KOVONA SYSTEM is an example of a company that has embraced digitalization of internal processes, even in the traditional industrial sector. Since 2020, they have been using our HR solution, OKbase, as a key tool for optimizing and simplifying their daily…
We spoke with Mr. Radomír Mikoláš, Head of HR at KOVONA, to find out how he evaluates the use of OKbase in their company after five years.
What convinced you to choose OKbase years ago?
We were looking for a comprehensive system that would meet all our requirements. We set clear goals: to find a solution that would integrate attendance tracking, HR, payroll, catering, and business trips into one unified system. An SQL-compatible system was also essential for us, ensuring it could function within our company while being able to connect with the systems of our sister companies. In 2018–2019, we conducted a selection process, and it became clear that OKbase was one of the few solutions that met all our criteria.
KOVONA SYSTEM a.s., with over 600 employees, a 20-year history, and an annual turnover of approximately 2.5 billion CZK, specializes in large-scale metal production. Their products serve major global companies in industries such as furniture, automotive, and electronics.
Which OKbase modules do you use?
We primarily use modules for HR, payroll, attendance tracking, and corporate catering. These are the key areas that OKbase covers for us. We appreciate that the system is highly flexible, allowing us to customize settings and integrate with third-party applications. Some modules are not in use yet because we have alternative solutions. The seamless integration with Microsoft Dynamics NAV 365 and MS Power Apps is a great advantage. It enables experienced users to create their own interactive reports and automate certain routine tasks.
How do you evaluate the support and overall collaboration with the OKbase team?
It is at a very professional level. For us, communication with the hotline is important, but so is our relationship with our dedicated account manager, who takes care of us. When we have a new request, consultations often reveal that either the functionality already exists but we haven’t utilized it yet, or it is already planned for development. It’s great to see that the system is continuously evolving, adapting to new legislation, and responding to our needs.
How do your employees specifically use OKbase?
The accessibility of OKbase for employees and managers across various devices and operating systems via the web self-service portal is crucial for us. Employees most often access the system from their mobile phones, but they can also log in from a computer, tablet, or terminal. Everyone submits requests for vacation, doctor’s visits, business trips, and other work-related absences electronically. They also use the system to order meals, track their consumption from vending machines, and check their work shifts. More than 90% of our employees receive their payslips electronically, which significantly saves time and reduces paperwork.
What feature would you recommend to others as a standout function of OKbase?
My colleagues highly appreciate the streamlined digital communication with government offices directly from OKbase, so I would definitely highlight the e-podání (e-filing) feature. Personally, I would also mention the registration form (UFO), which we send to potential employees via email. This has significantly improved our onboarding process. The automatic transfer of personal data from the form into OKbase saves us an enormous amount of time. In the first six months of 2024, we hired 70 new employees—you can imagine the amount of administrative work involved. Any automation that saves time is a huge advantage, and this feature has been invaluable.
What are your future plans in this regard?
Our goal is to take the next step in digital transformation. We aim to implement a fully paperless HR and payroll system, although we know from experience that every change comes with strong reactions from users until they adapt to new habits. We also plan to expand integration with recruitment and introduce electronic contract signing, which would further streamline our processes. Additionally, we are exploring the potential of AI in HR, which we see as the next big step toward the future of human resource management.
Are you interested in experiences with OKbase from other well-established companies? Check out more success stories:
…from the manufacturing company Aperam
…from the researchers at Eli ERIC
…from the manufacturing company Toyoda Gosei Czech
…or from top service provider Rohlik.cz – watch the video and presentation on how they gradually digitalized their HR processes.