HR management system development for the big retail player
Project overview
Project business objectives
The main goal was to make the hiring process more efficient by eliminating pettiness. This will, therefore, boost the speed of occupancy of unfilled positions.
The system aimed to reduce manual processes by automating key tasks and centralizing data, thereby lowering overall hiring expenses.
The system was designed to simplify the recruitment process for HR managers, hiring directors, and candidates, improving engagement and user satisfaction.
A key requirement was the integration with the company’s ERP solution to ensure smooth data exchange and better coordination across business units.
The platform should centralize candidate data and provide advanced analytics. This would increase the transparency of the recruitment process, allowing informed and objective decisions to be made at every stage.
Why did the client choose us?
Our long-standing relationship and proven track record played a significant role in the client’s decision to partner with us on this HR management system. Since 2012, we have consistently delivered results for this client, successfully completing every project with a commitment to quality and reliability. Our 100% successful project completion rate, regardless of the challenges involved, has built trust and solidified our role as a dependable partner. This trusted, reliable relationship made us the natural choice for this new project.
Process overview
Evinent's team follows a step-by-step development approach that guarantees personalized healthcare software ideal for the specific requirements of our clients. Here is the sequence of the stages we take: discovery, development planning, MVP design, post-launch support, and scaling.
Initial Setup and Team Composition
The project started with minimal documentation, consisting of a few Excel files outlining the organizational structure, recruitment stages, and essential integrations, such as syncing results with an ERP solution. Our outsourced team of seven developers and two QA's took on this task, bringing flexibility and expertise to shape a system that could evolve alongside the client's needs.
MVP Release and Iterative Development
We created an MVP of HR management within several months, laying a strong foundation while still being open to future changes. The following year was all about extending the existing system's potential by adding important new capabilities as the business' needs kept evolving.
Adaptive Approach to Changing Requirements
Our team kept modifying the system due to the new functional requirements. This approach included piloting, frequent code revisions, and architectural adjustments to ensure optimal performance and future scalability. The pivot was key as the requirements were explained iteratively, in most cases, based on the client’s feedback.
Ongoing support & development
With the HR management system now well-established, we continue to provide active support, adding new features and optimizing performance. Our commitment to long-term improvement enables us to keep pace with the client’s evolving recruitment needs, ensuring the system remains an effective and efficient tool for managing HR processes.
Challenges we faced and how we overcame them
Handling personal data requires robust security measures to ensure confidentiality and compliance with legal standards. The system needed to provide strict data protection to prevent leaks or unauthorized access.
solution
We implemented robust security protocols, including database encryption, parameterized queries, XSS attack prevention, and a flexible role-based access system to control information visibility. Additional measures, like strict password requirements, two-factor authentication, and privacy-compliant logging (excluding personal data), ensured high security and regulatory compliance throughout the system.
Without a complete technical specification at the start of the project, developers had to work with minimal data (Excel files and basic process descriptions). Frequent requirements specifications and constant changes made planning and implementation difficult.
solution
Our team used an agile approach that allowed for flexible requirements adjustments. Our developers made sure to have frequent meetings with the client, and by getting feedback, we kept the development running smoothly. Additionally, our team proactively suggested various ideas and solutions for the client’s consideration, some of which were implemented to enhance the final product.
As the project progressed, new functional requirements emerged that demanded continuous system adaptation. This created an extra load on planning, sometimes requiring code refactoring or architectural changes.
solution
Our developers used a modular architecture that allowed the unobstructed addition of new components. The dynamic layout made the highly effective cuts feasible without scattering the rest of the system.
Certain features were complex and required extensive testing and debugging to ensure optimal functionality.
solution
Our QA team developed detailed testing protocols, including automated tests for critical functions. This allowed us to detect and resolve issues swiftly, ensuring a stable, high-performing system at every stage.
The client wanted an automated process for posting job openings across various hiring platforms (ERP solution, KASPI) to save time and broaden reach.
solution
Our solution's integration of APIs with job platforms allowed job postings to be automatically created, and the system could grab and analyze resumes from various sources. This alleviated the HR team's manual workload, fast-tracking the recruiting process and broadening outreach.
With thousands of employees, the client’s hiring process involved numerous decision-makers, each requiring specific access rights. To maintain efficiency and confidentiality, it was essential to limit visibility and permissions based on individual roles.
solution
We came up with a flexible, role-based access control system that gave each user a clear cut of permissions according to their role in the hiring process. This solution, thus, the authorized entities could only find the necessary information, followed by them doing their job properly and safely.
The client requested automated resume parsing from job platforms and tracking of comments under job postings to build a candidate reserve and respond more quickly.
solution
Using custom parsing scripts, we enabled the automatic collection of resumes and comments from multiple platforms. This functionality enriched the candidate database, sped up response times, and improved visibility on job platforms, helping build a strong candidate pool.
Key security measures
Security was a top priority for this project, as it involves storing and processing sensitive candidate information. We implemented a multi-layered security framework to ensure compliance with strict data protection standards and to safeguard personal information effectively.
- Data Encryption: All personal data within the database is encrypted according to modern standards, preventing unauthorized access to sensitive information.
- Secure Database Queries: All queries to the database are parameterized to prevent SQL injection attacks and ensure safe data handling.
- XSS Protection: Cross-site scripting (XSS) protection mechanisms were implemented to prevent maliciousinjections, safeguarding user data and the system’s integrity
- Role Management System: Every system user is assigned a role with access limited only to the information required for their tasks, minimizing risks of unauthorized access to sensitive data.
- Strict Password Requirements: Strong password requirements enhance account security.
- Two-Factor Authentication (2FA): Two-factor authentication adds an additional layer of protection for user accounts, reducing the risk of account compromise.
- Anonymous Logging: Logs do not contain any personal data, ensuring no sensitive information is stored or exposed in log files, further enhancing data privacy.
Technology stack
Integration of third-party systems
Features
Configures hierarchical structures, including locations, stores, positions, and departments.
Customizable interview stages with automated email notifications, approval chains, test integration, and calendar events.
Provides templated emails for various stages like interview reminders and application updates.
Integrated with Microsoft Exchange to manage and remind users of interview and hiring events.
Adjustable templates for job requests by department, with linked interview workflows.
Logs all changes to job requests and candidate statuses for transparency.
Customer satisfaction metrics
Impact on company’s business growth
Our comprehensive modernization efforts have significantly contributed to the client's business success by streamlining processes, improving operational efficiency, and integrating advanced technologies.
The use of geographical categories like cities, countries, departments, and positions in the system made recruiting easier and more structured, simplifying the management of candidates across the entire organization.
The custom recruitment system, which was introduced to automate the workflows, has reduced dull tasks like email follow-ups and candidate tracking. Working in this way, the hiring process became more efficient and accurate in all stages.
Integration with Microsoft Exchange created personalized calendars and reminders for HR managers, facilitating easier interview scheduling and task management.
Enabled creation of department-specific job request templates, reducing repetitive tasks and improving workflow customization.
Integration with various job platforms automated the posting and resume collection process, reducing time-to-hire and allowing faster candidate response times.
Built-in analytics provided real-time insights into recruitment performance and candidate data, allowing filtering and exporting of reports to monitor and optimize the selection funnel.
Implemented robust security measures, including data encryption, role-based access, and two-factor authentication, ensuring candidate data safety and compliance with privacy standards.
Integration with existing tools and multilingual support simplified onboarding for international operations and supported a diverse hiring base.
Project results
We created a robust HRM with integrated tools that simplified and speeded up the recruitment process for the client organization. With a centralized database, automated workflows, smooth integration with ERP solution, Microsoft Exchange, major recruitment platforms, and advanced analytics, the system has improved efficiency, data organization, and security. Designed for future scalability and flexibility, the platform can meet our client's current and future hiring business needs, including multi-regional operations with cross-language support.
Our partnership with this client is ongoing
We continue to support, optimize, and add new features to the system, which is a successful example of a long-term partnership. Let's take a closer look at the features and capabilities of this platform that we have delivered below.
What did the users get?
What Did the Client Get?
Client feedback
78%
Enterprise focus
20
Million users worldwide
100%
Project completion rate
15+
Years of experience