Overview
MyData-TRUST needed to optimize their use of Zoho People, as their existing setup was creating more friction than efficiency. The HR team faced numerous manual and repetitive tasks, multiple conflicting sources of information for HR data, and inefficient communication channels. This situation increased the risk of human errors and left them without a structured system for evaluations or performance cycles. Rather than streamlining operations, Zoho People in its current state was slowing the team down, making HR processes heavily reliant on constant human vigilance, and limiting opportunities for growth and strategic decision-making.
Executive Summary
MyData-TRUST is a specialized company dedicated to Data Protection services exclusively for the Life Sciences sector. Their multidisciplinary team—comprising Data Protection Officers (DPOs), legal experts, and cybersecurity specialists—covers every aspect of data protection. The company offers a comprehensive range of services, from compliance audits to annual DPO subscription plans. Whether assisting with sensitive data collection or helping organizations meet GDPR and other regulatory requirements, MyData-TRUST provides tailored guidance to ensure full compliance.
With teams based in France, the UK, Romania, Belgium, Mexico, and the USA, the company serves a global clientele while maintaining deep expertise in the regulatory landscape of each region.
Problem Statement and Key Challenges
Managing teams across six countries, MyData-TRUST faced significant challenges in optimizing Zoho People and streamlining the management of HR-related data. The existing processes involved heavy manual handling and repetitive actions that consumed valuable time and resources. This reliance on manual work not only slowed down operations but also increased the risk of costly human errors.
HR information was dispersed across multiple sources, making it difficult to establish a single, reliable reference point. Communication inefficiencies further hindered the smooth flow of information between teams, impacting collaboration and overall productivity. The lack of automation and centralization limited the ability to operate efficiently at scale, making it clear that a more cohesive and streamlined approach was needed to support both day-to-day operations and long-term growth.
Evaluation of the Problem
The evaluation began with a comprehensive diagnosis designed to uncover the root causes of MyData-TRUST’s HR management challenges. This process combined in-depth client meetings, targeted questionnaires to identify pain points, and a thorough review of documentation provided by the client. An audit of the company’s current use of Zoho People was also conducted to assess both the system’s configuration and its alignment with operational needs.
For each gap identified, the analysis linked it directly to the relevant Zoho People feature that could address it, while also noting any inherent limitations. All findings were meticulously documented and organized into a detailed presentation, providing MyData-TRUST with a clear map of issues, proposed solutions, and the potential impact of implementing those solutions.
Proposed Solutions
To address the identified gaps, a comprehensive set of recommendations was made to optimize Zoho People and align it more closely with MyData-TRUST’s operational needs.
- Employee Profile Module: Personalized to include all relevant employee information, particularly trigger- or condition-based data such as probation end dates, new assignments, and employment type. Introduced country-specific conditional fields for total compensation benefits, linked to pre-associated currencies for easier analysis. Ensured field and dropdown consistency for seamless correlation with Okta integration. Configured access rights according to user profile types.
- Organizational Structure: Updated departments, department heads, job titles, and hierarchical relationships. Revised user types and adjusted access levels to ensure proper information governance.
- Leave Management: Created country-specific vacation policies with clear, systematic rules; established flexible leave banks for exceptions; and optimized approval workflows for leave requests.
- Performance Management: Designed a flexible evaluation framework adaptable to software limitations and future growth. Established predefined evaluation cycles, configured role-based access, and considered different approaches including goals and reviews, competency sets, KRAs, or partial integration with Zoho Forms.
- Automated Communications: Implemented automated notifications and information sharing linked to configurations across modules, ensuring fluid information flow and reducing manual follow-up.
Implementation
The implementation was carried out in several structured milestones to ensure a smooth transition while safeguarding historical data. One of the key challenges was an additional data migration: transferring the history of previously submitted leave requests into the newly improved leave policies, and importing data from another system into Zoho People. This required close coordination with MyData-TRUST’s regional teams, whose cooperation was instrumental in managing changes and preventing errors.
The process included:
- Configuration and optimization of the Employee module fields and layouts.
- Review of existing configurations, analyzing applicability of rules and policies by country and contract type.
- Full data backup prior to any modifications.
- Redesign of leave policies according to each country’s specific requirements.
- Testing phase with representative users from different profiles and countries, creating detailed scenarios and tracking results.
- Validation meetings between Cofinia and MyData-TRUST to resolve discrepancies.
- Phased deployment, gradually activating rules and monitoring each stage.
- One-month post-deployment monitoring to ensure correct functioning of calculations, integrations, and processes.
This structured approach maintained data integrity, minimized disruption, and established a strong foundation for sustainable HR process improvements.
Results
The optimization of Zoho People at MyData-TRUST transformed HR operations across six countries, replacing manual, error-prone processes with streamlined, automated workflows. Centralizing HR data into a single, reliable source eliminated duplication and confusion, while automation reduced repetitive tasks and the risk of human error.
These changes enhanced operational efficiency, improved cross-regional collaboration, and increased transparency in HR processes. Communication became faster and more accurate, enabling the HR team to focus on strategic initiatives rather than administrative tasks. The project lead from the client’s side evolved into a Zoho People superuser, embracing the platform enthusiastically and championing its use across the organization. As a result, MyData-TRUST now enjoys smoother, stress-free HR management that better supports its internal teams and overall business growth.
