Employee and Contractor Self-Service Portal with Liferay DXP

We successfully reduced 60% reduction in issues related to generating and managing contractor timesheets, significantly improving accuracy and efficiency compared to the previous manual process.

A US-based consulting company was facing issues with managing the employees' and contractors' operations smoothly. Manual processes for timesheets, invoicing, and approvals caused delays, errors, and poor visibility across teams. We have built a Self-Service Portal using Liferay DXP that eased the entire employee and contractor management process. The portal automated timesheets, invoicing, and approvals while providing centralised document management and multi-currency billing for easier global operations.

Number Of Employees: 250+

Project Brief

We developed Liferay DXP based applications to manage and enhance organizations' data like contractor's timesheets tracking, their billings, managing organizations document etc. The portal has centralized data management, displaying data on graphical view for the more user interactions, make automates process by use of workflow for approval, schedular for create timesheet.

We leveraged Liferay's out-of-the-box features like user, user groups for user management, Roles and permissions to control access, and Kaleo Workflow engine for multi-level approval processes. Additionally, we used service builder to create custom entity to store the custom data, manage relationships between multiple entities and build complex filtering functionality by leveraging Liferay Finder methods, Dynamic and DSL queries ensuring the security and performance.

To make searching faster and more efficient, we added Elastic Search to the portal. This lets us pull data directly from indexed documents, so users can search and filter quickly without slowing down the portal.

Business Needs/Challenges

Digitalizing timesheet and payroll management

Without any HRMX system, it is very complicated to manage the contractor's timesheets and their payroll. We integrate the HRMX system to manage the contractor's timesheets and track payments and invoices easily.

Multi-Currency Management

The client operates their business across multiple countries. The solution is needed to support multi-currency functionality, allowing each user to manage transactions in the currency based on their location. This requirement ensures accurate financial reports and transactions.

Automated Timesheet and Invoice Generation

The solution needed to automatically generate weekly timesheets and create invoices as needed based on user preferences like create invoices on weekly, monthly or quarterly.

Manually Document management

Without the centralized document system, it is a very time-consuming process to find the users' data. Client wants to create centralized data/document management system to manage the user’s document easily, also search and find user’s document quickly.

Roles and Permissions

By utilizing Liferay OOB Roles and permissions functionality, we give permissions to users based on their role. Users can only access functionality based on their roles. We implemented this because we are ensuring the users can access only their relevant features.

Technology Stack & Tools

Implementation Overview

Integrated with HRMX to manage the data

For managing contractor's timesheets and their payroll, we integrated the HRMS system. By integrating HRMX, we manage and track contractor and organizations data easily.

Multiple Site Support

We implemented functionality of multiple site support within a single Liferay DXP server. Each site was configured with different role-based access for user groups in Liferay, ensuring that relevant teams could manage their data independently. This will help to extend the portal for further business requirements.

Customizable View of Invoice Templates

We develop the functionality of customizing invoices templates based on user’s preferences and generate the user’s invoice based on their selected design and export the invoice as a PDF or Excel file.

Elasticsearch Integration

Utilized Elasticsearch for fast and efficient search functionality with filtering and pagination across the portal. By Elasticsearch, enabling the quick data retrieval and a smooth user experience.

Graphical and Tabular Data Views

To enhance user interaction and data analysis, we displayed Reports in both graphical and tabular view formats. With this functionality, we display reports to users in multiple formats for easier analysis.

Multi-Step Workflow Setup by Using Kaleo Engine

Implemented multi-level workflow feature provided by the Liferay DXP Kaleo engine for the automated approval process. By using the workflow, we reduce the manual process to get approval of timesheets or documents, etc. Also, we leveraged the Liferay OOB notifications to the notify user.

Business Impacts

40% Faster Approval Workflows

The Liferay Kaleo workflow automation process will reduce processing time for approvals/rejections process and task handovers to another user.

Reducing 60% of Issues On Generating Contractor’s Timesheets

Reduced the 60% of issues on generating and managing contractor’s timesheets compared to everything managed manually.

Multi-View Data Analysis

By implementing multi-view data representations in graphical and tabular formats. Using this user interacts more and it’s also very help full for data analysis and easily track user’s data.

Scalability for Future Growth

Liferay DXP provides flexible architecture for future growth, and by using Liferay DXP we ensured that the platform could scale with the business, support future expansion and evolving operational needs.

Migrating from Xentral and Consolidating Digital Workflows into Odoo