Case History: Allianz

SYSTEM:VISIONTIMEWEB

NO. OF EMPLOYEES:1000

INTRODUCTION

Allianz has recently become a user of our VisionTimeWeb system.

Knowing FlexTime’s experience and reputation for the system-type delivery of quality systems since the early 1980’s, we were asked to show the detail of how our system worked. 

Having experienced issues with the previous Time Recording System that had been in use at Allianz, the key focus was on getting a new solution which would gain 'across the board' acceptance. 

After a series of meetings, FlexTime was chosen as the new supplier. Before a full installation, our VisionTime 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, FlexTime,   has built up an archival knowledge of the subjectsince 1983, which is reflected in what the VisionTime system is capable of doing. 

Therefore, to meet the challenge of ensuring that a customer specific solution is provided, FlexTime designed the VisionTime system so that individual features are given “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, the system software was installed in just one day.  

Allianz decided to opt for a phasing in on a Departmental basis over a period of 12 weeks.  So within that time up to 1,000 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, FlexTime trained the Managers within each Department. Paul Byrne of FlexTime 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 simpler for the HR section and for example,   Jean Carroll, HR Manager, then just needed to sit in on sessions to answer the larger queries”.

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 FlexTime’s innovative VisionTime System.  The system sits on a server in the company’s HQ in Dublin.   Staff and supervisors access VisionTime from 3 Centres in Dublin and also from Belfast.

• Most of the 1,000 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 FlexTime 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.  

Examples:

• Recently the company moved to new premises on Merrion Road in Dublin 4 – so the clocking screen displayed a countdown to the move. 
• Flextime carried out research with the Staff at Allianz - the reseacrh questionaaire was accessible at the clocking screen.    

The company is also considering other new features – more on this later.