Implementation for Biuro Innowacje
Our client is a company that has been operating for over 25 years, specializing in the supply of copying, printing and scanning devices for offices. The company also offers comprehensive maintenance services and IT solutions related to office software. It provides IT services for small and medium-sized enterprises, ensuring the proper functioning of the client's IT environment and the implementation of document workflow automation processes.
Project scope
With a view to improving working time management processes, the Innovation Office has implemented the Time Harmony system with a T&A (Working Time Registration) module. Thanks to the use of modern technology, the company has gained a number of benefits that have improved the efficiency of personnel management and optimization of the work of both office and field employees.
KEY FUNCTIONALITIES OF THE SYSTEM AS PART OF THE IMPLEMENTATION
1. Flexibility in time and attendance
For office workers, the system offers a variety of time tracking methods, such as:
- RFID cards – enable quick and convenient logging of entry and exit from the company,
- QR code – a simple way to register without the need for additional devices,
- Personal devices – the ability to register with a personal phone,
- Employee panel via a web browser – accessible from any device, which ensures convenience and ease of use.
With these flexible options, employees can record their working time in a way that suits their needs and preferences.
2. Monitoring the working time of field employees
Employees who perform tasks outside the office use the Time Harmony mobile app. Using their smartphone, they record the beginning and end of their work, as well as mark the location where they work. GPS functionality enables precise monitoring of workplaces, which gives the company full control over the implementation of tasks in the field, and employees – the convenience of registration without the need for additional devices.
3. Automatic working time settlement
The system provides ready-made data for calculating remuneration based on the recorded working time. It calculates overtime precisely (+50% and +100%) in accordance with the provisions of the Labour Law. Thanks to the integration with the Optima HR and payroll system, the system automates HR processes, eliminates errors in settlements and supports the automation of document workflow.
4. Optimization of work planning and organization
Time Harmony allows quick, convenient and correct creating work schedules in accordance with the provisions of the Labor Code. The system automatically verifies the compliance of the schedule with the legal requirements, checking, m.in other things, the appropriate number of hours in relation to the settlement period, ensuring a 35-hour weekly rest period and an 11-hour rest period between working days.
5. Online attendance list
Functionality that allows managers and HR departments to quickly and conveniently access information about the presence of employees in real time. Thanks to this tool, managers can monitor on an ongoing basis who is present at work, who is on vacation, as well as check the status of individual employees (e.g. lateness, absence).
6. Managing leave requests
Employees can conveniently submit vacation requests on their personal devices, and managers can quickly approve or reject them. Automatic notifications about approved leaves allow for better work planning and ensure that the company has full control over employee availability.
Monitoring the working time of field employees
The functionality of monitoring the working time of field employees in the Time Harmony system brings a number of benefits to Biuro Innowacje, both in terms of management and operational efficiency.
First, the accuracy and precision of location thanks to GPS technology allows the company to have full control over where employees perform their tasks. Managers have the ability to monitor whether employees are in the right locations, which increases the confidence that tasks are being completed according to plan and customer requirements. Such a location monitoring system minimizes the risk of mistakes, such as not reaching the work objective at the right time or place, which is crucial in industries where precise location is important.
Secondly, convenient time recording via a mobile application allows field workers to quickly and easily log in to the start and end of work. This means they don't have to rely on additional devices or manual data entry, increasing efficiency and saving time. Automatic time and location recording also eliminates errors related to manual data entry, and the company has full confidence in its accuracy.
In addition, real-time monitoring allows managers to keep track of the work status of each field worker. Thanks to this, they can react to changing conditions on an ongoing basis, modify schedules or solve possible problems, which improves work organization and makes the company operate more flexibly.
Interactive, fully customizable dashboards
Time Harmony offers interactive, fully customizable dashboards that can be customized to meet the individual needs of users. Thanks to this, each manager or employee can personalize the layout and choose the type of data that is most important to them, creating personalized views.
The system allows to compose dashboards in any way, which allows to flexibly adjust the information to the specifics of the work of a given person or department. In addition, users have the ability to share their dashboards with other employees, which fosters collaboration and allows easy access to important data within the team. Thanks to this functionality, the system supports dynamic management and quick response to changing organizational needs.
