Making the leap from a legacy-code to a flexible HR solution: the story behind VMS 365 project

As a dedicated software development teams provider, we work with clients in various stages of their companies’ evolution. Some are building custom software for the first time, while others are interested in extending their existing ones or refresh their functionalities.

If you have already read the article on how the Tourpaq project evolved – one of the longest-running Roweb projects with dedicated teams – you had the opportunity to see an example of how we developed a complex solution based on concrete technical requirements.

This time you’ll discover the story of another project – VMS 365 – that has been rewritten from scratch for providing a whole new user experience: flexible and developed with users’ needs in mind.

A few years ago, we started working with our client – nGage – to extend features and optimize an existing HR solution.

BECOMING OUR CLIENT

When Tim first came to us, he was dealing with a deadlock in optimizing the HR solution nGage was using: the former provider was reluctant to continue the project at the new quality standards.

The initial solution was created based on a framework that wasn’t built to support complex solutions like the needed one.

This mismatch impacted the project’s performance:

• some pages from sites had plodding speed (5-10 minutes);
• the website design was outdated and too complicated.

Based on these challenges, the development and implementation could no longer be postponed – on them depended the efficiency of an internal and external structure and processes.

The previous experience made Tim more aware of the urgent need to find a software company for long runs developments and adapt to dynamic requirements and objectives. For avoiding any additional risks, he asked for recommendations.

Gauge – another Roweb client with whom we had been working on several innovative talent management solutions – recommended us as the best fit for his needs.

THE MAIN LEAP FROM BOTTLENECKS TO TECH SOLUTION

After a series of discussions and meetings (during which Tim presented the product, its requirements, and its flaws), we were ready to make possible all the knowledge transfer and take over the project.

Our optimization plan was built around 2 approaches:

• Improve the current solution through modern programming techniques (caching, async loading, etc.) for turning the software into a functional one for the production stage;
• Rewrite the entire project and create a whole new solution (from scratch), able to respond to all the client’s needs and expectations.

To accomplish these objectives, we’ve created a flexible, dedicated team architecture (that allowed us to adjust the team size and roles as the project progresses from one stage to another).

 

PHASE 1: MANAGING THE LEGACY CODE

In only a few days after the project presentations (during multiple discussions), our project manager, Sorin, matched fast the client’s business objectives with the right technical solutions and helped to break out what Phase 1 of the software re-development would be: rewriting everything from scratch.

Rather than reusing the initial code and adjusting it to contextual needs (which would have been time-consuming but also risky and inflexible for further developments), Sorin and the team decided that the best approach is to rewrite the entire project. So we’ve created a whole new solution (from scratch), able to respond punctually to the new requirements and standards.

 

ADJUSTING OUR APPROACH TO DYNAMIC OBJECTIVES

Although the initial project brief integrated a series of specific requirements, while evaluating the project’s complexity, we were more and more aware that the objectives will change along the way.

Having extended experience in similar projects, we knew that we have to keep our tech approach flexible for adapting fast and easy to new changes.

PHASE 2: IMPROVING PLATFORM’S PERFORMANCE

nGAGE needed an enterprise application that would facilitate multi-level invoicing and talent management for non-permanent recruitment.

• Internal users’ needs & expectations – less time invested in repetitive processes and activities;
• External users’ needs & expectations – more dynamic communication and greater responsiveness from nGAGE.

We optimized the software and completely changed the user interface in terms of design and usability. The main challenge was the high volume of legacy code that needed to be replaced. The key result: we created a fast, high performing, and easily manage/use vendor management system that includes:

• candidates’ profiles management;
• message board;
• jobs’ submissions, approvals, outsourcing status, locations, and rates;
• placements’ status, starting and ending dates;
• timesheets, time logs, and approvals;
• invoices – payment info, no. of hours, rates, expenses, shifts, and approvals.

 

EXTENDED COLLABORATION ON NEW PROJECTS

VMS365 was only the beginning of a long-lasting professional relationship. Quoted as an ongoing successful collaboration, VMS 365 was a gateway to further developments. Based on this experience, Tim decided to rely on our experience for other digital projects, too.

An illustrative one is the GDPR-compliant we developed for nGage. The first 6 months nGAGE worked on the project internally, then it was taken over by Roweb. We overcame the client’s expectations through a seamless takeover of the internal project and turning it into a functional solution.

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