All Hours keeps track of work schedules that are constantly changing
"The All Hours solution is not difficult to use at all. On the contrary, it is very simple. At first, employees would still occasionally forget to clock in or out, but by now it has become second nature to them." Lea Vodišek, Head of HR and Business Management at Slovenian Hospice Association
Solution: Time and attendance tracking
- Field work as well as irregular hours, working overtime and over holidays point to the complexity of managing time at Hospice.
- The All Hours solution enables employees and volunteers to clock in or out using their mobile phone when working in the field, as well as plan their work hours, manage absences and presence, and prepare payroll data.
- At the Hospice Association, the employees are impressed with the solution – the automatic calculation of payroll data has sped up the payroll process by up to 30%, and overtime can be recorded and assigned with accuracy.
Slovenian Hospice Association
- Field of activity: humanitarian organization operating in the field of healthcare and social work
- Year of establishment: 1995
- Number of employees: around 30 employees and 200 volunteers
- Website: www.hospic.si
The Slovenian Hospice Association is a non-governmental humanitarian organization operating in the field of hospice care. It currently consists of 12 units that are located in cities across Slovenia, with around 30 employees aided by 200 volunteers. In a broader sense, the Association offers a holistic care program for the dying patient and their family. The aim of the program is to make all efforts to ensure that the patient has a high quality of life until the end, while also helping the family during the time of their relative's illness as well as afterwards, during the time of mourning, by providing compassionate psychological and physical support.
The challenge of accurate time and attendance tracking
The Slovenian Hospice Association is an institution that receives funding for its activities and social welfare programs from various sources, including state funds and subsidies. As a requirement to receive such funding, the association had to ensure that they were keeping accurate records of employees' working hours even before the new time and attendance tracking law came into force. The latter presented a technical and organizational challenge, as the nature of working at a hospice care association requires a lot of adjusting. Employees and volunteers do not always work regular hours or follow a traditional work schedule, but the Association nevertheless aims to ensure that they work regular hours at least half the time.
The employees at the Slovenian Hospice Association rarely follow the same schedule twice, as the care needs of the users vary greatly depending on their health condition. Since they are dealing with a lot of peculiarities, field work, extended hours and overtime hours, the Association was looking for an effective time and attendance tracking system that would be up to the challenge. The situation described above makes time planning a complex task and the nature of the work requires that, despite all the planning, in practice, employees are still able to determine their own working schedule according to the needs of the users.
The All Hours solution proves once again that it is unlike any other
"When we received a request to introduce a clocking and time tracking system, we first researched domestic providers and their solutions. We found that, as far as functionality is concerned, Spica's All Hours solution could be the best fit for us, so we contacted the provider," recalls Lea Vodišek, Head of HR and Business Management at the Slovenian Hospice Association, remembering their initial contact with All Hours.
At Spica, they responded immediately and, together with the Association, analyzed the current institutional environment and the needs of the employees.
"We expected a simple clocking and employee presence and absence tracking system – where the tracking would help us avoid unnecessary phone calls – but we got much more than that. The accounting department, too, is very impressed with the All Hours solution," says Ms Vodišek.
Employees at the Slovenian Hospice Association log into the All Hours system, which is hosted in the cloud of the provider, either via a web application on a computer or a mobile application on a smartphone. The Association left the choice of the clock-in and out methods to the employees, with the majority of them choosing to use the mobile application due to its convenience and the nature of their fieldwork (at patients' bedsides). All Hours also allows the Association to keep track of vacations, sick leave, public holidays and all other types of absences, which are approved by the department heads.
Initially, there was fear and mistrust of the new technological solution among employees, who even felt that the company was tracking them. But after the short test period ended, they realized that all their fears were unjustified and that the new solution makes their work a lot easier. Previously, they had to keep track of employee working hours themselves, which led to numerous errors and delays that hindered the work of the accounting department. The Association provided the employees with instructions on how to use the web and mobile applications, as well as a short training.
"The All Hours solution is not difficult to use at all. On the contrary, it is very simple. At first, employees would still occasionally forget to clock in or out, but by now it has become second nature to them. They also regularly use the application to keep track of any overtime hours, which they can then use to take time off or to leave work an hour or so early on a less busy day," explains Ms Vodišek.
Great time savings
The linking of time and attendance reports generated by the All Hours solution has also greatly improved the work of the accountants. "We used to have to wait until the 10th of the month to receive the data on employees' working hours, and occasionally even had to correct them ourselves. In addition, some employees would submit the data on a handwritten sheet of paper, while others would use digital spreadsheets. Now we get all the data we need for payroll directly from the Head of HR at the very beginning of the month," says Tina Štupar, Head of Economics at the Slovenian Hospice Association, recalling the challenges they used to face, adding, "I estimate that by using the All Hours system we save around 30 to 40 percent of the time when calculating payroll."
Renata J. Roban, Director of Hospic
Spica's donation for a noble cause
Slovenian Hospice Association has also been recognized for quality and socially responsible work by Spica. That's why they donated the All Hours solution to the Association and allowed them to use it free of charge for two years.
"I would like to thank Spica for their exceptional responsiveness and professionalism. At the Association, we have never seen such a professional attitude from a provider before. We are also very grateful for their decision to donate the solution, it is a truly noble gesture," concluded Ms Vodišek.
- The mobile application is used to register fieldwork
- The payroll preparation has sped up the process by up to 30%
- The tracked overtime hours can be used as time off with accuracy