mega Image, part of

Delhaize group, one of the largest retail

chains in the world.

The work force within the trading sector is

characterized by employee turnover, which is

incomparably bigger than in other fields, especially

on basic qualification level. The company required a

software solution dedicated to tracking employee

turnover, automating the recruitment processes,

and also offering key information on human

resources operations and costs.

Because La Fourmi chain was already using

Charisma HCM and was extremely satisfied with its

configuration capabilities, Mega Image decided to

extend the solution to control the employee

turnover as well.

A major advantage obtained by Mega Image was

the possibility to perform certain analyses on cost

centers, which help the company find out the

personnel expenses afferent to a certain period of

time or department.

"The personnel inspector using this

module can now organize his/her

operations other way, since he/she can

directly generate from the application the

individual employment contract,

addenda, personnel records including

employee personal information. The

application also enable extracting

standard reports and what I - as an ex-

user of other payroll-dedicated

applications - consider to be a great

advantage, configurable reports. These

are built by the user according to his/her

needs or urgent requirements of the

management. The time factor needs to

be taken into consideration as well. In

only 10 minutes, one can select and

extract data, which in Excel would have

been gathered in several hours"

Adriana Antonovici

HR Manager La Fourmi

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Compania de Librării (The Libraries Company)

Bucharest Libraries Company is one of

the largest retailers of books and

stationery in Romania and addresses

especially, through its 60 locations,

young people.

Until 2003, in terms of information management,

the human resources and remuneration of the BLC

have only been resumed to payroll calculation. In

order to improve this situation, the company

focused on acquiring a dedicated software solution.

Charisma HCM met all the company’s requirements

by integrating in a single database all modules

specific to the business management personnel

administration, assessment, training, payroll, ITM,

while providing multiple reporting capabilities and a

comprehensive set of standard reports (generation

of labor contracts, addendums and fiscal records,

pay slips, bank notes, certificates or statistics). In

addition, the solution provides users with the

possibility to configure their own reports, according

to their current or usual needs.

“The automatic calculation of sick leaves

is a great advantage, as well as the

possibility to implement real-time

legislative changes. Reducing a great

deal of time, we can focus on activities

addressing personnel development and

evaluation.”

Liliana Niţu

HR Manager

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