Sometimes, to launch quality outsourcing, you need not just to support existing processes but to build them almost from scratch. That is exactly the situation the UCMS Group team faced when the Russian division of a large international manufacturer asked for HR administration support and HR process automation.
In this case study we describe a multi-part project that included setting up HR administration processes, rebuilding the archive, implementing 1C:ZUP and an upgraded vacation portal.
The main problem was that records were kept manually, in scattered spreadsheets and documents, so implementing 1C:ZUP became one of the key tasks. In parallel the client decided to upgrade its vacation portal, because the existing solution suited neither in convenience nor in functionality.
The client was looking not just for a provider to take on the routine but for a partner able to build processes properly and implement automation. UCMS Group was chosen for its relevant case studies, experience in implementing 1C products and its ability to find non-standard solutions for unique needs.
Natalia Dolgopolova, project manager:
“The situation was not easy: the handover from the previous provider was happening to a tight deadline and we did not have the full picture of the current processes. My team and I literally rebuilt the logic of the work, systematised the data and restored the documentation. It was a serious challenge for both us and the client's team, but we managed.”
In parallel with describing the processes, the specialists began implementing 1C:ZUP 3.1, adapting the system to the specifics of the two legal entities. For example, the payroll algorithms were detailed to take account of employees' actual hours worked, overtime and allowances. This made it possible to move away from fixed advances to precise accruals.
The client calculated salaries in SAP with an in-house team. To simplify and speed this up, we configured integration between 1C:ZUP and SAP. The process was not easy: data arrived in a fragmented form, changed frequently and needed refinement even after the first import. As a result we developed algorithms that standardised and processed the data, producing files that were 99% ready for calculation. The payroll team then only had to check the data and generate payment documents.
We also implemented integration with the client's global HR platform, Workday. Data between 1C:ZUP and Workday is now synchronised automatically, which brought local and global HR processes together. For example, when an employee moves between departments or their status changes, the information is updated immediately in both systems.
The client came with a request to upgrade the vacation portal, which no longer satisfied employees and did not meet the requirements for convenience and functionality. Instead of customising the old solution, the UCMS Group consulting team developed a unique tool, the Vacation Management System (VMS), which completely replaced the previous portal.
VMS is an employee self-service portal for working with documents and resolving HR matters remotely. It synchronises with 1C:ZUP and supports electronic document flow.
1. Concept and design
The work began with requirements analysis. The client's specialists provided flowcharts and ideas that became the basis for development. Together with the client, UCMS Group specialists refined the concept, clarified the process logic and created the design of the future system. It was important to cover not only the basic functions but also the automation of complex scenarios, such as extending sick leave or postponing vacation.
2. Development and testing
The VMS portal was developed on the Bitrix platform, but only the administrative part remained from the standard modules. Everything else is a completely unique system built around the client's needs.
Functionality for employees:
For managers we added functions for approving and managing subordinates' requests.
It was important to create an interface that needed no instructions. Employees had to understand intuitively how to submit a vacation request, open sick leave or arrange a vacation postponement.
During development we tested with a small group of users and then refined the functionality based on their feedback.
3. Integration with 1C:ZUP
VMS is synchronised with 1C:ZUP, which made it possible to automate the accounting of all vacations and sick leave. Data on employee statuses, vacations and absences is now updated automatically in both systems, ensuring process transparency and eliminating duplicated work.
UCMS Group became not just an outsourcing provider but a full partner taking on a comprehensive HR service, including interaction with employees and other departments.
Natalia Dolgopolova, project manager:
“The client is 100% satisfied, both with the team and with the quality of service. We hold regular meetings to monitor the interaction and identify new growth points. We do not just complete tasks - we do more than was expected of us.”
This project showed how properly built outsourcing can not only solve current problems but become a driver of change. The client's involvement, the provider's flexibility and technology-driven solutions made the processes transparent and efficient, delivering long-term benefits for the company.
