Case Study 2: Streamlining Workforce & Project Management

Case Study Snapshot

•  Industry: IT Services Solutions (India)
•  Employees Managed: 80–120
•  Solution: HRMS + Project & Task Management Module
•  Use Case: Employee Tracking, Project Progress, Milestones, Tasks, and Team Productivity

Client Overview

A mid-sized IT services company in India was managing multiple client projects simultaneously. Their biggest challenge was not just HR operations—but tracking employees, project milestones, deliverables, tasks, and timelines in a centralized system.

The company had multiple teams working on content development, R&D, support, operations, and field implementation. With scattered tools and manual coordination, project delays and resource misalignment were common.

The Challenges

Before implementing BenchStep HRMS, the company struggled with the following:

1. No Centralized Employee & Task Tracking

Employees were working across multiple projects, but:

•  Tasks were allocated via MS Teams and email
•  No single system showed who was working on what
•  Managers couldn’t track daily productivity

2. Project Milestone Delays

Milestones were tracked manually in Excel sheets, leading to:

•  Missed deadlines
•  Poor visibility on project progress
•  Last-minute rush and rework

3. Lack of Accountability & Transparency

The data was being stored in multiple places:

•  Employees had ambiguity on priority tasks
•  Managers lacked real-time status
•  Leadership had no visibility on team performance

4. Difficulty in Resource Planning

Without structured project allocation:

•  Some employees were overloaded
•  Some remained underutilized
•  Project billing accuracy suffered

5. Manual HR Processes

HR functions like attendance, leave, and employee data remained disconnected from project timelines—making reporting and payroll complex.

Our Solution: BenchStep HRMS + Project Management Module

Swift Elearning Services deployed a customized version of BenchStep HRMS that unified employee management, project tracking, milestone mapping, and task allocation in one system.

✔ Employee Tracking & Daily Productivity Logs

•  Daily tasks assigned & updated
•  Time spent on each task recorded
•  Employees submit updates through a unified dashboard
•  Managers review real-time progress

Result: Clear visibility into workload, performance, and daily output.

✔ Project & Milestone Monitoring

•  Projects broken into phases and milestones
•  Each milestone mapped with deadlines
•  Automated reminders for upcoming or overdue milestones
•  Visual progress bars for managers

Result: Managers could track delays early and act proactively.

✔ Task Management Module

•  Role-based task assignment
•  Priority levels (High/Medium/Low)
•  Status updates (Pending, In Progress, Completed)
•  Attachment & comments support
•  Task history for audit and compliance

Result: No more confusion about task ownership or accountability.

✔ Centralized HR Features

Along with project tools, HRMS included:

•  Attendance & biometric integration
•  Leave management
•  Department & designation structure
•  Employee master profiles
•  Document management
•  Performance analytics

Result: HR processes aligned with workload and project performance.

✔ Real-Time Reports & Analytics

Management gained access to:

•  Project status dashboards
•  Employee productivity reports
•  Task-wise and milestone-wise progress
•  Delay analysis
•  Resource utilization reports

Result: Insights-driven decision-making across HR and project teams.

Impact & Results

After adopting BenchStep HRMS, the company experienced significant improvements across HR operations:

1. 40% Faster Project Delivery

Milestones were completed on schedule due to real-time monitoring.

2. 60% Improvement in Task Visibility

Teams had clarity on priority tasks, deadlines, and responsibilities.

3. Better Resource Allocation

Managers redistributed tasks based on real-time workload visibility.

4. Accurate Billing & Project Costing

Time tracking and task logs enabled more precise client billing.

5. Unified HR + Project Ecosystem

HR data, attendance, tasks, and performance became interconnected.

6. Improved Team Accountability

Employees updated tasks daily, reducing delays and communication gaps.

7. Higher Client Satisfaction

Projects were delivered faster and with fewer errors, improving service quality.

Client Summary

The organization transformed its operational workflow by integrating BenchStep HRMS with a powerful Project & Task Management solution. The platform provided:

✔ Transparent employee tracking
✔ Centralized milestone monitoring
✔ Faster execution cycles
✔ Insightful reporting
✔ Improved productivity and collaboration

It became their core system for managing employees, projects, and performance, all from a single, cloud-based interface.