Fully digitized recruitment, GPS and FaceID attendance across multiple branches, online approval of requests and automated payroll for the many specialized shift patterns found in construction and services.
1. Business Context & Challenges
Vinh Phat Holdings manages many complex shift patterns (split shifts, night shifts, remote site allowances) for 3,000 employees across 25 construction sites and branches nationwide:
1.1. Fingerprint attendance unsuited to construction sites
Dust and workers' gloves often prevented traditional fingerprint scanners from recognizing employees, leading to drawn-out attendance disputes between workers and site supervisors.
1.2. Complex payroll taking up to 7 days of manual consolidation
The C&B team had to export Excel files from dozens of devices and merge them by hand, creating a high risk of payroll errors and delaying salary payments to employees.
1.3. Cumbersome paper-based leave and overtime requests
Paper approvals took 2-3 days to circulate, making it hard to schedule shifts directly on fast-paced construction sites.
2. SUDO's Tailor-Made Solution Architecture
Sudo built a comprehensive HRM ecosystem on Web & Mobile App platforms dedicated to employees and managers:
2.1. FaceID AI attendance combined with GPS geofencing
Employees clock in on their own phones using AI facial recognition that blocks photo spoofing, and check-in is only allowed within a 100m radius of an authorized site or branch.
2.2. Formula Engine for real-time automated payroll
A dynamic payroll formula configuration engine flexibly handles allowances, commissions, personal income tax and social insurance, and automatically runs payroll for 3,000 employees in 15 minutes.
2.3. Employee Self-Service mobile app
Employees can check their daily timesheets, submit leave requests, request shift swaps and view PIN-protected payslips on their phones.
2.4. Multi-level RBAC permissions and secure Audit Log
Strict permissions follow the organizational chart, and the full history of attendance data changes is logged to ensure complete transparency.
3. Measured Results & Before-and-After Comparison
After 4 months of deployment and full handover, the project delivered clear digital transformation value:
- Payroll consolidation & closing time: Reduced from 7 working days to just 6 hours, fully automated (80% less time).
- Attendance error complaints: Down from 12% to below 0.8% thanks to transparent, real-time data in the app.
- Leave / overtime approval time: From 2-3 days of paper approvals to under 3 minutes on the mobile app (50 times faster).
- Digitized processes: 100% Paperless, eliminating the annual cost of printing paper forms entirely.
4. What the Client's Leadership Says
"Sudo's tailor-made HRM software has completely freed our HR team from endless Excel spreadsheets. On the 5th of every month, all 3,000 of our employees receive detailed payslips on their phones, with no more delays or disputes."
Mr. Nguyen Van Vinh, Deputy CEO of Operations, Vinh Phat Holdings
5. Strategic Recommendations for Mid-Sized & Large Enterprises
- Large-scale HR management must move to a Mobile Self-Service model: It empowers employees and takes as much load as possible off the HR department.
- Payroll formulas should be designed as a flexible engine: Ready to adapt when internal allowance policies or tax laws change, without any reprogramming.
- Secure HR and salary data to ISO 27001 standards: Ensure strict access control and prevent leaks of sensitive data.
