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The premises of TimeTool AG have been spiced up and remodeled in the last few weeks. Better sound insulation, cool room dividers and design elements let our office appear in new splendor. On his three-week trip across the Moroccan desert, our CEO Mario Beyeler experiences a lot on his motorcycle. This photo story gives you some impressions. 
Modul «project»
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new app
pipoDialog - record working time using qr-code and nfc |
The classic time and attendance terminals should dress warmly: with the pipoDialog app, there are new innovative variants for time and attendance. With this app, the smartphone becomes a badge and the badge becomes a time recording terminal.... but first things first.
With the pipoDialog app it is possible to clock in and out of a project, an activity or any other object in an efficient and simple way. In order to still provide "on-site proof", the scanning of an NFC tag or QR code can be used for this purpose, for example. Depending on the selected mode, either a QR code or a badge is required for stamping in and out. Of course, a search mode is also available, which can be used to select the appropriate object.
With the pipoDialog app it is possible to clock in and out of a project, an activity or any other object in an efficient and simple way. In order to still provide "on-site proof", the scanning of an NFC tag or QR code can be used for this purpose, for example. Depending on the selected mode, either a QR code or a badge is required for stamping in and out. Of course, a search mode is also available, which can be used to select the appropriate object.
Via the central buttons for start, stop and change, users log on to one object at a time. In addition to the personal working time, time is also booked on the corresponding objects at the same time. In this way get two birds with one stone: presence and project/object time recording in one step.
As mentioned above, the roller of the corresponding object can be carried out via 3 definable modes:
As mentioned above, the roller of the corresponding object can be carried out via 3 definable modes:
- Selection via scanning a QR code
- Scanning an NFC/RFID tag
- Selection via the search function
If QR codes or NFC/RFID tags are used for booking, the desired object is assigned to each code or tag. NFC/RFID tags can be used in the form of self-adhesive, 4 cm labels with an integrated antenna. Of course, classic RFID cards such as Mifare Desfire badges can also be read. Authorisations are used to define which mode is to be used by the users.
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pipoDialog offers much more: in addition to correction options for forgotten bookings, the recorded services can also be supplemented with expense reports if required. This is subject to the condition that the functionality is licensed. In addition, there is the familiar TimeTool handling of absences: in addition to team calendar views and evaluation of time and project time recording, the application for planned absences is also available. |
Learn more about the functionality and possibilities of the pipoDialog app and request more information via our contact form. We look forward to hearing from you.
In our newsletter series «TimeTools Knowhow Box», we provide tips & tricks, valuable advice as well as practical professional knowledge about working time recording for everyday working life.
#3
MONTH-END CLOSING
Within the TimeTool system, various mechanisms are used to close a calendar month. These differ in two types:
The following lines explain the differences and characteristics of the two types of month-end closing. In particular, it will be shown what has to be taken into account for the automatic month-end closing.
Manual month-end closing by the user
The manual month-end closing is carried out on a role-based basis at the levels of employees, supervisors and HR in the sense of a digitalisation. The users confirm the completeness and correctness of the personal data or the data of subordinate employees at the appropriate level by a definable deadline. For example, it can be stipulated that employees must confirm their data for the previous calendar month by the third working day of the current month. After the visa has been issued, no corrections can be made by the corresponding level to the data in the month that has been verified. This is followed by the completion of the stage above according to the same principle. This process is repeated monthly.
The use of the manual month-end closing function is not mandatory and does not have to be carried out at all three levels. An executed closure can be cancelled again by the higher level in each case.
Automatic month-end closing by the system
In contrast to manual closing by the user, the automated month-end closing is a function that is automatically executed by the system every month. A calendar month is closed at fixed points in time, regardless of whether manual month-end closings have been carried out by users or not. Automatic month-end closings cannot be suspended or reversed.
The defined times of the automatic monthly closings can be easily remembered: on the 1st day of each new calendar month, the system automatically closes the previous month, or in other words - on the penultimate day, the previous month closes automatically.
Example
At the change of month from 30 April 2022 to 1 May 2022, the month of March 2022 is closed. The following graphic shows the system behaviour over a few months.
MONTH-END CLOSING
Within the TimeTool system, various mechanisms are used to close a calendar month. These differ in two types:
- Manual month-end closing by the user
- Automatic month-end closing by the system
The following lines explain the differences and characteristics of the two types of month-end closing. In particular, it will be shown what has to be taken into account for the automatic month-end closing.
Manual month-end closing by the user
The manual month-end closing is carried out on a role-based basis at the levels of employees, supervisors and HR in the sense of a digitalisation. The users confirm the completeness and correctness of the personal data or the data of subordinate employees at the appropriate level by a definable deadline. For example, it can be stipulated that employees must confirm their data for the previous calendar month by the third working day of the current month. After the visa has been issued, no corrections can be made by the corresponding level to the data in the month that has been verified. This is followed by the completion of the stage above according to the same principle. This process is repeated monthly.
The use of the manual month-end closing function is not mandatory and does not have to be carried out at all three levels. An executed closure can be cancelled again by the higher level in each case.
Automatic month-end closing by the system
In contrast to manual closing by the user, the automated month-end closing is a function that is automatically executed by the system every month. A calendar month is closed at fixed points in time, regardless of whether manual month-end closings have been carried out by users or not. Automatic month-end closings cannot be suspended or reversed.
The defined times of the automatic monthly closings can be easily remembered: on the 1st day of each new calendar month, the system automatically closes the previous month, or in other words - on the penultimate day, the previous month closes automatically.
Example
At the change of month from 30 April 2022 to 1 May 2022, the month of March 2022 is closed. The following graphic shows the system behaviour over a few months.
Please note that it is no longer possible to enter mutations after the automatic month-end closing has taken place. Accordingly, a mutation period of two whole months is available for the execution of mutations for a calendar month.
In order not to be "surprised" by the automatic month-end closing, the following points should be observed before an upcoming month-end change:
1. execute HR master data mutations for a month to be closed in good time.
2. book time corrections of any kind (comings/goings, absences, balance corrections, etc.) in full in the month intended for closing.
3. If manual month-end closing is done by users, it should be done before the automatic month-end closing.
4. Before the end of the month, check that all the required mutations have been carried out.
Do you have any questions about time management in everyday working life?
Our consulting team will be happy to help you.
HR FESTIVAL 2022
After numerous cancellations and postponements in the last two years, it should now work out:
on Tuesday, 31 May and Wednesday, 1 June 2022 you will find TimeTool AG at Stand B22 in Hall 3 of Messe Zürich.
We are looking forward to interesting trade fair days, many visitors and exciting discussions.
Do you have any questions about our trade fair presence?
on Tuesday, 31 May and Wednesday, 1 June 2022 you will find TimeTool AG at Stand B22 in Hall 3 of Messe Zürich.
We are looking forward to interesting trade fair days, many visitors and exciting discussions.
Do you have any questions about our trade fair presence?
«The familiar and at the same time highly professional approach suits us.»
Michael Oltmanns Human Resources Manager, IIC-INTERSPORT International Corporation
Following the motto «TimeTool ♡ success stories» short videos and reports have been created which give individual insights into the cooperative partnership with a selection of our reference customers.
The collection of success stories realized so far can be found here.
We ♡ our customers. And we are happy about the valuable contacts as well as successful partnerships. THANK YOU.
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A look behind the scenes at TimeTool AG: Learn more about the everyday life of TimeTool and about «the secret that isn't one» in the extensive interview...
Report only available in german.
«TimeTool can provide the right solution for all our needs.»
Dominik Lütolf Head of Human Resources, Die Securitas Gruppe
Following the motto «TimeTool ♡ success stories» short videos and reports have been created which give individual insights into the cooperative partnership with a selection of our reference customers.
The collection of success stories realized so far can be found here.
We ♡ our customers. And we are happy about the valuable contacts as well as successful partnerships. THANK YOU.
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In our newly launched newsletter series «TimeTools Knowhow Box», we provide tips & tricks, valuable advice as well as practical professional knowledge about working time recording for everyday working life.
#2
TOLERANCE TIME
The definition of desired parameters for the calculation of time data is ensured in the TimeTool system via so-called day plans. A day plan summarizes the most important features such as target working time, break regulations or even overtime zones for the automated calculation of time data.
Among the many possibilities you will also find parameters for configuring tolerance times - also known as grace times. But do you actually know what the task of a tolerance time definition is?
Usually, tolerance time definition is applied in case of fixed working time or shift operation. In this case, the corresponding work start is defined as a time in the daily schedule. In a next step, the time range before the work start can be defined as a tolerance range. The prerequisite for this is defined overtime ranges. In the following example, 5 minutes before the specified start of work at 5 a.m. and 10 minutes after the end of work at 1:30 p.m. are defined as such zones.
#2
TOLERANCE TIME
The definition of desired parameters for the calculation of time data is ensured in the TimeTool system via so-called day plans. A day plan summarizes the most important features such as target working time, break regulations or even overtime zones for the automated calculation of time data.
Among the many possibilities you will also find parameters for configuring tolerance times - also known as grace times. But do you actually know what the task of a tolerance time definition is?
Usually, tolerance time definition is applied in case of fixed working time or shift operation. In this case, the corresponding work start is defined as a time in the daily schedule. In a next step, the time range before the work start can be defined as a tolerance range. The prerequisite for this is defined overtime ranges. In the following example, 5 minutes before the specified start of work at 5 a.m. and 10 minutes after the end of work at 1:30 p.m. are defined as such zones.
If the employee's time is now booked in the tolerance zone marked in green, for example at 04:56, the working time is automatically credited as overtime without the need for approval. The same applies, for example, to the going clock-in at 13:38.
If the clock-in clock-out is registered before the defined tolerance range in the morning, the overtime is not automatically credited. In this case, the accrued time must be approved or rejected by the responsible supervisor via the TimeTool Message Center. In case of rejection, the working time is counted from the defined start of work at 5 o'clock. The same rule applies to overtime after the end of work.
This procedure is intended to prevent individual overtime minutes from generating additional work for supervisors in the area of overtime approval.
If the clock-in clock-out is registered before the defined tolerance range in the morning, the overtime is not automatically credited. In this case, the accrued time must be approved or rejected by the responsible supervisor via the TimeTool Message Center. In case of rejection, the working time is counted from the defined start of work at 5 o'clock. The same rule applies to overtime after the end of work.
This procedure is intended to prevent individual overtime minutes from generating additional work for supervisors in the area of overtime approval.
Do you have any questions about time management in everyday working life? Our consulting team will be happy to help you.
Module «team»
Extension with budget system
The functionality around the budget system in TimeTool's workforce planning has been integrated into Release 9. These are functions that were already used intensively in the 90s and offered added value especially to companies with several sales outlets or branches. The features related to budget-oriented planning are thus now also available in the web client.
The budget system opens up the possibility of defining organization- or workplace-specific target hourly values per week. Effectively available resources are presented in real time based on already planned attendances and absences.
Several distribution keys can be entered in the system as part of budgeting and shift planning. The resources to be scheduled are distributed to the corresponding days of the week by specifying percentage values in the form of a distribution key. With the help of this function, additional factors such as visitor numbers, seasonal conditions, weather forecasts or public transport timetables can be taken into account in resource planning. The use of distribution keys is usually based on the experience of the planners and the current conditions of a location.
During the planning process, the previously defined parameters are now available to the planning managers in the shift planning. For the selected planning period, in addition to the planned absences, the already scheduled resources are also calculated and visualized. For each organizational unit and, if required, for each workstation or team, a defined weekly distribution key can now also be activated. This shows the planning users the hourly budget available for the respective day and points out differences between budget and actual planning.
The budget system is particularly suitable for companies with several external locations, where the scheduling is carried out under adherence to specifications such as number of hours or also an amount in CHF. This includes, for example, franchising companies, hairdressing studios or gas stations. Of course, the functionality can also be used for other applications.
Further information
Learn more about the functionality and possibilities of the budget-oriented deployment planning and request more information via our contact form.
Further information
Learn more about the functionality and possibilities of the budget-oriented deployment planning and request more information via our contact form.
Module «project»
New functions integrated for the
«project manager» role
Companies that provide services in the form of projects are familiar with this situation: In a classic matrix organization, employees report to both their direct superiors and the responsible project managers. With regard to personal time and absence management, the line manager is responsible. However, the recorded project performance is assessed and approved by the respective project management.
It is precisely for these project management tasks that new functionality has been created in our solution. Using the specially designed project message center, the project management checks recorded bookings for their projects with the initially planned services in a compact and clear manner. Filtering and sorting mechanisms are available for all fields.
It is precisely for these project management tasks that new functionality has been created in our solution. Using the specially designed project message center, the project management checks recorded bookings for their projects with the initially planned services in a compact and clear manner. Filtering and sorting mechanisms are available for all fields.
The new Project Manager Message Center enables direct comparison of planned and actual values. Thereby, the project management can approve or reject corresponding activities per project by mouse click. In the case of incorrect bookings, the project, sub-project, activity or even the time quantity as such can be adjusted and corrected.
The new functions for the role of project manager are currently still undergoing the final test phase - a release is imminent.
FURTHER INFORMATION
Are you also involved in projects and would like to have recorded services approved by the project manager? We will be happy to advise you and look forward to hearing from you via our contact form.
Are you also involved in projects and would like to have recorded services approved by the project manager? We will be happy to advise you and look forward to hearing from you via our contact form.
Module «team»
Optical and functional revision of the staff planing
As part of the implementation of new functionality, the TimeTool module «team» for staff scheduling has undergone a visual overhaul. In addition to the use of new, more intuitive program icons, the screen layout was also redesigned.
During the planning process, users can now see the hours already planned, the balance at the beginning of the week, and the forecast of the balance at the end of the week for each person. In addition, registered absences as well as the already planned assignments in the selected area are displayed in real time. With the provision of all this data, planning users receive even more important information when planning and thus more bases for making the right decisions.
A compact summary in the form of a daily schedule is provided by the newly integrated daily view. The desired area is called up via the selection options for defined departments, teams, workstations or other specified values. In addition to the planning total per person and day, the display can be shown in different granularity.
Further information
Learn more about the new features in «team» workforce management and request additional information via our contact form. We look forward to hearing from you.
Learn more about the new features in «team» workforce management and request additional information via our contact form. We look forward to hearing from you.
«The most important thing is that employees become fans.»
Tajana Kobel Personnel management / Assistant to the Management, HEAD Switzerland
Following the motto «TimeTool ♡ success stories» short videos and reports have been created which give individual insights into the cooperative partnership with a selection of our reference customers.
The collection of success stories realized so far can be found here.
We ♡ our customers. And we are happy about the valuable contacts as well as successful partnerships. THANK YOU.
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