Back-office system

that helps business stay on top of day-to-day operations 

Explore more case study Contact us

Tech stack:

  • Backend: Java spring boot 
  • Frontend: Vue.js 
  • Web service: AWS 

Development team and time:

  • Team size: 10 people 
  • Development time: 3 – 4 months 
logoicon

Background

In today’s dynamic business environment, staying ahead of competitors requires a constant pursuit of efficiency and cost-effectiveness. Therefore, organizations are actively seeking strategies to optimize operations, trim excess costs, and manage risks. These priorities, for many decades, remain the must-have components of the development strategy across industries.  

Our client is a consulting firm established in Japan. The firm has been providing services relating to digital marketing, media and advertising, and DX to many Japanese large corporations.   

Understand the current demand for tech-driven acceleration of efficiency and automation, a Japan-based consulting firm, wished to develop an all-rounded, innovative yet easy-to-use back-office management solution that enables streamlined and effective management. They hoped this solution would solve the bottlenecks and productivity challenges that many companies were facing.  

back office system

Challenges

The client expressed their wish to develop a powerful digital system for managing all back-office operations, such as allocating and tracking tasks, managing user base, and overseeing employees’ activities.  

The key features, as required by the client, were: 

  • A comprehensive management platform that shows insights and helps operators monitor tasks effectively and achieve rapid decision-making or make timely intervention 
  • Flexible access to enable the admin and other authorized users to log into the system on behalf of members to perform and update a certain number of tasks. This feature is especially important when an employee is unavailable but there is an issue that needs fixing quickly 
  • The ability to accommodate tens of thousands of users when being implemented in a large-scale business.  

Apart from meeting these technical requirements, the project’s challenging nature also stemmed from the fact that GEM’s team had to build the whole system from scratch. It also involved many different stakeholders, posing risks of misunderstandings and disruptions to the communication process. In addition, GEM’s team had to follow the client’s strict rules regarding numbering and coding conventions. Our code, before being released, went through an extensive code-reviewing process as well.

back office
back office system
back office systems
back office system gem corporation
logoicon

Solution

First, GEM’s team participated in the system designing phase to understand the overall picture, which helped us smoothly carry out the development phase. GEM chose Java Spring Boot and AWS to build a management platform that was both comprehensive and scalable. 

We also built a developer-friendly API for easy integration into existing infrastructure. By doing so, the solution becomes accessible to a greater range of buyers and, thus, has a better competitive edge compared to other products in the market. Also, GEM’s team enabled user authentication and authorization so that access is managed strictly.  

To overcome communication issues and avoid ambiguity in this regard, our team worked closely with the client and other stakeholders to clearly define project specifications and on-time delivery at each checkpoint. This collaboration happened in the phases of deploying Amazon web services and continuous testing before going live as well.

logoicon

Output

The first release got six main modules. We continue to maintain the application for the client and build the 7th core module. At the end of the project, we released a back-office management platform that was deemed satisfactory by the client.  

logoicon

Impacts

The client considered GEM’s output to be satisfactory, anticipating the solution to serve 14 thousand users with the following beneficial features:  

  • Flexible login authority, meaning admins can sign in on behalf of other employees to execute certain tasks 
  • Unified working environment in which the database was shared across departments 
  • Reliable security system 
  • Rapid process design and automation 
  • Developer-friendly API for easy integration into existing infrastructure