DLM Limited, which encompasses the extensive Hawkeye group of companies, Hawkeye Electronic Security Limited, Hawkeye Specialised Solutions Limited, and Ranger Protection and Security Company Limited, operates across a highly demanding security industry landscape. With a workforce approaching 3,000 employees, the scale of the company’s HR needs was immense. However, their existing technology and processes were failing to keep pace.
The management team, in its effort to ensure greater efficiency in its processes, made a decision to onboard a new HRMS. Mrs.Pashique Palmer-Williams, joining as the Group Human Resource and Administration Manager on February 1, 2024, was tasked with the onboarding of this system as the company recognized the importance of systematically its most critical asset, its people, which was being compromised by inefficiency and outdated systems.
The Challenge: The Hidden Costs of Unreliable Data and Paper
The core pain point stemmed from the legacy HR management system, which was fundamentally inadequate. The system required complex, multi-step processes for even simple data updates, leading to a critical breakdown in data integrity.
“The system was inadequate because the information was not up to date... We were using a system in place that really wasn't working for us. So that had us having manual processes alongside an HRMS, which saw duplication of processes and productivity loss."
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Data Validation Crisis - The previous system necessitated managing parallel databases in Excel sheets and manual systems just to capture reliable information. Validating HR data became a protracted, resource-draining effort.
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The Paper Avalanche - Managing nearly 3,000 employees generates enormous volumes of paperwork, particularly for leave requests, sick days, and vacation time. This burden was entirely on the HR team.
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Logistical Failures for Remote Staff - Given the nature of the security business, many Hawkeye employees are stationed remotely. Using a physical paper-based process meant forms could be "lost in transit," creating constant friction and compliance issues.
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Lack of Managerial Insight - Supervisors and managers had no direct access to critical employee data (like tenure or transfer history). They had to contact HR constantly, creating unnecessary transaction volume and slowing down crucial operational and promotional decisions.
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Complex Employee Requirements - The company had two distinct working hour requirements: administrative staff working fixed 8-hour shifts and the majority of security officers working 12-hour shifts. The HR system needed the flexibility to accurately manage leave accruals and approvals for both groups.
It became clear that DLM Limited needed a solution that was not merely a repository of data, but a dynamic system capable of automating processes, maintaining data accuracy effortlessly, and catering to the unique, large-scale needs of a 24/7 security operation.
The Solution: A Flexible, Client-Focused Partnership and Implementation
DLM Limited undertook a careful market evaluation, considering several leading HR systems, including SuccessFactors and BambooHR. Pashique Palmer-Williams’ prior positive experience with OrangeHRM gave it a significant advantage, particularly because she would be the lead internal system manager. The combination of OrangeHRM’s robust functionality, pricing structure, and the familiarity of a proven system led to its selection.
Implementation Defined by Patience and Collaboration
The implementation process, led by the OrangeHRM team, was marked by its patience and dedication, which was vital given the complexities of migrating and validating data from Hawkeye’s disparate systems.
“The implementation process was very good, actually... I think one of the best parts of it was the implementation consultant’s patience with us. We had a lot of information that we needed to compress into a system... I appreciated the hand-holding. I appreciated the accessibility. I could drop an email, drop a WhatsApp, and get back a response quickly.”
The OrangeHRM implementation officer worked closely with Pashique to compress information pulled from both manual and automated sources, ensuring all legacy data was clean and validated, a process that Hawkeye’s internal team took the time to get right.
A System That Listens and Customizes
A key differentiator for OrangeHRM was its responsiveness and willingness to tailor the solution to fit Hawkeye’s specific, highly complex operational requirements.
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Addressing the 8-Hour vs. 12-Hour Staff - The system was customized to handle two distinct sets of working hours (8-hour admin staff vs. 12-hour security officers), ensuring that leave day calculations and reflections were accurate for both groups, a critical compliance requirement.
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Rapid Mobile Feature Delivery - Hawkeye identified that the mobile application, essential for their remote workforce to access HR services, initially lacked a necessary feature. This was reported, and OrangeHRM’s production team included the necessary feature in a subsequent version, demonstrating agile client listening.
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Prioritizing Optimization Over Upselling - In a meeting regarding potential module additions, an OrangeHRM executive advised Hawkeye to hold off on adopting a new module, like time-tracking, until the core modules were fully utilized and optimized.
“I really want us to get the modules that we already have perfected working for you... before we go ahead and take on another module. I thought that showed particular interest in the client optimally utilizing the system.”
This strategic advice cemented the partnership, proving that OrangeHRM's focus was on the client's success and optimization, not just additional sales.
The Results: Data at the Fingertips and Operational Efficiency
Since going live, OrangeHRM has fundamentally changed how DLM Limited manages its HR operations, transforming the department from a paper-shuffling administration hub into a data-driven decision-making center.
Elimination of Paperwork and Streamlined Leave Management
The full utilization of the Leave Module directly addressed the paper crisis inherent in managing 3,000 employees.
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Instant Process Flow - The entire leave process, application, approval, and tracking, is now handled digitally within the system.
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Zero Loss of Forms - Since applications are online, the issue of physical forms being lost in transit, particularly from remote offices, has been eliminated.
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Massive Reduction in HR Burden:
“It has eliminated leave paperwork for the employees. I think that's excellent. You can imagine having a staff of nearly 3,000... That would mean a whole lot of paperwork for HR, which it has eliminated for us.”
Actionable Insights with Reports and Analytics
Pashique identified the Reports and Analytics Module as her favorite, emphasizing its power to shift the HR function from reactive to proactive.
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Decision-Making Data - The module provides instant data needed for strategic planning and informed management decisions, fulfilling the organizational requirement to value data.
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Information at Your Fingertips - Unlike the previous complex system, information is now "super easy" to retrieve and update, ensuring data integrity is maintained effortlessly.
Empowering Managers and Employees via the Employee Management Module
The Employee Management module was critical in decentralizing data access, dramatically reducing transactional requests to the HR department.
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Manager Self-Service - Supervisors can now readily access information on their team members, such as length of tenure, directly within the system.
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Reduced HR Transactions:
“Some of those transactions have lessened because they are able to pick up that information themselves. So that’s a good thing for the employment module.”
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Mobile Accessibility - The OrangeHRM mobile application provides team members with the "access at their fingertips" they require in the security industry, facilitating easy leave applications and personal data updates.
Leveraging the Survey Module for Feedback
DLM Limited is already utilizing the Survey Module to gather crucial employee feedback. They have successfully launched surveys to the administrative staff, performed the necessary analysis, and presented the results to executive management, proving the immediate value of this tool for organizational insight.
Future Expansion: Performance Optimization
With the core modules optimized, DLM Limited is preparing for the full launch of the Performance Module in February 2026, aligning with their annual appraisal cycle. The groundwork for KPI input is currently underway, demonstrating a methodical and optimized approach to leveraging the platform's full capabilities.
A Highly Recommended, Future-Ready HR System
Pashique’s experience confirms that OrangeHRM is not just a technology provider, but a dedicated partner focused on optimizing client operations. Despite having just launched, the system has already delivered significant efficiency gains and strategic data insights.
When asked to rate the system on a scale of 1 to 10, the response was definitive:
“Oh, certainly, definitely a 10. Definitely a 10. I feel like OrangeHRM can be used for small businesses, medium-sized businesses, and large businesses. It works for you, and the system can be tailored to your needs... The entire team comes together and makes it work, finds a resolution, and that’s something that’s important for any system that organizations want to use.”
The partnership has successfully equipped DLM Limited to manage its complex, large-scale workforce efficiently, ensuring the company remains agile and data-driven as it continues to grow.
“If something works, it works. I am happy that this organization has decided that data and how we treat data are important. We chose a system that works for us, and the fact that the system is not standing still, you continue to innovate, and that means that you’re able to move with the changes that we want to make as well.”
Find out how OrangeHRM can make a difference to your organization with a FREE demo here.