IT-Enterprise digitalizes DTEK Group's HR processes: recruitment, onboarding and training
DTEK Group is scaling up the digitalization of its HR processes. So far, it has transformed a number of recruitment, onboarding and training processes in line with the latest corporate standards.
The recent project aimed to introduce a set of HR tools providing flexibility and efficiency in recruitment and staff development for all DTEK Group companies. This digital solution was implemented by the Modus X and Academy DTEK teams in collaboration with the Ukrainian ERP vendor IT-Enterprise.
“Being the digital backbone of DTEK Group’s HR ecosystem is a major, ambitious task for IT-Enterprise. The results of its implementation set an example for the entire Ukrainian corporate market on how businesses can manage their talent base using a systematic and digitalized approach,” said Oleg Shcherbatenko, CEO of IT-Enterprise.
Recruitment
DTEK is constantly implementing innovative approaches to talent sourcing. For this purpose, the project team created an end-to-end recruitment business process. It is fully transparent for all participants, offering clear selection criteria and statuses for both the business and candidates.
Recruiters at DTEK received tools to fully centralize talent sourcing and hiring operations. In addition, the information system made it possible to monitor the performance of each employee in the recruitment department. This is facilitated by analytical data on the recruiters' workload, the number of resumes reviewed, interviews conducted and candidates selected, the hiring funnel, etc. All analytical reports are regularly generated based on the logged activities.
“The main purpose of the recruitment module is to meet the needs of all participants in this business process. So we are moving towards a highly customized recruitment system, tailored to our business. As a result, we are now processing more candidates of interest to us at DTEK Group,” says Mykhailo Ustymenko, Project Manager at Academy DTEK.
To start with, the basic functionality of the IT-Enterprise recruitment module enabled the automatic processing of candidates’ CVs, which increased the speed of recruiting, the logic of systematic interaction between the process participants on the DTEK side and candidates, as well as flexible and accurate work with hiring requests from the business units.
At the same time, the new recruitment system allowed the department members to search for the best candidates not only from the internal employee base but also from job resources. Also, all recruitment operations now follow the approved business selection process. These additional features enhanced the speed and quality of talent sourcing and hiring.
Onboarding
As a company caring for its employees, DTEK Group reviewed the onboarding and adaptation of new employees. The company implemented a seamless transition from recruitment to pre-boarding and further onboarding of newcomers.
“HR process automation is more than just an opportunity to use our employees' time more efficiently. Automation has equipped us with tools for a more integrated and informed workflow, and our employees can enjoy a more convenient service. Let us look, say, at the onboarding process for newcomers. The current solution saves a lot of time for the recruiter, mentor, and manager, so these hours can be allocated to individual communication with the newcomer. Now we can track the process dynamics, which helps us detect issues in time and find solutions. This has added a lot of value to our work: as you well know, the first days of work in the company and the first impression we make shape further interactions with the employees and affect their engagement in the future. The product we are using is powered by IT-Enterprise. It provides enough flexibility and adaptability to meet the needs of our individual businesses, as well as support any global, corporate-level changes,” said Elena Semich, Chief HR Officer at DTEK and Director of Academy DTEK.
The onboarding system starts interacting with the candidate from the moment they sign the offer, as the business process suggests. It helps the newcomer prepare for the first day at the company and supports them during the probation period. The system’s onboarding tools are used to assign roles (manager, mentor, newcomer), schedule mandatory meetings in the calendar, add training courses, and set goals for the probation period.
The digital onboarding program improved the process quality and reduced by half the time required by recruiters, HRs and hiring managers to coordinate new hires.
Staff training
To ensure systematic staff training, the LMS module was launched. The new learning management system allows DTEK to organize the training process and serves as a knowledge base that helps to run distance courses and tests. Moreover, advanced system tools turned the LMS into a platform for creating and designing various courses, tests, and questionnaires. With them, it is possible to work on a wide range of tasks in one space, enjoy faster workflow and develop human resources across the entire DTEK Group.
“The key value of our comprehensive HR solution is its flexibility and adaptability. We create a model ‘to be’ and implement the solutions we want without restrictions. Together with the IT-Enterprise team, we imagine, implement, adjust and enjoy the result. Indeed, this result is very tangible: the satisfaction of our key customers and users, which is the most important outcome,” says Yulia Bulgakova, Head of Assessment and Development department at Academy DTEK.
Value for business and users
IT-Enterprise allowed DTEK not only to migrate its old processes to a new platform but also to create the added value that had not existed before.
The first benefit is a multilingual interface with a Ukrainian and English localization. As DTEK is opening offices in Europe, this has become a must-have rather than a mere pleasant bonus. In the past, the company used to offer English-speaking employees only temporary solutions, such as Excel spreadsheets. Today, switching languages is available to all employees. Apart from a user-friendly interface itself, they can also access DTEK Academy products (such as distance learning courses) in the language of their choice.
The second core value is the ability to access analytical data with handy dashboards for effective coordination and control of HR processes.
“We have built efficient interactions between the teams, which is especially important for such large-scale projects. What confirms the impact of this change is the positive feedback from thousands of end users,” said Volodymyr Vlasiychuk, Project Manager at IT-Enterprise.
Watch the video case study on the project results here
DTEK Group is the leader and largest private investor in Ukraine’s energy sector. DTEK Group companies employ 55,000 people. DTEK Group companies specialize in energy generation at wind, solar and thermal power plants, natural gas and coal extraction, energy trading on local and international markets, distribution and supply of energy to consumers, provision of energy-efficient services to customers, and development of high-speed charging stations. According to New Strategy 2030, DTEK Group is committed to transforming into a more efficient, environmentally friendly and technologically advanced business, guided by ESG principles. DTEK's goal is to achieve carbon neutrality by 2040. Since the start of Russia’s full-scale invasion, DTEK Group has donated about UAH 1 billion to support the Ukrainian Armed Forces and provide humanitarian aid. The company has restored energy supply to over 8 million consumers in the regions affected by the hostilities.
IT-Enterprise, a Ukrainian product IT company, has been operating for more than 35 years, driving the digital transformation of the country's largest real sector companies: Interpipe, Ferrexpo, Nibulon, Ukrposhta, Ukrnafta, Ukrzaliznytsia, and others. Since the first days of the full-scale war, the IT-Enterprise team has been working with the government and local authorities to implement key strategic projects for Ukraine: accounting for humanitarian aid, restarting procurement, and relocating businesses. The company's founder and CEO Oleg Shcherbatenko is a staunch advocate of the Industry 4.0 and 5.0 approach and technologies.