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SNP E-Time – a revolution in time planning in SAP

Time is money

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In large, dispersed organizations, it takes line managers many hours every month to create work schedules. The planning automation in SNP E-Time enables this time to be reduced even several dozen times. This allows managers to save hundreds and even thousands of working hours.
 

Wherever there is a need to manage the working time of a large group of employees (e.g. production plants, chains of supermarkets and stores, call centers, shared service centers) a work schedule is created. The work schedule is continuously changed, also in the context of designated overtime or reassigned on-call time. When planning work schedules, persons responsible for work planning (e.g. department managers, shift managers) should include a wide range of legal aspects arising from the labour code, internal regulations related to employees and their groups as well as other data (e.g. planned leaves). Additionally, the data on actually worked time should be taken into account in remuneration calculation without errors and delays.

Savings of thousands of hours

SNP E-Time is an in-house developed solution from SNP – a web-based application integrated with SAP HR and SAP SuccessFactors that allows managers to automatically plan time for their subordinates according to the Labor Code. It provides managers with a new, comfortable tool for working time planning and accounting, integrated with other SAP HR areas (payroll, a leave plan, etc.) in real ...

Wherever there is a need to manage the working time of a large group of employees (e.g. production plants, chains of supermarkets and stores, call centers, shared service centers) a work schedule is created. The work schedule is continuously changed, also in the context of designated overtime or reassigned on-call time. When planning work schedules, persons responsible for work planning (e.g. department managers, shift managers) should include a wide range of legal aspects arising from the labour code, internal regulations related to employees and their groups as well as other data (e.g. planned leaves). Additionally, the data on actually worked time should be taken into account in remuneration calculation without errors and delays.

Savings of thousands of hours

SNP E-Time is an in-house developed solution from SNP – a web-based application integrated with SAP HR and SAP SuccessFactors that allows managers to automatically plan time for their subordinates according to the Labor Code.
It provides managers with a new, comfortable tool for working time planning and accounting, integrated with other SAP HR areas (payroll, a leave plan, etc.) in real time.
SNP E-Time can be helpful where work plans are created for a large group of employees.  With SNP E-Time, line managers are able to provide SAP HR with all the data required for working time planning and ultimately accounting without additional workload. The benefits include:

  • reduction of the time spent by managers on planning through automatic work schedule planning (in the case of a retail chain with a hundred stores, there are savings of thousands of hours every year),
  • better control of the work of teams by their managers,
  • compliance with legal regulations, including the Labour Code,
  • reduced workload of the HR department,
  • increased employee satisfaction,
  • in the case of using data for working time accounting – elimination of delays and errors in payroll preparation.

The solution has been prepared in the SAP UI5 technology based on the SAP HANA Cloud Platform (HCP). It can be tailored to the specific needs of a given company and easily expanded with additional functions, such as entering the data on worked overtime or compensatory time off, overtime balancing.

Time management in the process

The greater the number of employees, organizational complexity and geographic dispersion, the more labor-intensive time management – and the greater the risk of legal errors. It is not enough to implement the elements or even all processes of working time management within the assigned time, since not only what is to be done is important, but it also matters how it is done in the context of time and quality of the final effect.

Working with Excel spreadsheets, even the most efficient ones, ends with either interfaces that require data management and synchronization, or even with copying data to the system. An improperly designed user interface means a tedious selection of employees for whom data is to be entered, or burdensome recording of obvious everyday events boiled down to entering successive strings of characters. In addition, each of these elements must take into account obvious and sometimes only apparently obvious limitations of any company: a warehouse planning work based on the picking cycle, manufacturing with cost center allocation to a relevant product, suggesting a schedule and its distribution to service units that make it easier to remember to staff all necessary positions. Naturally, each of these elements can also be “overdone” in the other direction. Not every organization is working in the context of managing individual clock-ins/clock-outs of employees and is forced to introduce clocks synchronized with the atomic clock. However, it may be necessary to verify Time Evaluation messages, for example, in order to discipline employees who are notoriously late or work shorter than it was planned for them.

A flexible tool

In response to the market needs, SNP has developed the proprietary tool SNP E-Time. This is an application that supports employees in working time planning, managing and accounting. Developed successively over the years, it takes into account the expectations set for managers in an increasingly restrictive regime of daily duties. The solution fully automates time management processes and is a next generation system, both in terms of ergonomics, an approach to planning and the technology used. Most of the applications available on the European market have only a functionality dedicated to managers. Currently, there is a need for tools that engage also employees not only in viewing schedules but also in recording preferences and requests related to the working time.

Working time planning

SNP E-Time introduces a functionality that has not been available so far in the solutions of this type – automatic generation of work schedules based on the requirements defined by the planner/manager, the Labor Code requirements, employee preferences and availability as well as other constraints defined by the user. For example – the store manager specifies his staff requirements for Friday from 2:00 p.m. to 10:00 p.m.: “I need 2 cashiers and 3 salespeople in this period.” The system checks all constraints and preferences of employees and proposes a target schedule with the staff. For automatic generation of schedule proposals, SNP E-Time uses an efficient algorithm from the field of ​​operations research, based on the graph theory, but from the point of view of the user it is trivially easy to carry out the planning. The planner is focused on business requirements, and schedule building is an automatic action. Of course, there is also a function of planning working time for selected employees individually.

Employee preferences

At the time when there is a shortage of employees on the market, even low-skilled ones, planning schedules should increasingly take into account their preferences, which show de facto the actual availability of an employee. These preferences can be, for example, the inability to work on Saturdays due to attending school, the unavailability of an employee on Fridays between 3:00 p.m. and 6:00 p.m., or the periodic inability to work at night. Personal preferences can be recorded by employees at any place, using mobile devices. After being confirmed by the manager, they are included in the automatic schedule generation.

Attendance, overtime, business trips

The attendance of employees can be recorded/confirmed in the application manually (usually with a mobile device by the manager) or automatically downloaded from the time recording system.

The application fully supports employees’ overtime accounting. Managers receive information about their subordinates’ attendance at unplanned working time and it is up to them to decide whether that time should be considered as overtime.

SNP E-Time supports also the process of employee secondment from one place of work to another, in particular, it provides support for the settlement of labor costs, the transfer of information about an employee to a new workplace and the appropriate permissions without involving an HR department. For example, an employee may be seconded to a newly opened plant, store or warehouse or to another production line in order to work for another supervisor for a definite time (unless an annex to an employment contract is required).

Mobility

SNP E-Time is available from any mobile device, as employees are increasingly using smartphones or tablets rather than computers. With the SAP UI5 technology, working with SNP E-Time on a mobile device is comfortable, and an attractive interface of the application (which fits the aesthetics of SAP SuccessFactors) actually encourages the user to reach for it. What is equally important – it’s the technology itself that fits into the device on which it is running – a phone, a tablet, a computer – and no extra effort is needed to customize it.

SMS notifications

With dynamically changing needs, schedules are often adjusted “live” to the current staffing situation (e.g. a sudden illness of a team member). To make sure that employees are informed on time about changes that affect them, SNP E-Time generates an SMS. After receiving a text message, an employee can check his current schedule on his phone. The content of messages is configurable.

Leave – an important thing

SNP E-Time offers functions supporting the circulation of working time-related applications, in particular leave requests. The employee can use a mobile device to request a leave, which starts the process of acceptance in accordance with the pre-configured path of acceptance. What is important is that the application supports various types of leave absences; in addition to such obvious absences as leave on demand and vacation, the employee can also apply for other absences, such as childcare or special leave. The availability of a given absence for the employee results directly from the personnel data stored in SAP HR.

Compliance with legal requirements

Usually, a manager/planner is not and is not supposed to be an expert in labor law – it is the system that should check the working time in terms of legislation and propose the correct schedules. SNP E-Time checks the compliance of schedules with the Labor Code requirements as early as at the planning stage. An automatic check is made at every attempt to assign an employee to a planned shift – the employee who may not work on a particular shift according to the Labor Code is not available for the plan on that day. In particular, the following checks can be run for the Polish version of the application:

  • no 11-hour break on a planned day in relation to end of work on a preceding day,
  • no 35-hour break (in the accounting week),
  • planning of work on 4 consecutive Sundays,
  • validation of a plan for disabled employees (prohibited full-time work, overtime and night work) – the check can be deactivated if the employee obtained the consent of a doctor to work full-time, overtime or at night,
  • checking the number of days-off in the accounting period,
  • inability to plan more hours in the accounting period than are provided for in the standard for the accounting period (including the date of employment and/or dismissal of an employee).

SNP E-Time supports the specific features of working time planning for part-time employees, the disabled and nursing mothers.

Technology and integration

SNP E-Time is an application built in the SAP UI5 technology on the SAP Cloud platform that integrates cutting-edge cloud technologies and guarantees the performance, stability, scalability and mobility unprecedented among competitors.

SNP E-Time can be integrated with SAP SuccessFactors. The integration is transparent to the user who has access to eTime from the SF menu, and the interface of the tool resembles other components of SAP SF. A default system in which time evaluation and payroll accounting are carried out is SAP on-premise.

The technology used also allows you to run SNP E-Time in the configuration with an existing SAP HR system, as part of existing employee/manager self-service or as a stand-alone component.
Such a configuration is a solution that loses the advantages of a cloud solution, but alternatively leaves the entire infrastructure on the customer’s side.

SNP E-Time is also a system open to integration with any external time recording system.

It is extremely important that SNP E-Time is a ready-made and constantly developed application available to our customers “out of the box”. No time consuming project work is required to launch the application; only minor adjustments of the software to the current SAP HR configuration are necessary.

Tailor-made fits better

While the Labor Code is binding upon every employer, companies differ in the way of working time planning and accounting. This process is completely different in a retail chain employing several hundred employees in each establishment, having its own mini HR department, and in a large manufacturing company with only one facility, where some employees have a fixed salary, some work on a piecework basis, and in addition the company employs many seasonal workers. The specific nature is related to business conditions but sometimes also to formal aspects. In many companies, there are additional regulations, such as a collective agreement.

An example of specific business needs may be a food industry company in which it is necessary to report working time in the selected time period on a given production line, which in turn is used to analyze the production efficiency. It is important to provide the possibility to record the working time of a given employee at a specific position. At every workstation on the production line, the employee records his or her working time with a proximity card and a reader. This enables the automatic time evaluation to be made based on the data collected in the readers. The system also includes information on which line and how long the employee has worked.

Another example may be the sharing of part of the application functions with external companies that provide employees based on fixed-term contracts. When a representative of the external company adds his or her employees to the system, they are immediately available for planning by managers.

Another example: in the tool prepared for a trading company with its own distribution network, it was important not only to heterogeneously plan shifts for a week, but also to take into account specific shifts resulting, for example, from the opening hours of shopping malls. The schedule should include not only the appropriate workload of the employees, but also the planning of e.g. additional workload in the afternoon and evening.

SNP E-Time can be tailored to the specific requirements of a given enterprise and easily extended with additional functions.

Both better and easier

With SNP E-Time, effective working time planning has become an easy task, which guarantees full compliance with the requirements of the Labor Code. The key benefits of launching the application are:

  • support for the entire cycle of time management for all stakeholders (managers/planners, employees, administrators);
  • automated creation of schedules based on the best algorithms from the field of operations research, which is not provided by other solutions;
  • releasing managers/planners from numerous activities related to checking the compliance of plans with the Labour Code – this check is carried out by the application, and the manager focuses on business;
  • benefits related to SAP UI5 and SAP Cloud Platform technologies used (a cloud application, mobility, stability, speed, scalability, openness to integration and many other);
  • engaging employees in time management processes (preferences, access via mobile devices, a flow of requests).

An employee’s individual work schedule available both in the calendar view and in the table.

The application launch screen collects the most important information about employees’ working time.

All specifications in eTime can be exported as Excel or PDF files directly from the application.

Employees can record their working time preferences, which reflects their availability for planning.

Daily operations, such as attendance confirmation, overtime or absence recording, are carried out in a single place.

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  1. Personal data is processed pursuant to Article 6 (1) (a) of the Regulation of the European Parliament and of the Council (EU) 2016/679 of April 27, 2016 – the General Data Protection Regulation
  2. The data controller is SNP Poland Sp. z o.o. with its registered office in Złotniki, ul. Krzemowa 1 62-002 Suchy Las. Contact data of the Data Protection Supervisor: dpo.pl@snpgroup.com.
  3. Consent to data processing is voluntary, but necessary for contact. Consent may be withdrawn at any time without prejudice to the lawfulness of the processing carried out on the basis of consent prior to its withdrawal.
  4. The data will be processed for the purposes stated above and until this consent is withdrawn, and access to the data will be granted only to selected persons who are duly authorised to process it.
  5. Any person providing personal data shall have the right of access to and rectification, erasure, restriction of processing, the right to object to the processing and to the transfer of data, the right to restriction of processing and the right to object to the processing, the right to data transfer.
  6. Every person whose data is processed has the right to lodge a complaint with the supervisory authority, which is the President of the Personal Data Protection Office (ul. Stawki 2, 00-193 Warsaw).
  7. Personal data may be made available to other entities from the group that SNP Poland Sp. z o.o. is part of – also located outside the European Economic Area, for marketing purposes. SNP Poland ensures that the data provided to these entities is properly secured, and the person whose data is processed has the right to obtain a copy of the data provided and information on the location of the data provision.

Please write an email or call

E-mail office.pl@snpgroup.com
Phone +48 61 827 7000

SNP Poland Sp. z o.o.

Headquarter:
Złotniki, ul. Krzemowa 1
62-002 Suchy Las near Poznań, Poland

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  1. Personal data is processed pursuant to Article 6 (1) (a) of the Regulation of the European Parliament and of the Council (EU) 2016/679 of April 27, 2016 – the General Data Protection Regulation
  2. The data controller is SNP Poland Sp. z o.o. with its registered office in Złotniki, ul. Krzemowa 1 62-002 Suchy Las. Contact data of the Data Protection Supervisor: dpo.pl@snpgroup.com.
  3. Consent to data processing is voluntary, but necessary for contact. Consent may be withdrawn at any time without prejudice to the lawfulness of the processing carried out on the basis of consent prior to its withdrawal.
  4. The data will be processed for the purposes stated above and until this consent is withdrawn, and access to the data will be granted only to selected persons who are duly authorised to process it.
  5. Any person providing personal data shall have the right of access to and rectification, erasure, restriction of processing, the right to object to the processing and to the transfer of data, the right to restriction of processing and the right to object to the processing, the right to data transfer.
  6. Every person whose data is processed has the right to lodge a complaint with the supervisory authority, which is the President of the Personal Data Protection Office (ul. Stawki 2, 00-193 Warsaw).
  7. Personal data may be made available to other entities from the group that SNP Poland Sp. z o.o. is part of – also located outside the European Economic Area, for marketing purposes. SNP Poland ensures that the data provided to these entities is properly secured, and the person whose data is processed has the right to obtain a copy of the data provided and information on the location of the data provision.

General contact for the company
office.pl@snpgroup.com

Question about products and services
info.pl@snpgroup.com

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kariera@snpgroup.com

+48 61 827 70 00

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