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Clients

Our client base encompasses hundreds of foreign and Japanese companies. With experience in multiple industries, we have the solutions, services and experience you need.

In nearly two decades of providing HR Services & Solutions, we have helped clients improve their HR processes and services.

Our experience of working with a wide range of companies, from large multinational corporations to local small and medium enterprises has given us a great deal of perspective as to the variety of needs of our clients across many industries.

The following are Case Studies of work we have performed for Clients in various industries and in various companies.

Case Study: HR Consulting

Client: Major global firm.
Issue(s): In 2005, the Japan Government's Labor Standards Inspection Office (“LSIO”) sought to audit Client for alleged violations of Article 37 of the Labor Standards Law regulating overtime payments to employees.
Our role: Our Human Resources (“HR”) consultants were engaged to assist Client work through the LSIO audit process and settle this matter as soon as possible.

CVi's Contributions

Working with Client's HR, Legal, and Compliance Departments, CVi's professionals performed an internal review of its employee attendance and overtime payment records, prepared the necessary documents for the LSIO's review, joined the LSIO's on-site inspection, and prepared an Action Plan to address all issues raised in LSIO's subsequent Corrective Action Request. As part of such Action Plan, our professionals recreated missing attendance records from security access card in/out data, calculated the corresponding overtime working hours, and then recommended new procedures and processes to prevent similar problems from recurring.

Outcome

Client successfully settled with the LSIO. Whilst such a settlement would normally have involved the payment of overtime allowances deemed to have been owing as a result of the LSIO audit, Client was not required to make any such retroactive payments after our professionals successfully demonstrated that any such overtime amounts owing to the relevant employees had been more than off-set by discretionary amounts that they had already received from Client.

During the LSIO audit, Client management came to realize that complexities in the way it structured and paid a significant number of its employees meant that calculating salary, overtime and bonus payments required a much more specialized understanding of Japan's labor and social insurance laws and regulations than could be expected of its own HR Department, which had a much broader scope of duties and objectives. As a result, CVi was engaged to calculate and file with the relevant authorities required information on each Client employee's pay, pension plan and entitlement to other benefits.

Through professionals based in both Client's offices as well as its own, CVi has been providing services to Client on a continuous basis since 2005. In particular, we assisted it in completing complex dual payroll and Year-End adjustment calculations for over 1,300 employees during its transition from a Branch Office to a Joint Stock Company in 2006, and in transitioning payroll management of some 1,500 employees when that Joint Stock Company was acquired in a transaction in 2008.

Case Study: Payroll Outsourcing

Client: Global financial services firm.
Issue(s): When the contract with its then payroll services provider ended in 2009, Client needed a replacement that could offer a seamless and error-free transition (i.e., be able to set up quickly and customize its services to meet Client's particularly complex requirements).
Our role: Our Business Process Outsourcing (“BPO”) group was awarded a contract to take over all of Client's payroll, following Japanese regulations and complex requirements, after demonstrating our ability to take over such work quickly and accurately, and our clear process for implementing Client's specific customization and functionality needs.

CVi's Contributions

CVi's professionals worked closely with Client to transition services from the previous vendor and to institute new, efficient business processes according to the Client's requirements. Our BPO group made use of our own “Cloud Application”(PayrollPro) to handle Client's complex salary and bonus calculation requirements and so reduced the workload on Client's Human Resources (“HR”) Department in dealing with such matters. In addition, we introduced a second such application (AttendancePro) to improve Client's ability to accurately track employee attendance and manage overtime scheduling.

CVi also integrated its “Cloud Application”(PayrollPro) that was being used by Client with its world-wide personnel systems to enable automatic transfers of employee personal data and payroll information as well as to provide consolidated and segment reports across several related group companies.

Outcome

In addition to successfully out-sourcing its payroll requirements to CVi, Client has been able to realize an improvement in its internal HR processes, and provide a new, full-featured, attendance-tracking and vacation management system to its employees.

Over the years, Client has continued to expand its use of our services beyond Payroll BPO and “Cloud Application” (AttendancePro): for example, Client has subscribed for our Helpdesk service (enabling its employees to seek advice from our staff over the telephone).

Case Study: Process Optimization and Application Customization

Client: Major Japanese financial services institution.
Issue(s): In 2009, Client sought to reduce its Human Resources (“HR”) labor and information technology costs by exploring changes to internal processes as well as out-sourcing of functions.
Our role: We were awarded a contract to provide HR Consulting and Business Process Out-sourcing (“BPO”) services, as well as to customize our services to meet Client's specific requirements.

CVi's Contributions

CVi reviewed Client's HR processes, identified areas for improvement, and proposed new, optimized work-flow processes to streamline operations.

Similarly, our Information Technology group evaluated Client's system and software requirements, and proposed a customized solution that included;

  • (a)segregated networks for higher security
  • (b)“single sign on” to allow employees to seamlessly access our Cloud Applications from Client's own network
  • (c)use of our AttendancePro Cloud Application to manage and monitor shift work scheduling
  • (d)automatic data interchange between our AttendancePro and PayrollPro applications and Client's SAP system to reduce manual data entry so as to increase speed and accuracy of information flows

CVi instituted new operations flow that provided both on-site and off-site HR services. This improved communication and allowed for closer collaboration between Client's personnel and CVi. It also maximized efficiencies in handling the full scale of its HR needs.

Outcome

Client achieved a significant improvement in the productivity of its HR Department by streamlining operational processes and introducing automatic data exchange for significant parts of such processes.

Our BPO group continues to provide Client with cost-effective on-site and off-site services using secure and dedicated PCs and network connections to ensure data security and privacy.

Case Study: AttendancePro Time Sheet

Client: Data center operator.
Issue(s): In 2009, Client sought to deploy a new system to track how its employees at different locations made use of their time at work, to record not only total work and overtime hours, but also break-downs of the work-day on a per-project basis for ease of billing as well as for analyses of costs and productivity.
Our role: Client selected our AttendancePro Cloud Application as the one meeting most of its unique needs, with the balance of its requirements being met by our ability to provider Client-specific extensions to our base offering.

CVi's Contributions

CVi's Solutions Consulting team deployed AttendancePro across Client's entire organization, from employees at headquarters to those working at various facilities. To support its requirement for continuous 24 x 7 operations throughout the entire year, additional shift management functions and custom reports were added to simplify work schedule management and help Client to ensure that minimum staffing levels are always maintained to meet its service level commitments to Clients.

Simultaneously, our Software Development team interviewed key stakeholders and users to understand and document Client's project management needs, and designed a customization to AttendancePro that allows employees to collect, manage, and report on per-project work hours.

Outcome

Client was able to quickly recognize the benefits of our service, with its additionally required project management features taking a further 2 months to be incorporated into AttendancePro. Once deployed, its employees were able to easily input accurate and detailed status reports of actual project work hours.

The flexibility of our AttendancePro Cloud Application enabled us to offer this Data Center Operator a solution that met all of its requirements but with significant savings in both implementation time and costs when compared with a complete bespoke software development project.

Case Study: AttendancePro Card Readers

Client: Luxury hotel management company with locations throughout Japan.
Issue(s):

In 2009, Client wanted to standardize time and attendance management across its entire chain of hotels and to institute an automatic means of accurately tracking employee working hours.

Client's requirements are complex because it needed a sophisticated shift scheduling application to;

  • (a) support 24-hour operations across a number of hotel departments
  • (b) verify compliance with Japanese Labor Standards and regulations regarding working hours and overtime
  • (c) produce company-wide labor reports and analyses
In addition, such an application had to be flexible enough to take into account special rules and practices governing operating requirements such as work and holiday scheduling and overtime criteria that only applied to specific hotels.

Our role: CVi was engaged to provide Client with a solution after demonstrating how our AttendancePro Cloud Application could be adapted to meet all of its needs.

CVi's Contributions

CVi was able to deploy a common solution across the Client's locations, providing its corporate Human Resources (“HR”) Group with standard reports from each hotel, while enabling management at each location to customize shift patterns needed to adjust to particular scheduling requirements and/or to take account seasonal fluctuations in staffing requirements.

We also implemented a means of automatically collecting hotel employee in/out times by integrating our AttendancePro Cloud Application with an access card and card reader system installed in each of the hotels. This enabled accurate, to-the-minute record-keeping as well as easy “capture” of attendance data from employees who do not have regular access to personal computers.

Outcome

Beginning with a 2-location pilot program, our system has since been rolled out by Client to over a dozen of its locations covering in excess of 3,000 employees.

By offering services under a cost-effective “Cloud” model that charges by the extent of actual monthly usage, Client has been able to avoid the high fixed costs associated with commissioning and thereafter maintaining a custom-developed solution. Instead, it now has a solution the cost of which adjusts to match each hotel's high and low season revenue fluctuations.

Our solution has significantly reduced the work of both Client's employees at participating hotels as well as its corporate HR Group. Furthermore, the standardization of processes and reports across various hotels has enabled such HR Group to better understand and analyze the labor costs for each location, improving corporate oversight and allowing them to more easily verify compliance with Japanese Labor Standards and associated regulations.

Case Study: Integrated HR Services

Client: Japanese State-owned financial services firm.
Issue(s): In 2009, when customization of its existing enterprise resources planning or “ERP” system proved too costly for its budget, Client sought a new employee attendance tracking and payroll system together with payroll outsourcing services that would enable it to adhere strictly to specific Government rules regarding salary, overtime and bonus calculations, and deal with the added complication of operating a completely separate payroll system for workers seconded from industry and Government agencies.
Our role: Having demonstrated to Client our understanding of its requirements and our ability to meet such needs by customizing our AttendancePro Cloud Applications and PayrollPro BPO services, CVi was awarded a contract to provide the required services to Client.

CVi's Contributions

CVi's solution combined the use of automated, Cloud Applications with the provision of professional services. For example, AttendancePro work hours and overtime tracking was integrated with PayrollPro to automate and greatly simplify the determination of employee pay entitlements and Social Insurance obligations whilst a Helpdesk service was also provided to enable Client's employees and seconded workers to seek advice via the telephone directly from CVi's professionals.

As an Incorporated Administrative Agency, the Client's salary levels, overtime patterns and bonus calculations are fixed by law and vary dramatically from those in the private sector. As a result, overtime on special holiday, vacation and absence adjustments to bonus payments, support for bonus payment periods not aligned with calendar months, and special insurance provisions for Government employees were added to AttendancePro and PayrollPro. In particular, PayrollPro's flexibility was shown in its ability to define different bonus calculation rules depending on employee type.

Outcome

CVi's unique solution enabled Client to meet its up-front project budget as well as on-going operating cost targets. Operationally, our Business Process Outsourcing group involvement has enabled Client to effectively manage a near 20% annual turnover including seconded staff and to reduce workload on its Human Resources Department by empowering employees to automatically print out their own pay-slips online.

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