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Case Studies

New Amuser logo

Computer software
company New Amuser
Srl was able to
organize in a very
efficient way the
management of human
resources to improve
control, reduce
overhead and optimize
the information access
with the help of
Business Web Apps
HR-Assistant.

New Amuser srl

The Company

New Amuser Srl, now Allium Tech srl, was founded in 2010. The company’s line of business includes designing, developing, and producing prepackaged computer software.

 The Problem

The company had about 100 employees in two distant locations. In general the work context was rather inhomogeneous between the two locations but even in the same location there were quite large differences of culture, labour contracts, working hours due to the history of the company which went through successive incorporations of business units. Before using HR-Assistant, the information regarding the staff were dispersed on tons of paper documents, excel files, emails, old proprietary databases, without any communication between them. The employee management activities were split among several people, who also had other duties, and even an external consulting firm. Information sharing was virtually nothing. Often information was duplicated, as each people had created his excel spreadsheet to manage his specific task and updated it based on info collected from phone calls or emails, which of course in time became obsolete. The errors were very frequent and it was quite difficult to find out and manage them in such a dispersion and disorganization of the information. In the best case a lot of time and effort was required to fix them.

One of the most painful activities was the absence management and the check of starting and ending of working times of employees. This was due to the fact that the company had to manage several different labor contracts and different working times for categories of employees and locations. Moreover the employees were not very careful in punching correctly their in-out times. Attendance management was therefore a rather complex and time consuming task. Errors were frequent and HR staff needed to spend a lot of time to interact with the employees in order to correct errors.

There were also recurring problems with payrolls as the employees were reporting errors related to monthly specific data such as travel expenses, absences, payment of overtime works. When this occurred it was necessary to dig into paper archives or emails to find the data and then checking the correctness of the information sent to the payroll office.

It was also particularly difficult to record hours worked by employees as some of them were reluctant to do this task and they systematically failed to accomplish it within the requested time. It was also frequent to find inconsistencies in the recorded hours that required to send back the report to the employee in order to correct the errors.

The solution

HR-Assistant has been up and running successfully at New Amuser since 2013 and had a huge impact on the efficiency and consistency of HR processes.

All the information dispersed on different sources and media was introduced in the employees database. This was also an opportunity to create homogeneity and fill gaps in available information.

The traditional paper modules that employees used to request holidays, permissions, travels, overtime payment, and so on were substituted by electronic forms and a workflow was put in operation in order to collect on line authorizations and send notifications.

Attendance management was enormously simplified as all the controls were   automatized and employees could autonomously correct their errors thanks to notifications sent to them by the system. The staff had only to intervene on few specific cases, such as employee illness, top managers or people working at customer premises. The system produced automatically all the variable data that needed to be sent to the payroll office and in such a way a lot of time was spared and errors greatly reduced.

A simple and effective procedure to record the worked hours was put in operation. The whole workflow was managed by the system which sent email reminders to people when the due date for the reporting was approaching. Further reminders were sent if necessary to the employee notifying also his boss to enforce the respect of due dates. The number of errors was greatly reduced thanks to automatic consistency checks in the data input. A great benefit for the managers came from the analytics and reporting available through HR-Assistant. In particular reports automatically produced by the system could be used by managers to check productivity and progress of the projects.

The project collected also information useful to measure the economic impact of HR-Assistant on the Human Resources management.

Results

The overall impact of HR-Assistant was impressive. The paper quickly disappeared from HR desks, thousands of hours of staff personnel work were spared thanks to the automation of almost all processes, access to information was simplified and the overall improvement of the quality that it ensured was remarkable.

Based on the results obtained for a period of over 2 years, it was estimated that HR-Assistant had saved above 80% of the time only in the attendance activities.

While before the introduction of the system 3 full time internal staff and one employee at the payroll office were necessary to carry out all the HR activites, only one staff was sufficient to do all the work after the introduction of the software solution. The HR Director could free his time from employees administration tasks and be able to dedicate more time to manage people, improving training, communication and work engagement.

Thanks to the analytics and reporting, a significant optimization of travel expenses could be done.

The HR department was able to present timely and accurate information about employee costs and productivity at every top management meeting.

The quality of HR processes greatly improved as documented by the excellent evaluations collected during ISO9001 inspections.

The overall economic impact of introducing the system was estimated in the order of € 50,000.

Acknowledgements

We are grateful to New Amuser for what we learnt working with them. The challenging problems we faced to solve their problems stimulated us to find effective solutions that we could propose to other customers. We learnt a lot from working in the field, observing the real problems that people had to manage, and studying the behaviours HR-Assistant users, as well as analyzing the impact of the solution on the organization.

This fundamental experience gave use the momentum to further develop our product and our business.