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Digital HR Processes in Mondelēz

1000

employees working in the system

11

digitalized processes

4 branch offices

participate in digital interaction

6700

documents created within the period of testing operation

Mondelēz is one of the biggest snack manufacturer’s in the world. The company produces popular brands, such as Alpen Gold, Milka, and Picnic chocolates, Oreo and Barni biscuits, Tuc crackers, Dirol gum, and Halls candies.

One of the company’s global goals is to improve labor environment and provide the employees with the best tools for professional development. The goal of implementation of a modern information system was to improve work efficiency and convenience as well as reduce overhead and labor costs.

Key Drivers: Localization and Cloud Solution

The company use outsourcing IT services. That is why, in addition to a wide range of available features and convenience, the software selection criteria included availability of cloud solution. A system also had to support English interface so that the foreign managers could work in it.

The supplier’s advanced level of expertise and leading positions on the market of software for workflow and document management were the key drivers for the company to go with the Directum RX system.

The implementation project started in 2020, at the same time as the country’s Ministry of Labor and Social Protection launched an experiment on digitalization of HR documents. The company decided to take part in the experiment, so the system also had to meet the requirements of Federal Law.

Digital Management of Vacations and Business Trips

The Directum RX HR module allows managing vacations, from preparing a vacation schedule to confirming, rescheduling, or canceling vacations. An employee just needs to click a required button, and the system automatically fills in a vacation request letter.

Employees can also initiate preparation of a business trip in single click. The card of a business trip contains information on location of a business traveler, purpose, duration, and destination of the business trip, etc. Moreover, in the card employees can specify planned expenses.

After the employee fills in the card, the business trip is sent for approval to employees of the legal or security departments and HR specialists. If required, the employee can sign a consent to work a day off. Finally, the manager can sign a business trip order with an electronic signature right in Directum RX. The order can be converted into a PDF file with the signature stamp.

To facilitate the work of managers, the system forms special reports on overlapping vacations and business trips and counts the number of unused vacation days for each employee.

Within the project, Directum RX has been integrated with an HRM system, so the data on company structure, departments, employees, and vacations is transferred in Directum RX automatically. At the same time, Directum RX sends to the HR system information about business trips and confirmed vacation days 12 days before its beginning.

Secure access to the system is ensured by external authentication via the Saml 2.0 protocol. The external authentication provider is Microsoft Azure AD.

«To see significant results at the project beginning, we digitalized the most frequently used HR processes, such as business trips, vacations and acquaintance with company’s rules».

«We have improved control and transparency of the processes. It is important that Directum RX allows our employees to get acquainted with documents even before the related personnel event occurs. They can log on to the system from any device and view required documents without addressing the HR department. Our colleagues have already gave us positive feedback with proposals for the further digitalization».

Tatiana Gorlovskaya

People Experience Team Lead & HRS WFA Manager, Mondelēz Rus LLC

The company is planning to develop system features and digitalize the following HR processes:

  • Regulation of leave without pay.
  • Signing of exit clearance checklists.
  • Providing employees with pay stubs through their own personal accounts in the system.
  • Signing of labor contracts and additional agreements.

Project results

Due to digitalization of HR processes, Mondelēz has arranged an effective remote work. Here are the other project outcomes:

  • Speeded up signing of orders on personnel and on main activities.
  • Easy acquaintance with the company’s rules.
  • Increased transparency in the management of disciplinary actions.
  • Simplified work with timesheets and company’s regulations.
  • Simplified document registration due to the unified digital logbooks.

All HR documents are now signed with an enhanced electronic signature by the employer, and with a simple electronic signature by an employee. The only exception is the employees working remotely, and the company will provide them with enhanced electronic signatures as prescribed by law.

1000

employees working in the system

11

digitalized processes

4 branch offices

participate in digital interaction

6700

documents created within the period of testing operation

Solution used

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