Galenium’s HR Transformation: Integrated System for Attendance, Payroll, and Vacancy Fulfillment

The customer

Company: Over the last 30 years, Galenium Pharmasia has grown from a home business to a large-scale manufacturer and distributor of pharmaceutical  and skin care products, with Caladine being their most well-known product. Today, its operation spans a 20,000 sqm  state-of-the-art  factory located in Bogor, West Java, marketing offices all over Indonesia, the sales of its product in SEA, the Middle East, Europe and America.

Key Achievements

  • Fully integrated, complete set of functions that unifies current and old data from all HR areas in one central system
  • Process Standardization across all functions of HR and for all employees and locations
  • Employee related data and files are easy to find, they are consistent and accurate
  • Connecting attendance records and resignations with Payroll to avoid over payments
  • Mapping hierarchies, positions and people of their organizational structures and having a complete picture of  vacant position
  • Ability to do targeted recruitment based on vacant positions and do proper manpower planning

Industry: Pharmaceuticals, Personal Skin Care, Distribution & Logistics, Manufacturing, Health Services

Employees: 850

Established: in 1960

Locations:  Jakarta, Bogor, and marketing offices in all big cities in Indonesia

Project Goal: 
Across-the-board HR process standardization for Core HR functions as well as Talent Management and Recruitment and to have one central platform for all HR activities and data

Galenium Pharmasia Laboratories: Nurturing Health, Empowering Quality

PT Galenium Pharmasia Laboratories is a manufacturer and distributor of a wide range of high-quality health, skin care and cosmetic products. Starting out as a home business in 1960 by Dr. Joesoef Bagindo Sutan and his son Eddy, the company has grown into a large national scale operation over the last 30 years that boosts a 20,000 sqm factory and logistics facility in Bogor and 850 employees to support the production of its high-quality products and their sales in Southeast Asia, the Middle East, Europe and America. While family favorite baby skin care brand, Calendine, is their flagship, the company also markets other well-known brands such as Clarite Laxacod, Laxadilac, Galpain, Selefit, Imunex and many more.

Committed to high quality standards in their production and operation Galenium Pharmasia Laboratories obtained several certifications over the year including the “Sertifikasi Sistem Jaminan Halal (SJH) from MUI, the Quality Management System ISO 9001:2018 and Occupational Health and Safety Management System: ISO 45001:2018.

After years of frustration with their manual HR processes, the Galenium HR team decided in 2020 that it was time to hold their internal HR operation to the same high standards that are applied to their products.

Galenium’s pain points with their manual HR procedures

Despite spanning a nationwide operation, with a head office in Jakarta, a factory in Bogor and many marketing offices in all big cities across the archipelago, Galenium’s HR team relied on manual processes for their human resource (HR) management. Trying to manage 850 people in so many different locations is not an easy task. Often the company’s HR team was trapped in a time-consuming cycle of trying to find employee records, work history or performance files, trying to find out the correct attendance data of employees to ensure correct salary payment, or attempting to reconcile different sets of data. 

Out-of-date organizational structures and employee profile and movement records

One of the issues that bothered the HR team was their inability to get a clear, up-to-date picture of their organizational structures and employee records. The manual process made it difficult to get a real-life snapshot of their internal department and position hierarchies and the employees that filled these positions. Paper-based tracking of employee movements between locations, job rotations, promotions, resignations and finding those records later added to headache. Without a centralized system, consistently updating and finding very basic information proved to be an arduous task.

Irregular attendance monitoring and payroll issues

The real impact of the manual HR management was felt in the correlation of attendance and payroll. In Galenium’s case attendance is linked to the salary payment. So tracking clock in and out time is crucial for the company. Unfortunately, due to the absence of an automated system, the team frequently faced irregular attendance records. The issues ranged from inconsistent or half available data to no data at all, which made it difficult for the HR team to decide how to proceed with the salary payments. The impact on the payroll was additionally felt with resigning staff. Paper files and no visibility into attendance records and slow communication from the locations side, made it hard for HR to know employees real resignation dates and whether they should receive a full or partial month’s salary. Delays and miscalculations were the results because of it.

Impossible to get historical data for performance reviews

Despite spending a significant amount of time on basic HR administration and operation, Galenium’s HR team was still committed to their annual performance reviews. But every year again, they struggled to find various files that go into it.

“When we need historical data as a basis for our Talent Management discussions and reviews, we have to go look for the physical files first. It takes time. Sometimes we would find out they have been stored in warehouses and sometimes we would find out that they have been destroyed.”

Recruitment mismatched with needs

Another source of frustration for the team related back to the unavailability of up-to-date organizational structure because that also meant not having a complete picture of overall vacancies in the company. Hence, doing accurate manpower planning and then conducting targeted hiring for only positions in need at the locations in need was near impossible. The HR team was rarely aware of managers’ requests for manpower, and when they did recruit the process of searching, filtering and hiring the right talent took a long time.

Galenium’s HR Transformation Journey 

That thought became the HR team’s mindset and to resolve their issues and unlock the full potential of their HR department, Galenium decided to embrace a fully integrated HR system. After convincing their management of the lack of efficiency in their current structure, they set out to find a solution and vendor they could entrust with digitizing their entire HR management and strategic initiatives. Having a clear vision of what their HCM/ HRIS system should do, Galenium explored several alternatives to see what was out there and how things would work in different solutions. Ultimately, they decided for DataOn’s SunFish because:

Galenium followed DataOn’s proven implementation methodology that is designed to ensure a smooth and timely project rollout and is focused on the customer achieving their defined HR investment goals. Working closely together with DataOn’s solution delivery team to map out their must haves and want to have and then enthusiastically doing their parts in the data collection and verification and training processes, allowed them to go live within 3 months in December 2021.

Digitized HR Management – a game changer

With SunFish, Galenium successfully transformed its HR management. It now underpins its structure and processes with a fully-integrated, deep functionality, single access HR platform that supports their mission to transparently manage a broad range of HR tasks and initiatives for their 850 employees across the archipelago. 

The company’s HR team overcame the pain points of manual HR processes, such as inefficient recruitment, cumbersome record-keeping, and labor-intensive attendance tracking. Empowering them with new powerful management tools and data-driven insight, the team was able to eliminate manual inefficiencies, achieve a higher productivity throughout their various HR tasks, can retrieve the data they need when they need them for their decision-making, and are able to provide a much better service to their employees. More specifically, they feel the most impact like this:

Easily mapping their Org Structures and hiring for only vacancies

With SunFish, Galenium was able to create a complete chart of their entire organizationals structures. They could draw up hierarchies, positions and people and tie them to their locations easily. This finally gave them a very transparent overview of the positions that were filled in their organization and the ones that were vacant. Linked with career transitions and resignations, which automatically update to the organization structure, they always have a real-time picture. The ripple effect of this is that their manpower planning and recruitment has become very precise. The team’s goal was to not exceed the hiring beyond the positions set or vacant in the organization structure. Leveraging the integration and automation of data updates between modules they have achieved that goal.

So before hiring, the HR team now looks at the vacant positions in the org chart first, before starting their recruitment process. The recruitment itself has also become very structured and standardized. It begins with a manpower plan request and approval process after vacancies have been identified and then continues with a recruitment request that details the requirements/skills candidates should have, the shortlisting criteria, the selection steps for potential hirees including target completion dates. It also allows details around the posting media, duration, costs, given benefits and salary, etc. The approval to the recruitment becomes the backbone for an automated selection process that the team follows along, rating and evaluating candidates through the defined steps. Chats and file sharing allow smooth collaboration between the people in charge and the candidates to enable a smooth experience and to shorten the overall hiring duration.

Integration of all data across modules

The highlight of having an HRIS system for Galenium’s HR team is that they will never again have to worry about data. They have created their one database of extensive employee information that can be accessed any time to find what they need. From finally linking the crucial attendance data, promotions, rotations, resignations to payroll to having employee transactions and files available for performance reviews and to linking the performance evaluations to development plans – it is all here, automated, always and easy to retrieve.    

Embracing an HRIS has been a game changer when it comes to transactions impacting the payroll process. With attendance recording and monitoring properly done and linked to payroll, the team knows exactly who logged in and out when, where, how long they worked, who was on leave, sick, etc. They can easily identify suspicious records, follow up missing data prior to the payroll process and finish it before the payment is due. The payroll is based on the system’s attendance data which are logical and concise taking out the human factor from the calculation to ensure a transparent and accurate result.   

Another key time savers in terms of data maintenance and updates for the team is,that once they finalized hiring a candidate, that person automatically becomes an active employee in their database, with all the data that they have collected about him/her during the recruitment process being automatically taken over into the active profile in the relevant sections of the HR system, for example: general employee profile data will become available in the Employee Information Module, hired position data will be updated in the Career section and the Organization module, negotiated salary and tax relevant data will be updated to the employment and payroll information, etc.

Help Galenium’s HR team to work effectively and efficiently

Overall, the team is very grateful for their new system as it allowed them to set a new standard for their HR management operation. By leveraging the automation that comes with an integrated HRIS system, they were able to eliminate their previous inefficiencies and transparencies, and achieved a new productivity level, improved their decision-making, and can provide a better employee experience.

Scroll to Top