We are looking for a time recording system. We are a medium-sized IT service provider with currently approx. 140 permanent employees, some hourly-based temporary staff and 2-3 freelancers who provide services for our customers. Some of the employees are based on site at the customer's location, some are deployed on a ticket basis to customer locations in the region, and some work remotely from their homes on large rollout projects during the week and/or at weekends. We create our invoice for the customer based on the employee's recorded working hours (mainly time-based billing). Time recording is therefore a central point in our company's work processes. Furthermore, the time entries are of course relevant for the employee's working time / absence account. Project or customer-based booking of working times and corresponding evaluation options are therefore essential. Otherwise, there are “normal” requirements for a comprehensive time recording system such as absence management, working time accounts, etc.
We have the following requirements for pure time recording:
- Working time profiles (prefabricated profiles that can be assigned to employees)
- Full-time
- Part-time (various models)
- Hourly workers, freelancers
- Weekend work (compensation days,...)
- Night work (surcharges, ArbZG)
- On-call duty (only presentation, no creditable working time)
- Make travel times separately identifiable
- Break regulations
- Core working hours
- Time bookings via start / stop button (automatic question about customer / project. No booking without assignment)
- Booking hours via smartphone
- Mandatory booking to customers
- Process for releasing hours (employees' monthly hours must be legitimized by a higher authority, e.g. HR or team leader)
- Reports (productivity, absences, per region, per customer (monthly))
- Time release of the employee (month is completed, retroactive processing of hours by employees is no longer possible)
- Time recording for freelancers and hourly workers (so no minus)
- Identify the hours that have been paid out (wage earners)
Projects / customers:
- Create projects
- Create sub-projects / activities, hierarchical 2-3 levels
- Assign projects to employees / employee groups
- Differentiation of productive / unproductive hours (characteristic, whether the hours (individual project elements) are billable to the customer or whether it is an internal element)
Absence management:
- Vacation
- Leave approval procedure
- Sickness
- Child sick
- Reduction of hours
- Special leave
- Break times
- Public holidays - also regional
- Parental leave
- Maternity leave
- Further training
- Unexcused absence
- No assignment - unproductive (possibility to fill time that cannot be booked for customers)
User / Rights / Self service:
- User self service
- Overview of time account
- Vacation days
- Submit vacation requests
- Sickness
- Display of productive / non-productive hours / (hours billable to the customer or not)
- Vacation planning of the team
- Overtime reduction request
- Warning
- Time violation
- Travel times
- Shift planning - future
- Calendar function
- User hierarchy with corresponding assignment of rights (simple user, team leader, admin)
- Infoboard (employees can be informed about important things)
Miscellaneous:
- Resource management (tools, USB stick, fuel card, cell phone, ....),
- Connection to the Active Directory
- Record travel times and travel expenses, business trips
- Simple shift planning
- Calendar function
- Forum / blog (possibility for employees to exchange information)
- Document platform (can make documents available for employees to download (applications, information sheets, etc.))
- Transfer of certain data fields to an SQL-DB (web portal) (In the web portal, our company's customers have access to monthly hours worked and billable hours and can confirm and approve them there for the invoice run).
- Connection to wage/salary program ADDISON
- Fleet management
- Multilingualism is not required
Reporting:
- Hour accounts, absences etc.
- By customers/projects, teams, employees, absences
- Annual reporting
- Travel times
- Structural data (male/female, age, length of service, etc.)
- Export option e.g. csv
Technical requirements:
- Should be able to run on our server (Windows) if possible
- Cloud-based or pure web solution is not desired
- Regular software updates desired
- Service as a fixed flat rate or via hotline
- Mobile version can run on Android devices
Required user access:
- Administrators / managers / full access: approx. 5-7 people
- Users with extended rights: approx. 5 people
- Pure users: approx. 150 people (from PC workstations and mobile)