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Biometrics - Case Studies

Spica's biometrics and time management solution is the ideal one for Intereuropa

Spica’s access control solution makes work easy for Intereuropa
Intereuropa decided to introduce a centralised system and extend access control to cover more locations
Before implementing the Time&Space solution, working time management in Intereuropa was organised by individual units, meaning that a comprehensive overview of data for the entire company was not available. Moreover, some departments entered time by hand, which did not only make the task of the payroll calculation department difficult and time consuming, but also increased the possibility of errors in the process of exchanging data between the two separate systems.

Even before the latest modernisation of the time management system across its operations in Slovenia, Intereuropa used Spica's clock and access terminals at selected locations. In a bid to automate the working time management and reduce expenses, Intereuropa decided to introduce a centralised system and extend access control to cover more locations in Slovenia. Another goal was to avoid duplication of costs arising from the use of various identification methods in Ljubljana and Koper.

The access control system is used at the head office in Koper and in various warehouses, parking lots and other facilities

Experience and integration decided the choice:

Intereuropa uses the SAP business system. In the summer of 2007, they began to implement the SAP HR module for personnel management and payroll calculation, so one of the requirements was that a new time-keeping solution should be fully integrated with that module. Their task of choosing the right solution was not difficult, given the flexibility and reliability of Time&Space, Spica's experience in this segment and the quality of its support provided in the past. In addition, Intereuropa's project team had the opportunity to establish whether the solution met their needs during the practical presentation of a similar system involving Time&Space and SAP HR module at the site of another Spica's customer.

Fast implementation and flexibility:

The project was launched in December 2007 and was more or less concluded by the end of January 2008, when Time&Space data was first used as an input for the payroll calculation in the SAP HR module. By the spring of the same year, the access control system was also in place, training completed and the maintenance schedule agreed.

Apart from providing monthly totals of hours needed for payroll calculation, Time&Space enables the setting of access profiles for individual users, the tracking of regular and overtime hours and the management of annual leaves. It can be used to keep record of the compensations for higher-rate hours, calculate contract hours, and maintain a record of the number of contract workers. The access control system is used at the head office in Koper and in various warehouses, parking lots and other facilities, which is possible thanks to the flexibility of the solution and its easy adjustability to diverse environments.

The access control solution enables the setting of access profiles , tracking of regular and overtime hours and management of annual leaves

Centralisation, time saving and employees' satisfaction:

By introducing Time&Space, Intereuropa eliminated the duplication of records and assets on the operative level and ensured faster response in case of mistakes. The advanced time and attendance management system providing automatic transfer of data to the payroll calculation module and automatic reporting enhanced the company's cost control options, reporting capabilities and decision-making processes, and provided a clearer data overview. The number of IT component suppliers was also reduced. The implementation of the centralised system reduced the amount of routine work and increased the satisfaction of employees, particularly those directly involved in working time administration.

Further integration and expansion of the system:

Intereuropa plans to integrate Time&Space with the HR database to eliminate the remaining duplicate entries - of new employees, employees moved to a different department, and the like. At some point in the future, they plan to introduce the system in their companies in Croatia which employ nearly 700 people.

The advantages of the centralised system:

  • Simple time management without duplicate entries
  • Clear data overview and better reporting
  • Better cost control
  • Better organisation of company's support team
  • Better motivated and more satisfied employees
  • Smaller number of IT component suppliers
  • Quality support and maintenance

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