Success Story / TimePartner GmbH / Electronic Personnel Records

Digital Personnel

The highest mountains of paper in any business can be found in the accounting department, closely followed by human resources. Until recently, this was also the case of the personnel service provider, TimePartner. After a revision in the spring of 2013, the Hamburg-based company met the requirements for converting to electronic invoice processing and electronic personnel records. The JobRouter® workflow management system joined the ranks of the “permanent staff”. Its personality traits are tolerance towards all interfaces, an incorruptible, data-hungry brain and a high-speed working pace.

Patient Paper

Paper is said to be patient. You (still) come across a particularly large amount of this in the filing cabinets of the expanding personnel service provider, TimePartner. The nationwide company has around 8,000 employees and operates around 100 branches. In absolute terms, each location stores an average of 80 bulging files. Plus the countless old files of former employees, whose contents can only be shredded after one decade due to legal retention periods. But the days of paper mountains have been numbered since the workflow management system JobRouter® found its way into the company.

“As soon as we have digitised the remaining six branches, there will be a completeness check and then every piece of paper which can be disposed of by law will be destroyed”, says Florian Reichel, who, as Payroll Manager, is responsible for guaranteeing that all of the accounts at TimePartner are within the law and comply with the collective labour agreement.

Tidying up the Forest of Paper

The conventional procedure demanded years of angelic patience from Reichel and his team. Every day, hundreds of emails with scanned progress reports from the branches would land at the head office in Hamburg. They had to be checked to make sure they were complete, plausible and signed by the employee and the customer.

After being processed, they were sorted manually and then dispatched with corresponding invoices. A single monthly bill for 20 temporary employees contained 80 to 90 sheets of paper – quite a resource consuming procedure when there are several thousands of such bills each year.

Success Story / TimePartner GmbH / Electronic Personnel Records

The problem: apart from the postal and transport charges, manual checking and processing the unannotated and unsorted scanned files required a lot of manpower and was very time-consuming. An electronic solution became a necessity. “We needed a certified process and certified systems, and finally a new scanner, too”, Reichel summarises. It was also essential to find an experienced project partner who could conduct reorganization processes of this magnitude.

How Scanners Learn to Read

According to Reichel, there were two essential points: electronic file management and processing of work records for wage calculation and invoicing as part of the personnel files. In order to digitise the files, the scanners have to be able to do more than just copy. A document numbering system helps them learn to read. The number codes are placed on the paper so that the SmartFix OCR reader can detect and recognize the relevant fields. Once the data and documents exist in a digital form, the workflow management system JobRouter® is called into action and shows how efficiently work processes can take place within the human resources department.

JobRouter® as a Pivotal Element

Its talent lies in consolidating and assigning information and jobs. JobRouter® doesn’t constitute the electronic personnel files, but acts as a messenger service which helps users to be productive. JobRouter® works perfectly with every system and can cope with any workload. This workflow management system makes timely task execution as well as combining, analysing and organising data a piece of cake – provided that you have access. As data protection is of the highest priority in the area of human resources. “We have developed an authorisation system which checks who has which rights already at login to Windows”, says Reichel.

“Maximum transparency in billing”

JobRouter® identifies employee numbers, synchronises personal data and uploads verified values into entry screens. The automatic plausibility and completeness control mechanisms flag up any discrepancies immediately. JobRouter® ultimately attaches invoices to the work reports, which have already been registered, and prepares them for electronic or postal dispatch.

But before they are sent off, JobRouter® generates a preliminary invoice that is checked in coordination with the branch and in accordance with the two-man rule. Finally, the workflow management system transports all of the data and documents to the archive system, where they are filed in an audit-proof way.

Florian Reichel is appreciative of the enormous increase in quality of the electronic personnel files. Whenever he wants to check whether all of the safety instructions are followed, he makes a selection according to the document type number.

Success Story / TimePartner GmbH / Electronic Personnel Records

If a customer calls up about a discrepancy in their invoice, he pulls up – without having to leave his desk or contact a third party – the matching database, filters the employees out and takes a look at the work reports and invoices that JobRouter® has collated. “Basically, many of the steps are easier and more effective”, Reichel summarises. Branch managers can check whether the amount of employees matches the amount of existing employment contracts whenever they like. “And they don’t even have to get up once.”

Goal: First Address on the Job Market

Digitisation also alters the cooperation between colleagues. This becomes apparent in a spot check during an audit: the employees in countless branches had to interrupt their work, trawl through mountains of files and compile them into little stacks of paper. Today in an ideal situation, they don’t even realise that an inspection is taking place, as JobRouter® takes the required data from the virtual drawers in the blink of an eye. Communication is now solely devoted to the main business – the personnel service, which benefits from the perfect interaction between payroll accounting and billing.

Florian Reichel

„The One in our corporate colour green and our claim as ‘YOUR BEST PARTNER’ clearly represent our goal to become the first address on the German job market. Our customers trust in us. You also need to practice trust when introducing electronic personnel files – in terms of both the service provider and the software. When we chose the workflow management system JobRouter®, we deliberately opted for an independent system so that we could exchange individual software products when necessary, without getting trapped in one single system. Those who want to undergo the conversion without additional staff must give the employees a lot of education and support. We have constantly gathered feedback and suggestions for improvement. And we can now say: it’s going well! Also, thanks to the great cooperation with our IT manager Torsten Weise and the JobRouter distribution partner."

Quote: Florian Reichel, Payroll Manager at TimePartner GmbH

The advantages of electronic personnel files with JobRouter at a glance

  1. Meets the legal requirements, is audit-proof
  2. Saves time, staff, materials and storage capacity
  3. Protects data through secure authorisation management
  4. Increases efficiency through the possibility of simultaneous access regardless of the location
  5. Enables automatic plausibility and completeness check
  6. Provides access for external inspections
  7. Transports contents without incurring transportation costs/expenses
Success Story / TimePartner GmbH / Electronic Personnel Records

Project Details

Client: TimePartner Personalmanagement GmbH
Industry: Personnel services
Employees: approx. 8,000 at around 100 locations
Instances: 3,000 instances/day across all processes
Database: MSSQL
Features: connection to industry software L1, DocuWare, SmartFix
Project duration: 15 months across all 100 locations and head office
Current processes: electronic invoice processing, electronic personnel files, electronic billing
Current modules: JobTimer, JobTable, JobSub, JobSelect, JobRobot, JobStart, JobShift
Scheduled: Auditing process
Brief Profile on TimePartner Personalmanagement GmbH

Logo TimePartner Personalmanagement

Die TimePartner Personalmanagement GmbH is a personnel service provider based in Hamburg. The company has approx. 8000 employees and operates around 100 branches. There is a demand for professionals and managers, primarily from the manufacturing and aerospace industries, in handwork, the commercial field, the healthcare sector, the IT technology sector, engineering and technology. Upon request, TimePartner installs so-called in-house solutions for major clients. These are project managers who supervise their colleagues directly on site at the client company. The executive board consists of the owners Sven Kilian (CEO) and Thorsten Droste (CFO), who acquired the company in a management buyout together with the investment company Auctus Capital Partners AG in 2014.

© JobRouter AG 2015 /224