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Case Studies
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COCA-COLA BEVERAGES PAKISTAN LIMITED
The Coca-Cola Company is the world's largest beverage company, largest manufacturer, distributor, and marketer of non-alcoholic beverage in the world. The company is best known for its flagship product Coca-Cola. Currently offering more than 400 brands in over 200 countries or territories including Pakistan, Coca-Cola serves 1.6 billion servings each day.
Challenges & Issues:
CCBPL has an impressive 8,000 employees on its payroll, spread across 18 manufacturing locations & sales centers in Pakistan. Their continued success and growth demands a better way to track time and attendance of its employees. The old system was suffering from the issues common to all outdated and manual systems: time consumption, redundancy, and compliance pains, besides causing time-recording errors and missing time-off requests; the result had been an obvious increase in administrative efforts & inaccurate payroll preparation and most importantly the management were unable to monitor employees’ attendance records, overtime and performance.
Selecting TimeTrax (www.TimeTrax.com.pk)
CCBPL had several key objectives in implementing a new attendance management solution. CCBPL was searching for a solution that would be fully web-based in order to track the employee attendance from any location, any time . CCBPL sought a centralized system that could cater to multiple branches and could be integrated with the other applications already in place - like employee payroll system and SAP. They needed to achieve automated efficiency, to eliminate large amount of data, and to make more efficient attendance processes and workforce tracking. Above all CCBPL sought for good after-sales support . All the elements were covered in TimeTrax.
After a rigorous process, CCBPL selected TimeTrax based on a number of additional reasons as well:
TimeTrax is the most mature and stable HR application in the market having the benefit of over 13 years of industry expertise and experience. TimeTrax is a highly regarded Web-based HR System built on .NET technology that provides Integrated Attendance, Payroll, Leave and Travel management and is already running successfully in a hundreds of renowned organizations from various industries across Pakistan & across the globe and the numbers increasing rapidly.
TimeTrax in the eyes of Coca-Cola Beverages Pakistan Ltd.
"TimeTrax is core application in CCBPL for the monitoring of attendance of all permanent employees and third party labor more than 8,000 employees with the network of 18 locations and sales centers in Pakistan using more than 38 devices.
TimeTrax is web based and easy to use and multi-users environment system, to capture the attendance, leave management with multiple attendance inputs options like (RFID, Biometrics and password). This system is integrated with the other applications like employee payroll system and SAP.
The success of this application is based on excellent support from the EfroTech management and team commitment which strengthen the relations of customers.
We are totally confident and satisfied with the system and team."
Abaidullah Anwer
Manager Business Systems
Coca-Cola Beverages Pakistan Ltd.
About TimeTrax Attendance Management Module (eAttendance)
IT doesn’t matter where you are; be anywhere and do anything while enjoying the ease to monitor & manage your employees’ time and attendance through eAttendance, an integral yet ultramodern component of a suite widely known as TimeTrax; a highly regarded Web-based HR System that provides Integrated Attendance, Payroll, Leave and Travel management. Serving over three hundred satisfied clients across Pakistan in 21 cities it is deployed in 8 countries across the globe, including UAE, South Africa & Brazil.
The system uses company-defined rules & policies to calculate the time each individual has worked which can then be passed to the payroll system for processing payments. This enables organizations to significantly reduce the administrative efforts involved in payroll preparation.
Features
The system is easy to use and implement, provides unmatched flexibility and offers comprehensive reports for managers and executives for efficient management of the workforce.
- Tracks employee attendance from any location, any time, even from the convenience of your home
- Overtime, late arrivals & early departure reports
- Department wise shift scheduling, Employee wise shift scheduling
- Department wise daily attendance report, Employee wise attendance trend
- Attendance register, Late coming & early going detail
- Department wise attendance & absents summary
- Multiple shift support, Shift scheduling & rule based penalties
- Built-in multi-user, multi-branch and multi-location
- A one-window solution, with complete attendance software and integrated hardware
Business Benefits
TimeTrax eliminates the need for compilation of large amount of data from various departments, reconciliation and manual payroll preparation, thus saving extra time, avoiding errors and cutting-down additional overhead costs for your organization.
- Streamlines the process of time tracking/ workforce tracking
- Global accessibility
- Flexible, tabular & graphical reporting
- Labor costs and overtime control
- Cost-effectiveness and & ease of use
- Centralized system for multiple branches
- Automates key administrative processes
- Ensures proper staffing, budgeting and management of labor resources
- Streamlines the payroll process
- Replaces manual timesheets
Results
The CCBPL has significantly reduced cost s and increased employees’ productivity by using TimeTrax as the system saves so much processing time and helps companies in building transparency into employees’ productivity, workforce tracking, payroll cost reduction and overall labor cost management.
Besides, CCBPL managers can now use TimeTrax to easily plan, track, and analyze their employees' time and productivity. Many of the day-to-day management tasks can be automated so that employees have more time to focus on other responsibilities.
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PHARMALINK
Local, Innovative Technological Solutions for the Healthcare Industry!
The case study focuses on how a very important player of the Healthcare Industry uses I.T. developments to their own advantage.
Between retailers and manufacturers, the distributors whose role in any industry can only be underestimated, provide the one important link: Juggling inventories with areas and trends in check, making their task a very sensitive one with a heavy flow of information that thrives on timeliness and accuracy.
Pharmalink is a major local distributor of Pharmaceutical products for many leading manufacturers, including Sanofi Aventis and Efroze Chemical Industries (Pvt.) Ltd. Faced with the inventories, pricing and discount policies, seasonal bonuses, invoicing and the major need for timely alerts made it necessary for Pharmalink to look for a solution that would help it make the best of the volatile environment in which they operated.
DMaX, an extensive distribution and sales management system by EfroTech, a fast growing local software company, fulfilled Pharmalink’s objectives.
EfroTech specializes in providing customized software that offers industry-specific solutions. The wide array of products that they offer to all players of the health industry, allow them to offer turnkey solutions such as the one they provided Pharmalink with.
DMaX offers:
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Principal-wise Reports
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Pricing Manual and Principal/Period/Product-wise Discount Policies
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Invoice Creator and Recovery Manager
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Bonus on Combo-Products (as per the distributor’s specifications)
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Expiry Alerts
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Handheld and PDA Device Integration for automated order processing
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Multi-User / Multi- Company support
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Inventory and Purchase Management
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Multiple Warehouse Support
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Order Processing and Delivery, and
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Sales Analysis and Reporting
With this one-stop solution, Pharmalink was able to put aside all its concerns in one go and watch as technology played the part it is meant to play in any business; of vital support that results in accuracy, timeliness and more informed decision making.
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PAK-QATAR FAMILY TAKAFUL LIMITED
Introduction
Pak Qatar Takaful Group, the very first composite and arguably the fastest growing Takaful operator in Pakistan, is the ‘onestop shop’ for all Takaful requirements. Under this group currently two different companies are being operated, one is Pak Qatar Family Takaful catering to all family life Takaful needs, and the second one is Pak Qatar General Takaful, meeting all general Takaful needs. They organization is looking to promote Takaful amongst the masses, encompassing education and awareness, and present an image that is consistent with their ideological values and at the same time they are providing financial protection through Takaful, to everyone. Determined towards providing high quality products which meet the needs of the public PQTG want to ensure the accurate representation of Takaful amongst the community.
The Challenge
The Pak Qatar Takaful Group website was first launched in 2007. Since then, no major structural change had been made. Aesthetically, it desperately needed to be more presentable so as to be able to register an impression over the viewer of the corporate image of Pak Qatar Takaful Group and direct this effort to build
Brand image and reputation.
Alongside this, there were several express requirements, indicating that a significant redesign was needed:
- The site had seen a massive growth in content since it was not designed with futuristic approach so it appeared to be overflowing.
- Website needed to undergo an update, precisely in terms of content and features.
- The update process should have been smooth allowing the addition to in turn reflect fresh content easily.
- The site was not easily navigable and the structure of pages was not unified.
- Not only the contents were mismanaged, but also there was no search facility available.
- Security was utmost priority and strong security measures needed to be incorporated.
- Website was extremely missing out on catchy visuals, sophisticated animations and sleek design.
EfroTech’s Analysis & Solution
EfroTech’s preproduction team started a thorough analysis of the issues with the existing site, and the requirements from a business perspective. After completing this process and evaluation EfroTech started the designing phase and suggested few mockups with the close intervention of Pak Qatar Group Takaful’s team and nailed down one layout with a unanimous decision. Right away the designing and development began simultaneously which lead to a trendy and contemporary website.
Some Key Features of this website:
- This featured website is built on latest yet superior Microsoft .Net technology.
- It is almost fully customized, and flexible to adapt to any change.
- With very ease of use having the salient attribute of CMS (Content Management System), allows 80% to 90% update control in terms of data, contents and web pages additions. Not only is the facility of entire theme change but drag and dropping of objects is also available at the backend, while all changes are reflected in realtime.
- Interactive and very user friendly interface.
- Properly managed content and able to be navigable across the entire site.
- Very secure and anti hacking.
- Cool pictorials and very crispy and lively flash based objects make the site very attractive.
- Bilingual: Text is available in English and Urdu.
The website received a complete overhaul and now is a reflection of the Pak Qatar Takaful brand, with allure, harm and elegance. The caliber and presentation is clean, clear and interactive, with a creative mindset firmly on attracting viewers and providing them with an intuitive online experience, EfroTech’s creative team conceptualized a completely new look and feel by way of design which was well operational with the above mentioned features.
Outcome
The result is a site design worthy of everyone’s attention; consolidated and reorganized navigation together with unique design and modern techniques work well with the clear and concise presentation of key information and product imagery. The site was successfully launched and received a great deal of attention of target audience and clients of Pak Qatar Takaful Group.
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RECKITT BENCKISER PAKISTAN LTD.
Easy Travel with eTravel
Our world today has changed a great deal with the aid of information technology. Things that were once done manually or by hand have now become computerized operating systems, which simply require a single click of a mouse to get a task completed. With the aid of IT we are not only able to streamline our business processes but we are also able to get constant information in 'real time' that is up to the minute and up to date.
Overview
Reckitt Benckiser is a global force in household, health & personal care, delivering ever better solutions to consumers. The company has sales of over ?5 billion consistently growing ahead of the industry due to its leading brands, practices and cutting edge solutions, its operations in over 60 countries including Pakistan and sales in 180, and its highly motivated multinational management.
Business need
Forced to have state of the art Travel Management System, to improve efficiency and ongoing saving of money and time, Reckitt Benckiser sought a solution which could keep their HR & Admin departments focused on their core tasks by avoiding redundant chasing of travel agents, line managers and employees themselves for documents, approvals, forms and photocopies.
Solution
EfroTech teamed with Reckitt Benckiser to put in place a one of its kind web-based Travel authorization and document sharing application helping them efficiently manage and monitor travel documents, itineraries, calendars, costs and authorizations. A solution tailored for both domestic and international traveling. Underlying these developments is a forward-thinking infrastructure and a part of operational strategy from Reckitt Benckiser that gives unparalleled operational flexibility and lowers operational costs.
Business Benefits
- Reduced indirect costs: Dramatic reduction in indirect costs by automation of processes and workflow. Control on spiraling costs before they get out of hand.
- Improved compliance: Improved compliance with the company’s travel policy and negotiated travel contracts.
- Paperless Environment: Not only does this solution create a virtually “paperless” office environment as far as travel documentation is concerned, authorizations have become less time consuming and travel costs are available online for analysis by functional managers.
- End to End Solution: An end-to-end solution requiring virtually no development or additional interfaces.
- Maintain Travel Calendar: Not only a travel workflow tool that manages authorizations and monitors travel costs, it also acts as a link between the organization and the travel agents; maintains the travel calendar of the employees and the organization; keeps a track of the expenses and acts as the employees’ travel manager.
Why IT matters
Reckitt Benckiser, with the help of EfroTech embedded these leading new category management practices and processes in their businesses: A travel management infrastructure to fundamentally change its administrative model, joining the pool of very few companies in Pakistan adopting such type of an automated solution. This innovative tool makes it easy for corporations to configure business rules that extend the reach of business process automation throughout and beyond the enterprise and it also positions Reckitt Benckiser to leverage the flexibility of its industry-leading practices and tactics.
Solution Components
- Manages Travel Work Flow and Authorizations
- Shares information electronically with Travel agents
- Tracks travel costs
- Travel Calendar is available Online
- Employee’s Electronic Travel Manager
“Workflow” – A new horizon in IT
You've probably heard the term workflow. But do you understand what it means and what it can do for your company?
Workflow automation provides several business benefits: allows for optimum efficiency in delivering information, ensures completion of transactions, tracks the efficiency of processes, and provides positive returns to the company. Workflow automation usually does not lead to staff reductions because new positions are created to support the new process automation.
Few words more about the Solution
With the new pre-trip approval feature employees can:
– Request travel authorization directly on the web-based system
– Provide electronic approval or rejection for travel requests
– Maintain their personal travel information
– Notify travel agents
Managers/ Functional Heads can approve, reject or request modification of the trip. Once approved, the business trip is
then routed for ticketing. Travelers are notified throughout the process.
Traveling agent also contributes by making reservations as per requirement, with best possible choices.
Stepping out of the box
Organizations competing in today's business environment are examining every option for streamlining business processes and improving profitability and efficiency. Every process must be smooth and should add value to the company.
To meet that goal, few organizations in Pakistan have implemented workflow applications to drive functions and business processes to their utmost efficiency.
Hats off to Reckitt Benckiser ’s IT personnel for envisions this way of reducing indirect cost and time - which are normally not taken into account. This was best exemplified by the decision to break from the routine practice of internal procedures of traveling. Reckitt Benckiser ’s objective was to align its internal systems and processes in a way that would give employees more comfort and peace for such activities which ultimately provide more focus and control over their
primary jobs so they could bring their best out.
Benefits realized
EfroTech worked closely with Reckitt Benckiser and lived up to the expectations by providing simple, interactive, and user-friendly solution that would encourage both senior management and front-line employees to support the process.
First responses from users, including the heads, confirmed that the solution is very user-friendly. Users were also surprised at how fast the whole process took place with such ease.
See how the Reckitt Benckiser ’s MR. Shafqat Suri IS Manager, adds up.
“In a world full of economic uncertainties, it is important that effective cost controls without sacrificing productivity are put in place. eTravel is a step forward in that direction which allows functional heads to manage and control their travel budgets with a click of a button, without introducing too many documents/formalities in the process. It has widely been appreciated and embraced by the organization due to its flexibility and user-friendly interface”.
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RECKITT BENCKISER DUBAI MENA
What EfroTech’s ePayroll Can Do for You
EfroTech’s ePayroll deployed at Reckitt Benckiser UAE
Company Profile:
Reckitt Benckiser is a world leader in the global household, health and personal care sectors. They have big-name brands like Finish, Vanish, Dettol and Veet that aim to achieve global market leadership. Through them along with practices and cutting edge solutions they’ve become No.1 in the vast majority of markets and categories. They operate in no fewer than 60 countries including UAE while brands are sold across 180.
The Challenge:
Before EfroTech’s ePayroll, RB (UAE) was allocating an inordinate amount of time and resources to payroll pro¬cessing. Because they had been using an outdated solution that was extremely rigid, RB encoun¬tered many processing problems as its employee base grew and additional management reports were needed. On numerous occasions, payroll processors found themselves working until mid¬night to ensure that the RB’s employees would be paid on time. This situation not only created excessive overtime compensation, but it also resulted in unnecessary stress on the payroll staff and prevented them from accomplishing other tasks. Additionally, the old payroll system was incapable of compiling the management reports RB needed to analyze employee costs and to forecast the impact of changes in compensation or staffing.
Mistakes with processing payroll caused embarrassment. Furthermore, payroll processing is a recurring activity, so there were so many chances to make errors and mistakes too, getting all the required tax forms, deposits and payments right was another issue.
RB previously used payroll system did not have the ability to track and report on critical human resource functions, such as staffing, benefits expense, and variable compensation pay. These difficulties led the RB to search for an integrated and affordable payroll solution.
The Solution:
The Management was left with two options; Either to hire a dedicated resource that works out the details of payroll as not only is this generally the highest single cost centre, but also because it involves government regulations and financial planning; Or, opt for a tried and tested payroll solution that integrates with the corporate financial accounting application, ensures online transfer of funds to employee accounts, generates all the tax-related documentation and is available for reporting 24/7. The sure choice, given the rising cost of production and the need for assigning more bottom-line-oriented tasks to employees, was opting for robust software.
RB considered both in-house and outsourcing options and quickly determined that a reliable IT vendor’s solution would afford both the internal control and the level of functionality that needed. After considering numerous payroll system providers, RB chose EforTech’s ePayroll. RB was impressed with the practical solutions and efficient operations that were provided them in Pakistan by EfroTech.
Key Features:
EfroTech’s ePayroll meets all the requirements for the efficient payroll management any professional and growth-oriented business needs. Some of the key features are:
- Multi-Currency
- Multi-Branch
- Setup Based Allowances & Deductions with flexibility on setting Payment Frequency
- LDAP/User based ESS to view Pay-slips and reports
- Group-wise/User-wise payroll generation
- Currency-wise Split payroll for a single Employee
- Complete track of Quarterly, Half Yearly and Yearly Allowances.
- Graphical and tabular reports
- Comprehensive Security Options
- Integration with Attendance and Financial Accounting system
- No need to install any software on Users / Client Machines
- Easy to manage Updates
- Easier to manage Database
- Cross-Platform viability
- Multiple Concurrent Users
- Reduces Data Redundancy
- Cost effective
- All members of organization can log in the system; be it Top Management or Middle Management, HR Head or HR Assistant and all Employees - depending on user rights.
- Generate all reports / MIS from anywhere in the world, All reports would be just a click away.
- Universal Access and Better Employee Service
Why EfroTech’s ePayroll Signifies:
EfroTech’s ePayroll system allows RB’s executives to be more responsive to employees and management with a workflow process that streamlines HR operations. It also helps maintain a competitive workforce by saving a great deal of time which eventually allows them to efficiently attend to their other, core tasks. RB found that they gain greater control of their payroll processing at a fraction of the cost of outsourcing and can keep up with the latest payroll tax compliance issues and regulations.
EfroTech’s ePayroll software makes the process easier for RB by making calculations quick and easy. A piece of software is typically able to instantly complete calculations that might take hours, if done manually. It also automates end-of-year reports and all of the pay slips and reports will be saved in the system so that if you need a copy in the future of any document, you would be able to print one off quickly and easily without having to scour through a filing cabinet to locate it.
RB is now able to retrieve or review all calculations, tax and payroll reports from anywhere in the world. Without having to install software on each individual computer they need to perform these preparatory or review tasks on they can perform all the weekly, monthly or yearly tasks using an online Payroll solution.
Business Benefits realized by RB:
Perhaps the biggest beneficiaries of such a system are HR personnel because with this precious unconsumed time they can put their efforts and emphasize on more strategic initiatives like defining and improving upon policies, strategies, and procedures.
RB UAE soon realized that by deploying and taking technological move they have actually converted their weakness into competence and in a way enhanced their competitiveness. The gains from this automation translate into real advantages:
- Enhanced Employees satisfaction
- Streamlined HR processes that accommodate rapid company growth
- Enhanced the accuracy & eliminated several days of work
- Control of complex and unique payroll, resulting in greater operational efficiencies
- Reduced administrative staff
- Redirected staff to strategic assignments
- Improved reporting & enhanced, streamlined reporting capabilities
- Centralized payroll operations that resulted in greater cost savings
- 80% productivity increase in payroll
- Improved ability to manage growth
- More time for strategic HR initiatives
- Reduces time for payroll processing by 55%
- Simplifies tax reporting
- Provides workforce empowerment
Successful Outcomes:
Needless to say, a contemporary power packed, functionality-rich web based payroll solution, like EfroTech's ePayroll holds a multitude of benefits. Not only it does fully automate and streamline the payroll function of RB, the solution is so comprehensive that it assures total compliance with the entire payroll-related legal obligations of UAE. It is simple to use and cost effective. It is the high-tech payroll management software that can be easily and securely accessed through any web browser, anywhere in the world. This internet accessibility allows RB to deploy their payroll management solution across multiple remote locations and business units.
These highlighted capabilities vastly improve RB’s ROI and employees’ satisfaction, as well as makes RB more productive by improving the effectiveness of administrative information processing.
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SAMAA TV
CNBC & Samaa acquire TimeTrax to reform their Human Capital Management and physical Access Control.
Client Profile
CNBC is the world leader in business news and information, breaking the major stories of the day and providing viewers the world over with insight, detailed analyses and real-time access to market data as well as minute to minute indispensable business information and interviews with business leaders.
Owned by Vision Network Television Limited, a Pakistani Company, CNBC Pakistan has access to the global CNBC network. While broadcasting with state-of-the-art studios and production facilities from Karachi, Lahore and Islamabad, CNBC Pakistan transmits live programming in both Urdu and English from a Pakistani perspective 24 hours a day, 7 days a week. The channel is already poised as the most important media outlet in Pakistan for the economic sector, reflecting the sustained growth and opportunities in the nation’s financial markets.
SAMAA is the first private satellite news channel providing live transmission simultaneously from Karachi, Lahore, Islamabad, Quetta and Peshawar. The channel is launched under the banner of Jaag Broadcasting Systems (Pvt) Ltd. SAMAA presents up-to-the-minute news bulletins and insightful political analysis, with programs ranging from social issues to health and technology.
The Challenge
With over 7,000 employees at multiple locations & bureaus across the Pakistan including Karachi, Lahore, Peshawar, Quetta and Islamabad, both TV channels needed a time and attendance system that could provide much more than time savings. The management at CNBC & Samaa required a system that would provide them with the knowledge to make critical workforce decisions, fit in with their company culture, increase the accuracy of their attendance data and allow payroll to focus on more important issues than filling out tedious paperwork.
Both channels’ admin department was encumbered by legacy procedures that required the firm to manually track employee time and attendance by paper records. This outdated and laborious process required over thousands of manual entries that produced errors that could only be corrected through complex data verification processes. They were looking for a solution for tracking employee’s time that would drastically reduce paperwork and increase the company's efficiency and productivity through improved data accuracy.
Additionally they required a system that would allow easy access with highest possible security & safety for staff and the many visitors that use the venues daily.
The objective was to properly identify people, and verify their identity through an authentication process so they can be held accountable for their actions. They also wanted to assure that only authorized individuals are able to access premises in order to protect the confidentiality and integrity.
The Solution
With these goals in mind, Jaag Broadcasting Systems under which both TV channels are run researched several companies before moving forward with TimeTrax. Jaag Broadcasting Systems needed a robust and flexible program, one that seamlessly fits into their technical and HR constraints and would work with their existing payroll, required a cutting-edge time and attendance platform. Even more challenging, the finance department required an easy-to-use solution that was capable of integrating with their payroll because simply changing was not an option. Jaag Broadcasting Systems evaluated many solutions, but ultimately settled on TimeTrax Time & Attendance due to the cost benefits & distinctive features associated with this web-based solution. The thing they liked about TimeTrax is that the system is simple, straightforward, and intuitive. They thought it was cost-effective and giving the right value of their money and it was a good match for them.
The TimeTrax system calculates the time each individual has worked based on pay rules, record their arrival and departure, providing managers with detailed information about attendance records, absenteeism, overtime including holiday and leave pay. Employees use TimeTrax provided custom identification cards or id passwords to in and out.
The Benefits
Upon deployment, CNBC & Samaa realized immediate gains in productivity and reduced the costs associated with payroll. TimeTrax system allows HR to shift the burden of maintaining and updating employee’s records across the entire organization. TimeTrax provides huge time savings and increases ability to easily view time off balances and attendance history.
Key benefits of using TimeTrax:
- Streamlines the process of time tracking/ workforce tracking
- Tracks employee attendance from any location, any time, even from the convenience of your home
- Centralized system for multiple branches
- Flexible, tabular & graphical reporting
- Significantly reduced the time taken to process payroll
- Improved productivity and employee morale through increased access to employee information
- Increased accuracy and the need for regular data audits by eliminating paper processes
By adopting a web-based solution to time and attendance tracking, CNBC & Samaa was able to meet the demand of their growing offices and increase the timeliness along with accuracy of their payroll process - without having to invest significant time and IT resources to make it happen. With the days of the paper-based, manual processes behind them, CNBC & Samaa work on driving costs down and accelerating their business forward.
Access control
Jaag Broadcasting Systems (Pvt) limited who manages the CNBC & Samaa Pakistan’s private satellite news channels providing live transmission required a system that would allow easy access with highest possible security & safety for staff and the many visitors that use the venues daily. After they looked at many other systems they installed the TimeTrax which allows easy control of who is allowed access through any controlled point at any time of any day.
With over 20 control points including Karachi, Lahore, Peshawar, Queta, and Islamabad, the idea of installing the Access Control system was to increase the Safety and Security of their premises and its occupants. They have a very huge staff including presenters, anchors, news casters, celebrities and guests from every discipline of countries specially politicians and government officials who come for talk shows and invited for other programs each day, they all require very high safety measures so the protection of them is a highest priority for CNBC & Samaa’s managements. The benefits of such a system instead of lock and key is the capability to interrogate the software as part of an investigation or access enquiry. Who went where and when basically, results of such enquiries are on your computer within a minute of inputting the desired information.
It is very obvious that why Jaag Broadcasting Systems (Pvt) Limited decided to install TimeTrax access control system because they wanted to be provided with the most comprehensive and state of the art system available in the market.
The control points which include external and internal doors can be monitored and controlled from the central security room. Since TimeTrax is Biometric access control system and it is in favor of fingerprint recognition as the identification method, Biometric identification methods have been experiencing an enormous upswing over the last few years. Technological innovation has increasingly made it possible to detect biological traits quickly and reliably and to analyze them at a justifiable expense and in high quality. The use of biometrics is a promising approach to solving the unresolved problem of many security concepts. Staff can get access through fingerprints, RFID Cards or via their Id & password. However for visitors the door is opened from the inside once the visitor is checked and verified who it is supposed to meet with. The visitors cards are also issued at the security room contain their own company graphics and logos.
As well as the flexibility of the system which allows several Access Patterns along with individual security ratings and the ease of use of this system is remarkable. Who has access where, when, and for how long? You can aware of this all by TimeTrax integrated access control system helping protect your buildings, premises or assets against unauthorized entry or access. Staffs enjoy working with sense of security and both channels are providing the very best facilities and services within the leisure and entertainment industry.
Leave Request Management – A Massive Advantage
Additionally, TimeTrax has offered a variety of helpful tools to reduce time spent on paperwork and increase visibility to CNBC & Samaa’s workforce. The Manager’s Dashboard provides a quick overview of their entire workforce each day highlighting the number of late arrivals, absences, timecards pending approval and leave requests. Specially, what they like most about the system is the leave request function, their employees can go in, put in a leave request and it goes in to their manager automatically and can be approved.
Previously, they used to get faxes and emails from any of their various locations in multiple cities on log sheets, which they would then have to enter manually. They have gone from a labor intensive, inaccurate system to something that is not only much more accurate, but provides visibility to the data. Another key feature of TimeTrax involves workflow notifications.
Managers are now able to receive customized email reports that are sent automatically based on specific events including unapproved timecards, leave requests and late arrivals. Ultimately, management achieved their objectives by selecting TimeTrax to improve the visibility of their workforce, increased accuracy and improved user acceptance of their time keeping.
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HNR COMPANY (PVT.) LIMITED
Haier was incorporated in 1984, solely as a producer of household refrigerators. Over the next 20 years, the company witnessed significant prosperity and is now a transnational organization widely recognized in the world community. Haier currently manufactures a wide range of household electrical appliances, 15,100 varieties of items in 96 product lines, and exports its products to more than 100 countries.
Inefficient operations Lead to ‘Haier’ Costs
Manufacturing costs are directly affected by the productivity of employees. With 300 workers across the company at Haier Pakistan, the firm needed a more efficient method of collecting time and attendance records and readying the information for payroll.
The process the firm employed in the past required employees to fill-in paper timesheets, while signing in and out each day. At the end of the pay period, each employee had to complete paperwork and give it to his or her team leader for verification prior to entering it into the payroll system. This process took about 15 minutes per worker (about 75 hours or roughly 10-man-days of data entry and verification per month), time that could be better spent on the manufacturing process!
A unique solution to everyone
In late 2009, Haier started searching for a solution to eliminate the manual process. They began the process of reviewing options and collecting bids for a new Time and Attendance solution. They pulled together a list of requirements for their new system and after carefully weighing in options, they chose TimeTrax over other competitors because TimeTrax was the only Web-based Attendance Solution that had the features they wanted and the only company that followed through on each requirement they had. They were also impressed by the feedback from satisfied clients of EfroTech and the responsive and helpful nature of TimeTrax personnel.
Working with TimeTrax, a pioneer time and attendance solution provider, they were introduced to TimeTrax’s biometric solution. Haier discovered the utility and ease of use with employees using their finger/thumb impressions for identification when entering or leaving the factory premises.
The system uses company-defined rules & policies to calculate the time each individual has worked which can then be passed to the payroll system for processing payments. It supports multiples shifts, provides department & employee-wise shift scheduling and it’s a complete attendance register which gives late coming & early going details. Attendance & absence summary is also viewable. TimeTrax’s Biometric system helped them eliminate buddy punching as well.
Smoothing Out the Path Ahead
As Haier’s management weighed this workforce management options, they realized that only TimeTrax could provide real-time reporting and HRIS capabilities flexible enough to meet their changing needs and diverse workforce. Furthermore, decision-makers could leverage this information to gain actionable insight into workforce performance, thereby enhancing operational agility. TimeTrax provided Haier with the tools needed to streamline the workforce attendance process, eliminating inaccuracies and time-consuming procedures. The centralized web-based solution significantly reduced maintenance and upgrade costs by eliminating the need for multiple timekeeping systems. The system is more user-friendly and more information is accessible in real-time.
The Haier HR team expects to cover the investment made into the system procurement and deployment with the first year of its operation and hopes to reap the benefits for years to come.
A grown-up system that develops your business
Employees can enter and report their work and take benefit of web-based interface or online time entry interface. This system is flexible enough to be used as per desired: different locations using it in different ways. Some employees can use it like a time-clock (IN, OUT, Labor Transfers, etc.) while others use it only for reporting leave-time on an exception basis. TimeTrax.Net can even run on your LAN, WAN, Intranet or across the Web. Plus, this premier solution is also more cost effective than other Time and Attendance solutions available in market. Add all this to a fundamentally accurate payroll processing application and you have significant cost savings at hand.
The system easily implemented the rules for labor collection and supported corporate HR policies & rules for Haier. This has enabled them to track their labor efficiencies very accurately and develop efficiency reports for accounting. Plus they can compare the amount of labor used to manufacture product against the forecasted costs to make certain the numbers balance out. This information helps them plan their hiring, track their overtime usage, and determine the output per person in each area. In all they have now in place a great HR tool.
More details about TimeTrax is available on the following URL: www.TimeTrax.com.pk
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THE AGA KHAN UNIVERSITY HOSPITAL
Easy Travel with eTravel
EfroTech’s eTravel, a Corporate Travel Management system goes live at Aga Khan University Hospital in Pakistan & Nairobi for its global operations, spanning domestic and many countries internationally. AKUH also looks to start deployment soon in Afghanistan.
Overview
Aga Khan University Hospital is Pakistan's largest private medical institute and hospital. The hospital provides a broad range of secondary and tertiary care, including diagnosis of disease and team management of patient care. The hospital’s multidisciplinary approach to diagnosis and care ensures a continuum of safe and high quality care for patients - with all services under one roof. It is also disseminating, training, research, and service in the health sciences.
Business need
Forced to have state of the art Travel Management System, to improve efficiency and ongoing saving of money and time, AKUH sought a solution which could keep their HR & Admin departments focused on their core tasks by avoiding redundant chasing of travel agents, line managers and employees themselves for documents, approvals, forms and photocopies.
Solution:
EfroTech teamed with AKUH to put in place a one of its kind web-basedTravel authorization and document sharing application helping them efficiently manage and monitor travel documents, itineraries, calendars, costs and authorizations. A solution tailored for both domestic and international traveling. Underlying these developments is a forward-thinking infrastructure and a part of operational strategy from AKUH that gives unparalleled operational flexibility and lowers operational costs.
Business Benefits
- Reduced indirect costs: Dramatic reduction in indirect costs by automation of processes and workflow. Control on spiraling costs before they get out of hand.
- Improved compliance: Improved compliance with the organization’s travel policy and negotiated travel contracts.
- Paperless Environment: Not only does this solution create a virtually “paperless” office environment as far as travel documentation is concerned, authorizations have become less time consuming and travel costs are available online for analysis by functional managers.
- End to End Solution: An end-to-end solution requiring virtually no development or additional interfaces.
- Maintain Travel Calendar: Not only a travel workflow tool that manages authorizations and monitors travel costs, it also acts as a link between the organization and the travel agents; maintains the travel calendar of the employees and the organization; keeps a track of the expenses and acts as the employees’ travel manager.
Why IT matters
AKUH, with the help of EfroTech embedded this leading new category management practice and process in their operations: A travel management infrastructure to fundamentally change its administrative model, joining the pool of very few organizations in Pakistan adopting such type of an automated solution.
This innovative tool makes it easy for corporations to configure business rules that extend the reach of business process automation throughout and beyond the enterprise and it also positions AKUH to leverage the flexibility of its industry-leading practices and tactics.
Solution Components
- Manages Travel Work Flow and Authorizations
- Shares information electronically with Travel agents
- Tracks travel costs
- Travel Calendar is available Online
- Employee’s Electronic Travel Manager
Few words more about the Solution
With the new pre-trip approval feature employees can:
- Request travel authorization directly on the web-based system
- Provide electronic approval or rejection for travel requests
- Maintain their personal travel information
- Notify travel agents
Managers/ Functional Heads can approve, reject or request modification of the trip. Once approved, the trip is then routed for ticketing. Travelers are notified throughout the process.
Traveling agent also contributes by making reservations as per requirement, with best possible choices.
Benefits realized
EfroTech worked closely with AKUH and lived up to the expectations by providing simple, interactive, and user-friendly solution that would encourage both senior management and front-line employees to support the process. First responses from users, including the heads, confirmed that the solution is very user-friendly. Users were also surprised at how fast the whole process took place with such ease.
This system is helping AKUH for its global operations, spanning domestic and many countries internationally, including France, Kenya, Canada, Switzerland, India and Madagascar besides many others. After the successful deployment of eTravel at AKUH (Pakistan and Kenya), eTravel is proving to be such advantageous that management of AKUH looks to put it in place soon in Afghanistan.
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360TRAINING.COM
Fueling Efficiency to 360training with TimeTrax
Founded as SofTech International Inc. in 1997, 360training is an Austin, Texas based employee owned multi-national e-learning pioneer. Founded on the premise to create a platform for delivering high quality compliance and workforce education online, the organization has experienced unprecedented growth and continues to contribute to the field by leveraging an integrated technology, content and services strategy.
Challenges & Issues
Similar to most other organizations, 360training was not using an automated software system for time & attendance management. The manual processes was labor intensive, time consuming and unable to track precise time of an activity. There was no system of attendance and workforce tracking and lack of automation of key administrative processes also caused unavailability of valuable reporting to keep HR operations efficient.
Manual process was cumbersome and the eventual accounting headaches were compounded because they were operating their offices at multiple locations including Pakistan, Philippines and Austin USA. Tracking and automating at multiple locations in conjunction with the ability to handle complex labor, payroll & leave policies as per local practices and laws were at the top of their wish list.
Completing accurate payroll in a timely manner was one of the many challenges. The payroll department was responsible for re-keying in timings of in-out that were submitted on computerized worksheets and access of other offices’ payroll was impossible. Since there was no consistent process for collecting time, generation of payroll was difficult and inaccurate. 360trainings’s payroll department used to spend a lot of time on those inefficient methods that cost the company money.
Absence of an automated Leave management is always chaotic, processing of leaves manually and on paper is perturbing, costly on account of time & money and above all, discrepant. Lacking of centralized system was hampering HR personnel’s access to precise leave information and thus leading to inability to improve response, reaction and planning.
A Long-Term Solution
Once the problem was zeroed-in, 360training spent the next couple of weeks researching systems, comparing capabilities and following up on vendor recommendations. Every vendor on the list went through a features and functionality matrix that filtered products based on their ability to accomplish all of 360trainings goals and requirements.
The next stage involved interviewing the short-listed companies that made the cut and working through each of their product demonstrations. After a thorough investigation into each company and solution, the decision went in favor of TimeTrax – the flagship HRIS application of EfroTech. The final selection was based as much on the compatibility of the vendor’s business values as it was on solution functionality.
TimeTrax system is highly cost effective and gives customers tremendous flexibility. 360training can now take a very close look at expenses and labor cost by position and department, besides other metrics. Managing labor cost with the TimeTrax is far easier than the other vendors’ products. It is quick and simple for them now to manage time & attendance, payroll management & leave management through eAttendance, ePayroll and eLeave web based modules of TimeTrax suite. TimeTrax does all the things they wanted, extremely user-friendly, and still fit well within clients’ budget.
The TimeTrax Difference
The TimeTrax eAttendance solution completely automates time and attendance. Employees use TimeTrax-provided RFID based cards or use finger impressions to get in and out. The system calculates the salary based on the various pay rules, including shift, overtime, holiday and leave pay. At the end of the pay period, TimeTrax provides for approvals by the supervisors. The data then automatically goes into ePayroll system which is connected to the eAttendance.
TimeTrax has more options for changing business needs. Clients who are enjoying this power-packed software contains features derived from over 20 industries, over 350 organizations and taxation/labor laws in 13 countries. The after-sales support, managed through an online helpdesk ticket issuance system is much more reasonable as well.
Now if there is something they need help with, they are explained how to do it and taught in detail with user descriptive user manuals in place. This highly professional level of service is probably the most unique feature of the TimeTrax package. It’s the thing that goes hand-in-hand with all software; you can make mistakes with employees on other business choices and get away with it, but not with paychecks. You mess up with their (employees’) hours and it creates distrust. You have to make sure everything is seamless and invisible; this is where TimeTrax is best and gives peace of mind.
Same is true with eLeave, a web-based solution that centralizes processes across the whole organization allowing for clear and precise leave management, freeing up time for more important work. eLeave eliminates costly errors & abuse, allowing your organization to do way with the time consuming processes associated with traditional absence and leave management. It is paperless, providing a better view of up to date leave pattern within the organization and makes possible easy tracking of current and historical leave applications, rejection and authorization. With it’s at a glance reporting, management can see all employee leave records which eventually helps better decision making with all information available at your finger tips.
When 360training began the search for a new attendance, payroll & leave management tool there were several features they focused on: employee self-service, benefit accrual management, Overtime, late arrivals & early departure reports, Built-in multi-user, multi-branch and multi-location, Graphical and tabular reports, Multi-branch, Loan deduction, Policy based leave entitlement setup, Email request for leave approval, Leave register and so many other features.
When they came across TimeTrax, they found the system met more than all of their criteria and needs. TimeTrax was built for more than just collecting, processing and integrating payroll-related data; it was built to provide complete visibility into workforce productivity metrics for HR executives and financial managers. Their employee self-service features include leave requests which can be set to automatically notify supervisors via e-mail. Benefit accruals are calculated in real-time, eliminating problems with employees requesting more time off than they may have available.
At 360training, TimeTrax also connects all offices of Pakistan, Philippines and Austin (USA) with one centralized, most effective web-based system for all administration of attendance, payroll and leave.
Results
With TimeTrax’s robust system, 360trainings has experienced great results. The implementation was consistent with the reputation TimeTrax has established over the years. The system is truly easy to use and equally useful.
360trainings opted for TimeTrax to record and monitor their employees time. This system not only records time with guaranteed accuracy, it also enables both employees and supervisors to enter labor transfers. TimeTrax's pay rule parameters support the widest variety of timekeeping pay policies and work rules - saving you from expensive customized programming later on and waiting for the features to be added to your application after quality assurance.
Departmental cost tracking has become paramount with so many employees migrating between locations. TimeTrax facilitated the high visibility of real-time information and enabled 360training to pinpoint labor costs in every department, at any location.
TimeTrax synchronizes leave and accrual balances, allowing 360training to realize their true HR potential. Every pertinent time and attendance report can now be run within minutes, and 360training has continually reaped the benefits of the system’s efficiency and accuracy. Payroll is done in under half the time as before, and for payroll generation staff no longer has to stay late trying to get the payroll done. For them saving time is almost as much fun as saving money and 360trainings has managed to do both. After adopting TimeTrax they have enjoyed an annual 3% reduction in total payroll costs.
In addition, they have got centralized leave management across whole organization, including remote offices. Now instant access to leave information for management, HR personnel is capable to improve response, reaction and planning. Efficiency gain on lessened disruptions at work with cutting down paper processing flows.
To learn more about features and advantages of TimeTrax – HR Unbundled solution, please visit www.TimeTrax.com.pk and request for an interactive demo for your organization.
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ROSHAN TELECOM
Roshan Telecom Afghanistan opted for EfroTech’s eTravel
Roshan began operations in 2003 in an environment where there was virtually no telecommunications infrastructure. Basic telecommunications was prohibitively expensive and practically inaccessible. To make an international call, you literally had to walk to another country. Speaking to family members within and outside the country was a luxury that many in Afghanistan had to forego.
Roshan Telecom Needs
Globalization and compulsive need of taping new markets in today’s business arena results in an increased business travel expenditures. Increased booking of airplane seats, rental cars, and hotel beds means that companies are serving more customers and expanding their relationships. Same is true with Roshan Telecom. With tremendous growth in coverage and sales came a marked rise in process cost per trip and inefficiency from traveler desk operators & managers because they had to spend too much time on the phone and on email with travelers and travel agencies scheduling and rescheduling trips. While travel agencies spent too much time learning and following Roshan’s travel guidelines, and managers struggling with reporting data that has been collected from various heterogeneous sources.
Intensive traveling demanded from Roshan Telecom cost-cutting and improved operational performance. Information collection and visibility were the biggest hurdles for improvement, followed by rising process costs, sustaining employees’ satisfaction levels, and selecting the right travel partners.
The Challenges
- Control over increasing travel costs
- Encourage employee compliance with travel guidelines and use of preferred travel vendors
- Involve fewer people and less time in travel planning and follow-up
- Reduce time and effort spent on travel reporting
The Solution: Roshan Telecom came across EfroTech’s eTravel through various client references within Pakistan and abroad, where eTravel was already running and serving the purpose successfully. Roshan Telecom reviewed their requirements and their delegation came to Pakistan, following which plenty of meetings and sessions took place with the team of EfroTech and then a proposal was documented and signed off that held financials and technical details of this project, summing up Roshan Telecom required a web based travel management system which would manage travel work flow & authorizations, featuring the sharing information electronically with travel agents, employee electronic travel manager (Travel Docs, Details), tracking of Travel Costs, maintaining an online corporate travel calendar and Expense Recording.
eTravel Overview eTravel as a complete end-2-end web based Intranet solution for automating Travel Authorization & management Workflows:
In a way that:
a) Employees can requests travel authorization directly on the web-based system.
b) Employee managers can provide electronic approval/rejection for travel requests
c) Employees can maintain their personal travel Information i.e. Documents, Visas etc.
d) Travel agents are electronically notified of upcoming travel
So that:
a) Travel workflows are automated, resulting in "Paperless" office environment
b) Authorization is easy, less time consuming and more effective
c) Travel data & costs are available online for analysis
d) Travel calendars are available online
Functionalities
Manage Travel work flow and authorization
Automate the Travel workflow and authorization process via an application, where travel managers can define the roles, authorization process by which they can reduce the paper work and accelerate the authorization process.
Electronic information for Travel Agent/Agency
Once the authorization process gets completed the information would be sent to the travel agency or agent via email and than he would be able to start the work accordingly (Visa, flight etc) once he completes his work he will inform to the requester with flight details and visa confirmation.
Track Travel Costs
To have the control of costs of trips the employee has to have an option to put it. The information has to come from the travel agency through email. It is the employee's responsibility of putting the cost before closing a trip.
Support multiple Travel Agencies
An option is to create so that in each trip petition can be selected the travel agency that will be sent. The list of agencies is maintained from the administration or travel managers section.
Employee Electronic Travel Manager
By EETM user can enter his preferences, Passport information, Visa Validity, frequent flyer Number etc. Also he can view his itineraries. The preferences are also shared electronically to the travel agency. Additionally users, Travel Document Coordinators receive alerts before specific document expiry, renewal etc.
Configure flexible travel workflows
Part of the authorization workflows that is used within the application, travel managers can configure the workflow for each site. These workflows can include/exclude roles & participants based on local functional preferences.
Travel Calendar Online
The requested and confirmed travels are viewed through Travel Calendar option by which the user can view the travel calendar of him-self and others. This facility certainly helps the requester to plan accordingly.
Reports
The reports could be static or dynamic where one would have to select among that periods, employees etc. These reports can also be exported to excel for ease of use.
Features & Benefits
- Utilizing internet’s capability to simplify a complex system
- Rapid information sharing
- Internal Controls & User Friendly System
- Cheaper and faster solution to implement
- Manual Authorizations and tracking eliminated
- Budget Tracking
Easy Travel with eTravel – Anytime, Anywhere
Earlier, officials of Roshan Telecom who used to travel frequently on business faced piles of administrative work both before they leave and again, upon return. Using eTravel, number of administrative tasks decreased while increasing flexibility. The travel management department has got options of hotels in system where the traveler is eligible for accommodation. Group traveling is also being managed, using this application.
Reporting: A Tedious Task Simplified
Having all booking and expense data consolidated in one place enables travel managers to review comprehensive reporting. Travel managers have access to the information they need without dependence on IT resources. Travel managers, purchasers, and controllers can access the data, format and analyze it, and share the information across Roshan Telecom. Thus eTravel helps decision making and facilitates the development and implementation of new travel management strategies.
Cutting Travel Costs with EfroTech’s Travel Management
As companies are exploring ways to decrease traveling costs in crunch economy, eTravel is providing Roshan Telecom an automated solution that helps streamlining travel processes, reducing administrative tasks, consolidating all booking and expense data in one place, increasing employee compliance with travel guidelines, and working with preferred travel vendors and agencies. The result is more efficiency throughout Roshan Telecom’s entire travel management process and thus significant savings.
Advantages gained by Roshan Telecom in a glance
- Realized savings through the ability to set better travel policies and increased compliance
- Raised productivity by reducing administrative tasks for travelers and managers
- Improved clarity of travel processes and costs
- Increased traveler satisfaction with easier processes and faster reimbursement
- Reduced indirect costs
About Roshan
Since inception in 2003, Roshan has invested approximately $500 million in Afghanistan. To date, they are the country's single largest investor and the largest taxpayer, contributing approximately 5% of the Afghan government's overall domestic revenue. In addition, Roshan directly employs more than 1,200 people, of which, 20% are women, and provides indirect employment to more than 30,000 people.
Roshan is owned by an international consortium made up of three shareholders:
About EfroTech
With over 1,000 Software & web Implementations across the globe; spanning UAE, South Africa, Korea, Canada, Bahrain, USA, UK, Nigeria, Afghanistan and Brazil with highly specialized product and services portfolio spanning Human Resource Information Systems, Workflows, Enterprise Resource Planning, Sales Monitoring, Web Design, Development & Hosting Solutions for various industries. EfroTech is completely focused on providing customized and packaged web and client-server based marketing and management solutions for the last 14 years.
EfroTech is also a multinational software solutions supplier for Reckitt Benckiser, covering Pakistan, South Africa, MENA, and Latin America and of Barclays Bank Plc in UAE and Egypt.
Find Out More
To find out how EfroTech’s Travel Management can help your company streamline its travel management processes and cut travel costs, visit our Web site at http://www.TimeTrax.com.pk/etravel-14-1.aspx
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