Easily record working hours and evaluate them automatically

For the mechanical engineering company Reishauer, it is essential to record employee attendance and absences in a simple and flexible manner. Previously, Reishauer used a custom-built, historically grown time tracking solution that involved considerable administrative effort. At the same time, Reishauer continuously optimizes its HR processes and places great importance on personal and individual support for its employees, with the goal of sustainably streamlining administration. The HR team already relies on digital support to achieve this.

With a new time tracking solution, different working time models as well as shift operations needed to be taken into account. At the same time, Reishauer wanted to ensure that on-call duties, shift work, and rest periods are correctly recorded and that Swiss labor law is complied with. Reishauer’s key requirements at a glance:

• Lean, clearly structured system that allows administrators to independently adjust configurations
• Easy-to-use graphical interface
• Simple handling for employees and convenient reporting functions for managers and HR specialists
• Direct integration with the existing SAP system
• Solution suitable both for employees with personal computer workstations and for production staff using a central time recording option
• Automated calculation of shift work premiums
• Ability to allocate working time to customer orders and internal cost centers
• Easy extensibility with additional modules such as workforce and shift planning to leverage synergies

Xpert’s cloud-based Business Process Suite (BPS) offers various modules for optimizing and digitizing business processes and can be easily extended. Reishauer therefore decided to rely on BPS for reorganizing its time tracking as well. The two BPS modules Time and Attendance Module (TAM) and Time Reporting Module (TRM) fully meet Reishauer’s requirements.

In the Time and Attendance Module (TAM), employees independently record their working hours and absences. The rules for calculating time- and wage-related allowances are stored in the system and are processed correctly thanks to automatic shift detection. The data is transferred to SAP in real time, enabling the correct payout of on-call and shift allowances.

For centralized time recording in the production environment, Xpert developed an app that allows employees to clock in and out at tablet terminals using their access badges. The data is transmitted contactlessly to BPS via near-field communication (NFC) technology.

Reishauer’s TAM solution is integrated with the Time Reporting Module (TRM). This ensures that the working hours recorded in TAM are seamlessly transferred to TRM and can be easily assigned to individual projects.

Recorded overtime or absence requests can trigger approval workflows where required. Managers are automatically notified of such requests and can process them directly. Absences are displayed in a separate calendar, ensuring that managers always have up-to-date information about their teams. In addition, reports with comprehensive time management data can be flexibly generated.

Employees have access to a clear and easy-to-use user interface that allows them to view their personal data—such as working time balances and vacation entitlements—at any time and to edit recorded entries up until the monthly closing.

A key challenge of the project was change management: employees are individually responsible for the correct and timely recording of their time data. Managers and the HR team act as coaches, providing training as well as support on legal and system-related questions, and ensuring regular monitoring of time data.

Reishauer consistently pursues the digitalization of its HR processes. In addition to the time management solution, the ePayslip module is already in use, allowing employees to access their pay slips and salary statements as digital documents. By introducing additional BPS modules, the company aims to further relieve the HR department and managers while making processes more efficient. Planned next steps include mapping employee onboarding and offboarding processes as well as introducing workforce and shift planning.