About the client
Kazpost is the national postal operator: more than 23,000 employees, over 3,500 facilities and 500 partner offices, including remote villages.
Challenges
- HR data sat in two systems at once, and they diverged.
- A request physically waited for the manager.
- Part of the staff work where there is no IT specialist and no in-person training.
- Paper grew with headcount: printing, delivery, storage.
Project history
The pilot started on 26 June 2017: 5,000 employees, launched in 15 working days; branches were trained remotely.
In December 2017 the entire network was connected; from 3 May 2018 — HR processes and SAP HCM integration: one source of employee data.
Then came records management, meetings, board sessions, ITSM and mobile signing.
System scope
Results
- More than 30 HR processes, about 150 sub-processes, 33 unified instructions.
- In eight months — over 169,000 requests, over 302,000 resolutions, over 58,000 IT tickets.
- According to 24.kz, giving up printing saved 56 trees.
| Process | Before | After |
|---|---|---|
| HR request | Visas in person; the request waited for the manager. | 40 minutes from submission to reply; signed from a phone. |
| Personnel files | Paper folders in branch archives. | 23,000 files in electronic form. |
| Employee data | Two sources, manual reconciliation. | One — SAP HCM, since May 2018. |
| Paper in the HR block | Printing, delivery, archive. | Over 200,000 documents without paper — more than a million sheets. |
| Staff training | In-person courses unavailable to remote post offices. | 632 sessions: video courses, video calls, tests. |
Measurements from 2017–2019, customer materials; 40 minutes refers to HR requests.
Who it is for
The design repeats wherever there are more than a thousand employees and many work outside the office. To start, measure how long an HR process takes from request to order.
Questions and answers
Can HR document flow go electronic without stopping operations?
Yes: the pilot launched in 15 working days, and six months later more than 20,000 people were on board.
How do you train staff in remote offices?
Not in person: video courses, video calls and tests did the job — 632 sessions in total.
Does the system integrate with SAP?
Yes: SAP HCM has been supplying the org structure and HR data since May 2018.
Security and legal validity
- Certified under ST RK ISO/IEC 15408-3-2017, assurance level EAL 4 (No. KZ.7500186.05.01.69209, valid until 26 May 2029); a digital signature has the force of a handwritten one under the Law of Kazakhstan “On Electronic Documents and Digital Signatures”.
- Rights in the system equal the employee’s rights; operations are recorded in the audit log. Legally binding correspondence with government bodies goes through the national e-document exchange, with no paper duplicates. Data is processed and stored in the Republic of Kazakhstan.
