Success_Story_Deutscher_Ring
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SUCCESS STORY DEUTSCHER RING TRUSTS IN FUTURELOOKING TIME MANAGEMENT The IT departments of insurance companies can optimize their business processes and save costs through automation and modern organization management. This applies to more than just contract processing and claims management: An efficient IT architecture makes it possible to introduce an integrated time and attendance system, which reduces the need for internal administration thanks to universal processes. In introducing such a time management system, the Deutscher Ring Group has been able to achieve benefits through transparent personnel planning and flexible staff scheduling. Deutscher Ring is a well-established corporate group that has transformed itself from a classical insurer to a modern financial services provider, developing tailored financial security solutions for its private customers. In order to maintain this position, an efficient customer- and process-oriented corporate structure is required. This is a prerequisite for exploiting the potential in the highly dynamic insurance market and creating long-term customer relationships based on trust. “We offer our customers high-quality and performance-oriented financial services. So for us, the logical step was to introduce an efficient solution for time and attendance as well as for our entire building management, and thereby support and optimize our processes across the board,” says Rolf Jungnischke, who works in the Project Management Office and is the IT project manager responsible for introducing the human resources software at Deutscher Ring in Hamburg. Integrated Time Management System The strong customer focus and the related need for modern organizational structures call for a high degree of flexibility and personal responsibility on the part of all employees of Deutscher Ring. For this reason, the financial services provider decided to introduce two new systems for all its employees at the company headquarters in Hamburg: the Time & Attendance module of the Adicom® Software Suite and the Enterprise Buildings Integrator (EBI) building management system from Honeywell Buildings Solutions. After successful completion of the pilot project, the integrated time management system will be rolled out at offices nationally. With the implementation of the Adicom Software Suite, Deutscher Ring has a flexible, Web-based time management system that includes an approval workflow. The system manages some 1,500 employees, including the entire field service and administration personnel, as well as temporary and cleaning staff. Each individual employee can access and personally manage his or her work time account at a local workstation. Thanks to the grouporiented structure of Time & Attendance, the entire process of vacation administration can be performed without paper. This also eliminates the need for time-consuming processing and post-processing in the human resources department. The latter can locally administer all work time and vacation accounts for the entire staff. “All functions in the integrated time management system are bundled in what we call our flexitime center. An approval workflow ensures that our employees in the flexitime center are permitted a full view of all data. They are the actual ‘keepers’ of our system,” says Ute Trocha, Technical Project Manager and Head of Operation Services at Deutscher Ring. For all other employees, this approval workflow controls which supervisors and department managers can or cannot directly view the attendance and absence times of their staff, or which persons in which departments have access and which do not. The administration workload is effectively reduced through the new system structure. The complete system is linked to eight time-recording terminals (seven in Hamburg and one in Cologne), which transmit the employee data to the time-recording system. From there, it is sent via an interface to the payroll system. Furthermore, access control for all employees, as well as external employees, companies, and visitors to the company headquarters in Hamburg, is managed in the Honeywell Enterprise Buildings Integrator (EBI) using 80 access terminals.

Optimized Processes, Increased Security Personnel Scheduling Completes the System In a second step, the financial services provider transferred the existing data, master records, and cost centers from the payroll system to the Personnel Scheduling module of the Adicom Software Suite. The system enables the analysis of over- and understaffing in the complete flexitime framework, as well as flexible time modeling with absence planning. This is a key requirement for the many field service employees, in particular. This function has led to greater transparency in the coordination of attendances...