Transforming Workforce Management with BenchStep HRMS
Case Study – Facilities Management & Maintenance (UAE)
CASE STUDY SNAPSHOT
Industry
Facilities Management & Maintenance (UAE)
Employees Managed
500+
Solution
Employee Management, Attendance, Leave, and Workforce Analytics
Engagement
End-to-End HR Automation & Cloud Deployment
CLIENT OVERVIEW
A leading facilities management and building maintenance company in the UAE faced challenges in managing a large, diverse workforce operating across multiple sites. The company handles cleaning, maintenance, and technical services for commercial and residential complexes, requiring real-time workforce monitoring and accurate attendance records for field teams.
Manual HR operations, unstructured data, and inconsistent attendance tracking created operational inefficiencies that directly impacted payroll accuracy and service delivery.
BUSINESS CHALLENGES
Before implementing BenchStep HRMS, the client struggled with:
Challenge 1
Ineffective Employee Management and Compliance
The company struggled to track:
- Passport expiry
- Visa expiry
- Emirates ID renewal – Leading to last-minute renewals and fines
Challenge 2
Manual Attendance Tracking
Attendance was recorded manually and consolidated through Excel sheets. This resulted in:
- Delayed reporting
- Inaccurate logs
- Difficulty managing multiple site locations
Challenge 3
Leave Management Gaps
Leave approvals were paper-based or via WhatsApp, causing:
- Miscommunication
- Incorrect leave balance tracking
- Payroll discrepancies
Challenge 4
Limited Workforce Visibility
HR could not get real-time insights into:
- Who is on-duty / off-duty
- Overtime usage
- Weekend work trends
- Absenteeism patterns
Challenge 5
Reporting Delays
Most reports were compiled manually, consuming hours every week and causing delays in management decision-making.
OUR SOLUTION: BENCHSTEP HRMS SOFTWARE
Swift Elearning Services deployed the BenchStep HRMS software to digitize and automate end-to-end HR processes. The implementation included:
1. Advanced Attendance Automation
- Daily Time Logs
- Monthly In/Out Roster
- Overtime Monitoring
- Early Bird & Late Stay Reports
- Day wise Logout Missed
- Unauthorized Login Tracking
Attendance became real-time, accurate, and accessible through the dashboard.
2. Smart Leave Management System
- Online Leave Requests
- Manager & HR Approval Workflow
- Leave Balance Auto-Calculation
- Department-Wise Leave Reports
- Holiday & Weekly-Off Integration
- Real-Time Leave Status Tracking
Leave management became real-time, transparent, and accessible through the dashboard.
3. Centralized Employee Master Data
- Centralized Employee Profile Management
- Secure Document Storage (Passport, Visa, EID)
- Contract & Agreement Repository
- Personal & Employment Information Records
- Cloud-Based Access with Role Permissions
- Automated Document Expiry Alerts
Employee data became secure, organized, and accessible through the dashboard.
4. HR Analytics & Reporting
- Attendance
- Productivity
- Overtime and weekend work
- Nationality/Gender-wise distribution
- Unique ID expiry
- Monthly Timesheets
These insights significantly improved workforce planning and operational forecasting.
5. Cloud-Based, Multi-Location Access
Multiple site supervisors could update attendance in real time, ensuring visibility across all branches without delay.
IMPACT & RESULTS
After adopting BenchStep HRMS, the company experienced significant improvements across HR operations:
75%
Reduction in Manual HR Workload
Automated attendance & leave workflows freed HR teams from repetitive tasks.
100%
Compliance in Document Renewals
The system’s alerts for ID/Passport Expiry Management eliminated fines and last-minute renewals.
0%
Error-Free Payroll Cycles
With accurate attendance and leave data, payroll processing became smooth and fully aligned with monthly timesheets.
✔
Accurate, Real-Time Attendance Across All Sites
No more discrepancies between site supervisors, HR, and payroll.
✔
Improved Workforce Productivity
Insights like Early Bird, Late Stay, and Overtime helped optimize staff allocation.
✔
Enhanced Decision-Making Through Analytics
Management used dashboards and reports to make resource allocation and cost-control decisions.
CONCLUSION
This case study reflects how BenchStep HRMS successfully transformed HR operations for a major facilities management company in the UAE. Through automation, cloud deployment, and powerful analytics, the organization achieved:
- Better workforce visibility
- Faster HR operations
- Improved compliance
- Holistic attendance & leave management
- Reduced administrative workload
Swift Elearning Services continues to support the client with updates, maintenance, and ongoing digital transformation initiatives.
