CLIENT OVERVIEW
Our client is a leading global provider of customer experience (CX) solutions and technology, with offices across 40 countries and 6 continents. Founded in 1983 in the Philippines, it is now the top IT-BPM employer in the country, with approximately 110,000 employees working from 46 sites.
PROBLEM STATEMENT
In 2024, the Bureau of Internal Revenue (BIR) of the Philippines mandated that all BIR Form 2316 submissions must include both employer and employee signatures, as clarified in Revenue Memorandum Circular (RMC No. 29 – 2024). This new requirement posed significant challenges for our client, which needed to process BIR Form 2316 for 110,000 employees across 46 sites. The main challenges included:
- On-site Facility Consultancy
Employees work in three shifts, necessitating complex coordination for form distribution, review, acceptance, and signing. - Compliance Requirements
Each employee must personally review, accept, sign, and print their names on the BIR forms by February 28, 2025. Failure to meet this deadline would result in a penalty of PHP 1,000 per unsigned employee - Logistic Hurdles
The decentralized nature of operations and the high volume of employees intensified the challenge, requiring a comprehensive and streamlined solution to ensure compliance and efficiency
SOLUTION
Crown Philippines proposed a cloud-based Digital Signature solution tailored for BIR Form 2316 submissions. This secure, traceable, and efficient system was designed to obtain bulk employee signatures, ensuring that BIR Form 2316 is signed, stored, and submitted digitally. The solution streamlined compliance and reduced administrative burdens.
IMPLEMENTATION
1 Assessment and
Planning
Crown Philippines conducted a thorough assessment of The Client’s existing processes and requirements, developing a detailed implementation plan.
2 Customization
The Digital Signature system was customized to align with The Client’s workflow and compliance requirements, integrating seamlessly with existing HR and payroll systems.
3 Training and
Support
Extensive training sessions were provided for The Client’s administrative staff, along with ongoing support to address any issues during the transition period.
4 Deployment
The system was deployed in phases to ensure minimal disruption to The Client’s operations, with continuous monitoring and feedback loops established to refine the system further.
KEY FEATURES OF THE SOLUTION
Advanced
Security
- End-to-end encryption
- Passed VAPT assessment
- Two-factor authentication
- Unique, non-replicable signatures
Multi-platform
Support
- Web-based solution accessible on multiple platforms (desktops, mobile devices, etc.)
- Data accessible anytime, anywhere
Easy
Integration
- Seamless integration with other systems
- User-friendly interface
Customizable
Workflows
- Tailored signing processes to specific needs
- Bulk signing capabilities
- Audit trail for every document signed
RESULTS
- Efficiency: The Digital Signature system significantly reduced the time required to process BIR Form 2316, allowing The Client to focus on core business activities.
- Accuracy: The automated system minimized errors associated with manual processing, ensuring accurate and timely submissions to the Bureau of Internal Revenue (BIR).
- Satisfaction: The Client reported high levels of satisfaction with the implementation process and the end results. The system’s ease of use and reliability were particularly appreciated.
- Compliance: The solution ensured full compliance with local tax regulations, reducing the risk of penalties and enhancing The Client’s reputation with regulatory bodies.
CLIENT TESTIMONIAL
We are extremely satisfied with Crown Philippines’ Digital Signature solution. It has transformed our administrative processes, making them more efficient and error-free. The support from Crown’s team has been exceptional, and we are delighted with the results.
The successful implementation of the Digital Signature system for The Client demonstrates Crown Philippines’ capability to deliver innovative and effective solutions tailored to client needs. This case study highlights our commitment to excellence and our ability to drive significant improvements in operational efficiency and compliance. Crown Philippines has a proven track record of delivering cutting-edge digital solutions that address complex business challenges. Our expertise in developing secure, scalable, and user-friendly systems is evident in the successful deployment of the Digital Signature solution for The Client. By leveraging advanced technologies and a client-centric approach, we ensure that our solutions not only meet but exceed client expectations, driving operational efficiency and regulatory compliance.
