Client Snapshot

• Industry: Construction & Infrastructure
• Location: Odisha, India
• Size: 200+ Employees (including labour and contracted staff)
• Implementation Period: 3 Months
• Implemented Modules: HR, Payroll, Attendance, Fleet, Custom Labour Management, Custom Meal Management

Challenges

Before Odoo, Client relied heavily on Excel sheets and paper records to manage their operations:

• Employee Records: Maintained as paper files, difficult to update and prone to loss.
• Attendance: Even though a biometric device was present, attendance was collected manually into Excel sheets, creating delays and inaccuracies.
• Fleet Management: Mileage, fuel consumption, and usage of construction vehicles were tracked in Excel, leading to missing data and no visibility into cost overruns.
• Third-party Security Staff: Attendance of contracted security guards was manually recorded in Excel, causing errors and disputes.
• Labour Attendance & Meal Management: Daily labour records and meal allocation were tracked in spreadsheets, with duplicate entries and frequent misreporting.

This disjointed system created inefficiencies, inaccuracies, and hidden costs — making it nearly impossible for management to take data-driven decisions.

Why Odoo ERP with Odiware?

• They needed a unified, integrated platform that could replace fragmented Excel sheets.
• Odoo offered modular, scalable solutions for HR, Fleet, and Payroll.
• Odiware’s expertise in custom development meant that unique needs like contractor attendance and labour meal management could be addressed effectively.
• Local knowledge of Indian Payroll compliance ensured smooth salary processing.

Implementation Journey

• Phase 1 Core HR & Employee Database: migrated paper employee records to Odoo.
• Phase 2 Attendance: integrated biometric device with Odoo and built custom attendance workflows for security staff.
• Phase 3 Labour Attendance & Meal Management: developed a custom Odoo module to track daily attendance and meals, with duplication checks and reporting.
• Phase 4 Payroll: implemented Indian Payroll system for automated salary calculations and compliance.
• Phase 5 Fleet Management: deployed Odoo Fleet to track mileage, fuel, and usage, ensuring cost visibility.

Implementation Highlights

• Employee Records Digitisation: All employee data is now maintained digitally, accessible in real-time.
• Automated Attendance: Direct sync from biometric devices into Odoo HR, eliminating Excel dependency.
• Custom Contractor Attendance: Third-party security staff’s attendance handled in Odoo with accurate reporting.
• Custom Labour & Meal Management: Labour attendance and meal records automated, duplication prevented, reports accessible anytime.
• Indian Payroll: Salary, deductions, and compliance now managed directly from Odoo.
• Fleet Tracking: Mileage and fuel tracking gave visibility into fuel misuse and cost control.

Results

The measurable impact within the first year was significant:

• Labour Meal Management: Eliminated duplicate entries, saving the company an amount equivalent to the full cost of Odoo implementation.
• Payroll Efficiency: Reduced payroll processing time from days to hours, with accurate compliance.
• Fleet Management: Reduced fuel costs through accurate mileage and usage tracking.
• Data Accuracy: Eliminated dependency on Excel and paper; management can now access real-time dashboards.