Managing human capital in a large, international logistics company requires clearly defined processes that balance speed with consistent quality. Nova Post not only delivers fast and reliably — it also places strong emphasis on service, both for its customers and its employees. The company prioritizes transparency, accessible infrastructure, and support at every level of engagement. This commitment extends beyond customer service into internal management practices. Today, the NOVA group includes Nova Post in Ukraine, Nova Post Europe, Nova Global, the airline Supernova Airlines, the financial company NovaPay, and the IT company Nova Digital. As a result, Nova Post works with a massive team, whose growth demands a systematic approach. That’s why the company consistently invests in its people — in their training, development, support, and safety. Every year, Nova Post launches social initiatives and supports education, the environment, and healthcare. Since February 24, 2022, its long-standing social project “Humanitarian Mail” has evolved into a full-fledged humanitarian division, aiding both the military and civilians. This ongoing commitment demonstrates that social responsibility and investment in people are top priorities for Nova Post.
Implementing the SMART HCM & LMS solution was a natural next step in strengthening Nova Post’s human capital management. Transparent performance evaluations, effective talent pool development, and growth opportunities within a unified system are all part of a larger goal: growing together with their people. Want to learn how digital tools enhance human capital management — from training and performance reviews to recruiting automation? Explore all the details in this new case by SMART business and Nova Post.
What Were the Prerequisites and Key Objectives That Prompted the Search for a Unified Human Capital Management Solution?
In a company of over 30,000 professionals, human capital management must be not only scalable, but also convenient for everyone — from recruiters to team leaders. That’s what sparked the search for a single digital solution to consolidate and streamline essential HR tasks. Nova Post had a clear request: to find an out-of-the-box solution with built-in functionality that could immediately support several key areas — learning, recruitment, employee evaluation, talent development, and succession planning.
The company wanted to avoid time-consuming custom development and was looking for a system that would work out of the box — fast and efficiently, following the “start the engine and go” principle. At the same time, Nova Post understood that, just like with a new car, even a well-equipped system might still need adjustments — like tuning the steering wheel, mirrors, or seat to fit the driver. So flexibility for future customization to align with company-specific needs was also a must-have.
Additionally, HR processes had been scattered across different tools and platforms: some requests were handled in spreadsheets, performance evaluations were run through standalone apps, and surveys were managed using separate internal solutions. One of the key goals, therefore, was to find a platform with all the necessary modules in one unified workspace — and with integration capabilities to ensure smooth data consolidation across the company.
Another key driver for change was the need not just to automate, but to build a full-fledged ecosystem for managing employee growth. Every six months, Nova Post conducts a large-scale internal survey to understand who is ready to grow, who sees themselves in new roles, and who is prepared to take the next step in their career. Based on the results, the company forms its talent pool. But even if someone doesn’t make it into the pool right away, they’re given time and guidance to identify areas for improvement — whether it’s gaining new skills or completing specific training — to improve their chances next time. Since this process touches every specialist in the company, the new system had to support 30,000+ users. That meant the solution also needed to be powerful, scalable, and secure from a corporate data protection standpoint.
Another factor driving change was the need to upgrade the company’s learning platform. Nova Post already had an LMS in place, but as the company grew rapidly, the system fell behind in meeting modern requirements: it lacked mobile support, had limited functionality, and couldn’t provide on-the-go access to learning — via smartphone or tablet — which is critical for a logistics business, where many employees are constantly on the move.
With all that in mind, Nova Post chose the comprehensive SMART HCM & LMS solution by SMART business. First, it matched most of the company’s expectations right out of the box — offering modules for learning, recruitment, performance evaluation, and talent development. Second, the system could be rolled out gradually, allowing for the integration of new modules into existing processes without disrupting operations. And third, SMART HCM & LMS could be adapted to real-life scenarios within the company — with minimal customization — taking into account role specifics, functional areas, and user expectations.
Our people are Nova Post’s greatest asset. No product can work without them. That’s why our main goal is to support the growth of our specialists by providing them with the highest quality internal service. That’s exactly what the implementation of SMART HCM & LMS was all about.
How the Implementation of SMART HCM & LMS Went: Customizations and Challenges
The SMART HCM & LMS implementation at Nova Post was carried out in stages, with a focus on fast deployment, parallel user training, and flexible functionality tailored to the company’s evolving needs.
The implementation team on Nova Post’s side included learning and development specialists responsible for creating content, managing training programs, and populating the system. It also involved digital project managers, integration specialists, and representatives from recruitment and employee evaluation. This well-rounded team structure allowed everyone to speak the same language from the start — the language of processes, needs, and expectations.
Nova Post’s team began by conducting an internal audit and analyzing their HR processes. They then described these workflows in detail to the vendor — how things currently operated and how they should function in the new system. This preparatory work enabled the SMART business team to create a clear technical specification, ensuring the system could be effectively customized and configured to meet the company’s specific needs.
The next phase was joint analysis: a series of meetings helped align the project vision and avoid misunderstandings. Together with the client, the vendor clarified how best to configure the system to avoid excessive customizations. It was a two-way negotiation — identifying what the client could adjust on their end and what the SMART business team would configure within the solution. As a result, gap lists were compiled, outlining the required changes. Priorities were clearly defined: those critical for launch and others to be addressed in later automation phases.
The integration stage included functional testing and adapting the solution to the client’s technical infrastructure. Special focus was given to custom integrations. For example, system authorization via Google was refined, and integration with Nova Post’s internal master system for HR and payroll was completed. Looking ahead, Nova Post plans to bring all its systems together into a single ecosystem based on Microsoft Dynamics 365. Here, one of the key advantages is that SMART HCM & LMS is built on Microsoft technologies and easily integrates with the entire Microsoft product suite. This provides a solid technological foundation that allows the company to scale confidently, without concerns over process support.
Nova Post is currently building its processes to avoid unnecessary manual data transfers while maintaining data integrity and quality at every stage. For example, in recruitment, this means that data must be fully processed at each step: information about the position, job requirements, and candidates should be collected and passed on to the next system in a ready-to-use, value-added format. The same approach will later be applied to the performance evaluation process: each step should not only transfer data but enhance it. For instance, if the process begins with job requirements, the output should be a complete employee profile that includes evaluation results — enabling immediate decisions about development or rotation without the need for further clarification.
But the technical side is only one part of a successful implementation. The real challenge wasn’t just system configuration — it was shifting long-standing employee habits. This was especially true for recruiters, who initially found it difficult to envision how their familiar processes would work in the new system. It wasn’t enough to just provide training — it was necessary to show, in practice, how the solution would automate and enhance their daily work.
The demo sessions from the SMART business team were incredibly helpful. During these sessions, each of our requests or scenarios was worked through in the actual interface, showing how the system guides users step by step. The test environment played a big role as well — it allowed users to essentially ‘live through’ the process before working with real data. This hands-on approach, combined with the user-friendly interface of SMART HCM & LMS, made it much easier for our team to adapt to the solution.
One of the key highlights for the client was the way the SMART business team approached the collaboration — with openness, responsiveness, and flexibility in handling requests. It was never a matter of “Here’s the product — go use it”. Instead, there was a genuine, constructive dialogue where each suggestion or question was discussed, explained, and adapted when needed. This not only improved communication but also accelerated the project launch. When there’s mutual understanding and trust, processes move much faster and more efficiently.
Project Results and Nova Post’s Plans for Business Process Automation
The implementation of SMART HCM & LMS into Nova Post’s business processes began in May 2024. As of 2025, several key processes have been successfully automated through the following system modules:
- Learning Module – launched in December 2024. One of the most significant outcomes has been the ability to access training not only from a PC, but also from mobile devices. Employees can now take courses on the go — on their way to or from work — which adds convenience. In parallel, the Nova Post team began creating interactive, mobile-friendly courses. Instead of traditional lectures and slides, these courses feature interactive elements that engage users with the content. As a result, learning no longer feels like a routine obligation, but rather a simple and enjoyable activity. This format boosts employee motivation and engagement with personal development. The L&D team also noted a positive shift: it has become much easier to involve employees in learning, thanks to the flexibility of the mobile solution.
- Employee Assessment Module – currently in progress. Nova Post is integrating the module into its processes with some customizations to ensure a transparent system for professional growth. Every employee will be able to see their talent pool status, individual learning plan, progress, and other important information. This helps provide clearer guidance on which direction to grow, what skills to develop, and which steps to take next in their career path.
- Compensation & Benefits (C&B) Module – planned to be implemented in its standard version. This module helps structure the company’s rewards system, centralize salary, bonus, and compensation data, and manage incentive programs transparently. Integration with internal systems is currently underway.
- Recruitment Automation Module – currently in development. All requirements have been finalized, the architecture approved, and gradual integration into company processes is planned. This module will offer Nova Post’s HR team a wide range of new capabilities. It enables full automation and structuring of the hiring process — from job posting to recruitment analytics. The module supports managing the recruitment funnel, storing candidate communication history, automatically sending invitations or updates, and even building an “ideal candidate” profile for each role. All this allows the HR team to focus on strategic tasks rather than routine operations.
It’s worth noting that the Nova Post team places special emphasis on creating a seamless employee experience. The company has an internal portal called Nova Workspace — a personal dashboard where employees can access useful corporate information, news, and everything related to their non-work life but still connected to their job. The idea is for Nova Workspace to become the single point of access to all services, including SMART HCM & LMS. For example, within an employee’s personal dashboard, there’s a “Learning” tab that allows direct access to the training module without needing to open a separate application or feel like they’re switching systems — creating the experience of one unified platform. The client has already outlined this request to SMART business, and the vendor has provided an API solution to enable this integration.
We aim for all processes to be as intuitive as possible for employees. People should be able to quickly and effortlessly find the information they need or complete a task without spending time learning new systems. The SMART HCM & LMS solution aligns perfectly with our vision, consolidating everything into a single digital environment accessible with just a few clicks.
Nova Post plans to extend this approach to the Employee Assessment module as well. Integration with Nova Workspace will allow employees to quickly and easily check their current status in the talent pool, track completed training activities, review their individual development plans, and understand the next steps for professional growth. This approach promotes transparency and openness around career prospects within the company, turning evaluation from a mere formality into a genuine development tool.
Additionally, integrating the Compensation & Benefits (C&B) module with Nova Workspace will provide a convenient way to roll out additional non-monetary incentives. For instance, a dedicated tab like “Partner Discounts” will allow employees to receive personalized bonuses in the form of QR codes for special offers from Nova Post partners. All of this happens seamlessly, through a familiar interface, with the same philosophy: minimum clicks, maximum benefit. Technically, the SMART HCM & LMS platform already supports this functionality; now it’s a matter of implementing the seamless integration to fully realize the concept. In other words, C&B becomes the foundation not only for financial motivation but also for fostering a sense of value, belonging, recognition of achievements, and access to internal company privileges.
The company has already developed a strategic vision for fully utilizing all SMART HCM & LMS modules, including goal setting, individual employee development plans, and more. However, the immediate priorities through the end of 2025 remain the recruitment, employee assessment, and Compensation & Benefits modules, focusing on launching tools for non-monetary motivation. All other modules will be considered and implemented gradually as planned phases are completed.
In times of global uncertainty — with shrinking budgets, frozen investments, and the rapid rise of artificial intelligence — Nova Post’s focus on employee development reflects a deep understanding of what truly matters: people, their growth, and their motivation.
What’s especially inspiring is that a company already leading in its industry — and even seen as a nation-building business — continues to invest in improving the employee experience. By introducing comprehensive digital solutions, Nova Post ensures transparent, convenient, and seamless online communication, while also creating space for personal and professional growth. The result is a working environment where the goals of both the employee and the company move forward together.
We’re proud to support Nova Post in putting this integrated approach into action through our SMART HCM & LMS solution.
