The Client

Our client, a real estate brokerage with extensive operations across multiple U.S. states, faces a significant challenge with its payroll system. With a diverse, multi-level workforce, the company processes a large volume of data each month from transactions, recruitment, allowances, and bonuses.

The existing system relies on diverse, unstructured, and scattered data from various internal systems, fragmented reports, emails, and spreadsheets. This makes monthly payroll processing complex, time-consuming, and resource-intensive.

To address this, the client sought a solution to enhance processing speed, ensure transparency, and provide data traceability. We collaborated with them to deliver value by implementing a data pipeline and payroll automation solution. Our goal was to standardize data, eliminate repetitive manual processes, and generate reports quickly.

In addition, we designed an administrative dashboard that provides a comprehensive overview with the ability to drill-down into specific details. This ensures transparency, easy access, and supports management in making more accurate decisions. The solution focuses on optimizing time and saving resources, building a flexible data platform that clients can actively monitor and verify for long-term management and planning.

The Challenge

Despite its impressive scale, the platform faced two critical challenges that impacted its competitive edge and operational efficiency:

• Large, fragmented data from multiple sources and formats.
• Complex calculation logic that changes monthly, requiring timely updates and adjustments.
• Post-feedback adjustments were time-consuming for data retrieval and review.
• Manual payroll processing took several weeks and was prone to errors due to large, diverse, and scattered data.
• Lack of an overview tool for leadership to monitor and make quick decisions.

The Solution

CCDS implemented a Payroll Automation system based on a data pipeline with the following key components:

• Data Integration: Collected and standardized data from multiple sources (Excel, Google Sheets, internal databases, and web systems).
• Automated Processing: Developed logic and processed payroll data using programming code; flexible to update logic, handle monthly exceptions, reduce manual effort, and save time.
• Automated Reports: Automatically generated and distributed PDF payroll reports to each management level on a recurring basis.
• Database Management: Built a database for long-term management and systematic data retrieval.
• Custom Dashboard: A Looker Studio dashboard to visualize payroll costs; providing multi-dimensional drill-downs by region, contract, and time.
• Proactive Tracking: Provided a Sheet to document the process, calculation logic, and updates, allowing the client to proactively monitor, verify, and manage the data.

The Result

• ⏱ Payroll Cycle: Reduced from 1 month to 1 week.
• ✅ Accuracy & Consistency: Eliminated manual errors, with stable and flexible calculation logic to handle exceptions.
• ⚡ Fast Response: Adjustments and report re-issuance could be done on the same day.
• 📊 Transparency: Centralized data allows the client to proactively track and retrieve information.
• 📈 Efficiency gains: significant time savings each month, with executives supported by real-time data to monitor costs and make informed decisions.