Case Study

Allianz 

SYSTEM: VISIONTIMEWEB
NO. OF EMPLOYEES: 1,000
 

INTRODUCTION

Allianz became a user of our VisionTimeWeb system in 2006.

Knowing MultiTime’s experience and reputation for the delivery of quality systems since the early 1980’s, we were asked by the HR Division at Allianz to show the detail of how our system could assist in the management of flexible working hours for their Employees & Supervisors. 

After a series of meetings, MultiTime was chosen as the new supplier.

Before a full installation, the system then was brought internally through a strenuous UAT (User Acceptance Test).  This was led by the company’s IT Division and involving HR, Security and selected users from some operational divisions. 

VisionTimeWeb passed this phase with flying colours.

INSTALLATION PHASE: 

The next step was the installation phase.

Having already had the benefit of the test phase, the first step in terms of a full installation, was for the team at Allianz to make a final agreement on what features should be made available to Staff and Supervisors.

As subjects, Flexible Working and Time Recording, in general, are very much linked to the working culture of each user organisation.
 
Therefore, in order to cater for the diversity of what organisations need, MultiTime, utilising
our experience built up since 1983, has built up an archival knowledge of the subject, which is reflected in what the VisionTimeWeb system is capable of doing. 

To explain, in order to meet the challenge of ensuring that a customer specific solution is provided, MultiTime has designed VisionTimeWeb system on the basis that individual features are “attached” to a series of “software switches”.   This means that even the most minute feature can be either provided or suppressed.

So part of our proven installation method is to tease out with the customer what aspects of the system are specifically relevant to their needs.  Once that process was completed with the HR division at Allianz, our technical department set about matching the system programmes to the requests made by the customer.  Once that was complete, the system software was installed in just one day.  Regarding the usage of the system, Allianz decided to opt for a phasing in on a Departmental basis over a period of 12 weeks.  So within that time frame, up to 800 staff in all offices in the Republic and Northern Ireland were using the system. 

Training: 

A “Train the Trainer” approach was chosen by Allianz.  Thus, MultiTime trained the Managers within each Department. Paul Byrne of MultiTime explains “this way the managers would then train their staff  on the usage of the system.   All Training was provided to staff in the days leading up to start their “go live” date. This delegated approach made it somewhat easier for the HR section”.    The Training programme was supported by FlexTime’s  eTraining tutorial.  The employee or supervisor could then connect on line from their own desk  to virtual version of the system. The eTraining module has hints and prompts to guide the user in dealing with each system screen and the various aspects of VisionTimeWeb.  This is the perfect Training support tool, to assist the busy HR office faced with having to implement a time system for hundreds even thousands of Staff across multiple nationwide locations. 
    
SYSTEM DESCRIPTION:

This is a truly Web oriented project, using MultiTime’s innovative VisionTimeWeb System.  The system sits on a server in the company’s HQ in Dublin.   Staff and supervisors access VTWeb from 3 Centres in Dublin and also from Belfast. 

Clocking in/out 

 Most of the 800 staff in Allianz now key in/out at their own PC’s 
 Staff call up their own clocking activity reports.
 Staff call up their own holiday reports and we can make further absence records available
      when required. 

“Self Service” method of Managing Time

 Staff handle their own time corrections “electronically” via the intranet.
 Staff input holiday records and also input other absences.
 Supervisors authorise or reject such requests electronically also via the Intranet.

Real Time Notification of activity for Supervisors and  Staff 

• Supervisors are informed of important activity by real time emails e.g. if an employee is looking for time off 
• Employees are equally informed by email if say a supervisor  has accepted an electronic request for time off 
• If an employee requests something he/she is not entitled to e.g. excess over the holiday limit –
the system will not allow the electronic request to proceed and will provide a message.

Overall a basic principle is to cut down on administration and to improve communications around this vital subject of working time. 

Ease of Scheduling Staff :

As with any flexible working hours scenario, staff will look to change their schedules or time arrangements from time to time.   Perhaps someone will want to opt for job sharing, an eight day forthnight or maybe “term time” (whereby an employee opts to work longer hours during the time schools are open so as to take time off during school holidays to be with their children).  Therefore with the very flexible VT Scheduler within VisionTimeWeb, it makes it easy for HR departments to implement such new arrangements.  Having been trained on its use, Allianz are therefore and thereafter, quite independent of MultiTime in this respect. Within VisionTimeWeb, Allianz can themselves create whatever working time arrangements are needed, as they arise. 

Web Oriented Features :

VisionTimeWeb has many state of the art features which can be implemented on an “as you go” basis.  For example, recently Allianz  have been using the “Notice Board” feature on the VisionTimeWeb clocking screens. Therefore, as employees need to go to the Clocking Screen four times per day or more – now they can see essential notices.   Quite soon after the implementation Allianz  moved to new smart premises in Dublin.  In the lead up to the move the clocking screen displayed a countdown to the move.  Just another handy usage of our system.   The company is also considering other new features – more later on this ………….