Transforming Operational Efficiency at JF Kapnek Zimbabwe with Zoho Solutions
Transforming Operational Efficiency at JF Kapnek Zimbabwe with Zoho Solutions
Transforming Operational Efficiency at JF Kapnek Zimbabwe with Zoho Solutions
Transforming Operational Efficiency at JF Kapnek Zimbabwe with Zoho Solutions
JF Kapnek Zimbabwe, a non-profit focused on child health, education, and welfare, faced significant operational challenges, including complex recruitment, manual expense tracking, and paper-based document management. Since 2021, the organization has been partnering with Infolytics to leverage Zoho solutions to address these issues.
JF Kapnek has been able to successfully implement a customized suite of Zoho applications: Zoho Recruit, Zoho People, Zoho Expense, and Zoho Sign. These Zoho solutions have enhanced the organisations’ operational efficiency, reduced administrative workload, and provided the tools for better Financial and HR management. This transformation allowed JF Kapnek to focus more resources on their mission, advancing child and family welfare programs across Zimbabwe.
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Executive Summary
Executive Summary
JF Kapnek Zimbabwe is a non-profit organization dedicated to improving child health, education, and welfare across Zimbabwe. Established with a mission to reduce childhood mortality and support vulnerable children, the organization runs various programs focusing on public health, early childhood education, child protection, and family health services. Their work impacts thousands of children and families, relying on extensive fieldwork, community outreach, and partnerships.
In 2021, the organisation undertook a transformative digital project to streamline HR, Recruitment, and Expense management processes. Facing operational challenges like complex recruitment cycles, manual expense tracking, and extensive paperwork for document management, JF Kapnek collaborated with Infolytics to implement a suite of customized Zoho applications.
Key Challenges
Key Challenges
- Complex Recruitment and Onboarding Processes: Recruiting staff for various locations required a streamlined, centralized system to manage applications, track candidates, and facilitate onboarding. JF Kapnek’s previous systems involved manual processes that slowed recruitment and increased the administrative burden.
- Manual and Disjointed Expense Management: With frequent field activities and travel needs, tracking expenses and managing approvals were complex. The organization needed a way to automate and localize expense management to reflect Zimbabwean cities and financial requirements accurately.
- Document Management and Compliance: Document handling, particularly for signing approvals and managing sensitive information, required digitization to improve efficiency and reduce errors. Reliance on paper-based systems also posed security and compliance risks.
- Performance Management and Timesheet Tracking: To manage a large workforce of more than 250 staff efficiently, JF Kapnek needed robust systems to track employee performance, manage timesheets, and provide employees with a self-service option for HR needs.
The Solution
The Solution
To address these challenges, Infolytics recommended a phased approach to implementing Zoho for their organisation. The total implementation period was nine months with breaks in between the completion of each phase to allow for evaluation of the work done, identification of areas for improvement and making necessary adjustments before moving onto the next phase.
At A Glance
Key Applications
- Zoho People
- Zoho Recruit
- Zoho Sign
- Zoho Expense
Integrations
- Zoho People with Zoho Expense
- Zoho People with Zoho Recruit
- Zoho People with Zoho Sign
- Zoho Recruit with Zoho Sign
- Zoho Expense with Sage Evolution
Non-Zoho Tech Skills
- HR Functional
- Data Migration
- Third Party Integration
- Business Process Analysis
- Project Management
- Change Management & Training
- Financial Systems Management
The project started off with Zoho People and Zoho Recruit, and then Zoho Sign and Zoho Expense respectively. Each solution was tailored to meet JF Kapnek’s specific operational and regulatory needs.
- Zoho Recruit for Streamlined Recruitment and Selection: Zoho Recruit automated JF Kapnek’s recruitment workflows, allowing the organization to manage job postings, track candidate applications, and streamline the hiring process. This transition enabled JF Kapnek to speed up recruitment, particularly for hard-to-fill roles in remote areas.
- Zoho People for HR Management: With Zoho People, JF Kapnek centralized employee records, streamlined performance management, timesheet submissions, and personal information updates. The platform’s onboarding workflows automated employee entry processes, simplifying the administrative tasks associated with bringing on new hires.
- Zoho Expense for Localized Expense Management: Zoho Expense was customized to include specific fields for donor and project information, enabling JF Kapnek to track expenses accurately for grant reporting. Automated per diem calculations and trip-specific expense tracking allowed for more efficient management of travel-related expenses. The integration with Sage Evolution further enabled automated posting of expenses and advances, reducing the need for manual data entry and ensuring consistency across financial records.
- Zoho Sign for Document Management: Digitizing the approval process with Zoho Sign allowed JF Kapnek to securely manage document signing, reducing the need for paper-based approvals. This change not only improved operational efficiency but also ensured compliance with data privacy regulations by keeping all documents securely stored within the system.
The Results
The Results
- Increased Recruitment Efficiency: Zoho Recruit’s automation capabilities allowed JF Kapnek to manage a higher volume of candidates with fewer administrative delays. By centralizing recruitment records, the organization gained better control over the recruitment lifecycle, reducing time-to-hire and improving candidate experience.
- Enhanced Employee Experience and HR Efficiency: Zoho People’s self-service portal empowered employees to view timesheets, and update personal information independently, reducing HR’s workload and enhancing employee satisfaction. Performance management features allowed for regular performance tracking and feedback, aligning with JF Kapnek’s goals of fostering growth and accountability within the organization.
- Streamlined Expense Tracking and Financial Accuracy: The Zoho Expense system’s customization to track project and donor-related expenses provided the transparency needed for accurate grant reporting. Automated reconciliation of expenses against advances reduced errors and allowed finance teams to close the loop on financial records efficiently. Localized features, such as Zimbabwe-specific city listings, made it easier for staff to record travel details accurately, reducing manual data entry errors and ensuring compliance with local standards.
- Improved Compliance and Document Security: Zoho Sign eliminated paperwork for approval processes, reducing the chance of lost or misplaced documents. All signed documents are securely stored, ensuring compliance with organizational and regulatory standards. The digitized signing process also provided a clear audit trail, simplifying reporting and ensuring JF Kapnek meets donor and regulatory compliance requirements.
- Reduced Administrative Burden and Higher Efficiency: Integration with Sage Evolution and the automation of workflows across HR and finance functions minimized manual processing tasks, allowing JF Kapnek staff to focus on high-impact activities, such as program management and outreach.
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