YSF Medical Reduces Payroll Processing Time from One Week to Three Hours with Vital HCM

GSS Team Interview Highlights HR Digital Transformation in Manufacturing

At the end of each month, many small and medium-sized enterprises encounter a familiar yet challenging period. Payroll calculations, attendance verification, overtime, and leave records require repeated checks, often causing HR teams to work late while managers review the figures to ensure accuracy. This situation was all too familiar to YSF Medical.

We sincerely thank the GSS team for conducting an in-depth interview with YSF Medical and documenting our experience implementing the Vital HCM human resource management system as a successful example of HR digitalization in manufacturing. Through this feature, we are pleased to share our journey with other SMEs, demonstrating how internal management processes can be gradually digitalized even with limited resources and manpower.

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A Turning Point: From Paper-Based Management to Digital Mindset

As an orthopedic medical device manufacturer with over 30 years of experience in the industry, YSF Medical has consistently invested significant effort in quality systems and process management to ensure compliance with the high standards expected by both the market and our customers. However, as the organization has grown, the complexity of internal operations has increased accordingly.

In the past, many HR-related tasks depended heavily on paper-based records and manual consolidation. Payroll processing, attendance review, and preparation for labor inspections relied largely on manual work and individual expertise. While this approach was functional, it posed risks such as time consumption, a higher likelihood of errors, and limited flexibility, making it increasingly challenging to support the company's future operational pace.

This marked the beginning of our digital transformation journey. Instead of undertaking a full-scale overhaul from the start, we opted to focus initially on the HR processes that were the most time-consuming and pressure-intensive, thereby establishing a solid foundation for the company's broader digitalization initiatives.

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Practical Changes Following the Implementation of Vital HCM

A Transition from High-Pressure Month-End Tasks to a Streamlined Workflow

Before implementing Vital HCM, our HR team had to dedicate significant time each month to payroll and attendance processing. Repeated checks and individual verifications made month-end operations particularly stressful. After the system went live, these challenges were gradually resolved. Payroll processing, which previously took three to seven days, can now be completed in approximately three hours, while attendance review has been reduced from two days of manual consolidation to just a few minutes. As a result, overall operations have become more stable and predictable.

The Evolving Role of Human Resources After Process Stabilization

Beyond efficiency gains, the most notable improvement was the enhanced stability of HR processes. The time required to prepare documentation for labor inspections decreased from approximately eight hours to around three hours. HR operations are no longer heavily reliant on individual experience, as the system now facilitates data consolidation and management in a more structured and consistent manner.

As repetitive administrative tasks were gradually reduced, the HR team was able to redirect time and effort toward higher-value, long-term activities, including system optimization, talent development, and performance management. This shift represents one of the most significant changes we have experienced at YSF Medical.