What makes Spica's solution great fit for pharmacies?

"Our employees are responsible for their own time tracking. Everything is very transparent. All decisions are recorded,"

says Josip Kalenić, Director of Kalenić Pharmacies.

Kalenić Pharmacies implemented Spica's All Hours solution about a year and a half ago. Previously, the company used biometric devices for time tracking, which required scanning fingerprints. The software used to analyse the data collected was unclear and lacked customization options to suit their needs. 

"We have been unable to conduct any analyses beyond those predefined in the software. We learned about Spica's All Hours at Phoenix-Farmacija in Zagreb, which has also switched to Spica's solution. Their HR department personnel spoke highly of it. We were lucky to be there at the time. It didn't take me very long to realise that Spica's software was much clearer, more flexible and more useful. We therefore decided to switch to Spica and make it possible for the employees to log in with their smart mobile devices,"

says Josip Kalenić.

 

Regardless of age, all employees adapted to the new system within just a few days. Integration with the Extra IT solution also posed no issues for our accounting department.

Solution: Administrative tasks have been reduced and planning has become much simpler

All employees now clock in either via their mobile phones at their designated workplace or remotely from home using teleworking software, without being physically present. This wasn't possible before. 

"They are responsible for their own time tracking. Updating an absence from work through the app is really easy. Everything is very transparent. All decisions are recorded,"

explains Josip Kalenić.

Due to the employee structure, the new solution has not resulted in a significant productivity increase, however, this was the company’s primary objective. The goal was to streamline and accelerate the recording of absences, ultimately reducing administrative burden, which has been achieved. 

In the words of Josip Kalenić

"Compared to how fast the previous solution was, the difference truly is night and day."

 

Each department manager has the ability to oversee the working hours of the employees within their department. Employees can agree on shifts amongst themselves, but ultimately the managers are responsible for overseeing their attendance and absence. The HR department then processes payroll. 

It's very simple to track different employee rights, such as payments, using the app.

"What is particular in our line of work is our inability to schedule a collective half-hour break for all pharmacy employees due to our operational requirements. Spica's solution significantly simplifies our ability to combine solutions, for example two shorter 15-minute breaks,"

explains Josip Kalenić, who also notes that more work is now being logged at remote locations, including employee training sessions. Tracking all this is now easier.

The company also has a few interns and a retiree, all of whom use Spica's solution. This year, they are planning on hiring students, potential future employees, who will use Spica's All Hours as well. 

Moreover, Spica's solution has helped with planning summer holidays. All employees now enter their planned annual leave in advance, which greatly helps the HR department and managers to organize who will be taking on the workload of the absent colleagues. Planning is also crucial to ensure uninterrupted distribution of medicines and medical devices to patients, regardless of the staff's annual leave. 

"Employees are now more mindful of their time. They pay more attention to their work. They keep track of their working hours, remaining leave and so on. They are more conscious of their work. And Spica's solution truly works flawlessly,"

concludes Josip Kalenić. 

Results 

• Employees: Everyone now clocks in either via their mobile phone at their designated workplace or remotely using teleworking software, without being physically present.
• HR Department: The administrative process of tracking time and calculating payroll is much faster.
• Department Managers: Despite having a structure that results in a higher-than-average rate of absences, the managers find it much easier to plan and manage absences.

Framework: Accessing Spica's solution is even easier via Microsoft and T-Com

Kalenić pharmacies use Office 365 via T-Com and Microsoft. They have integrated Spica's All Hours solution into their existing subscription, allowing them to pay for both Office 365 and All Hours with a single invoice. Since Spica and its All Hours solution are Microsoft partners, all Spica’s solutions can be purchased directly from Microsoft and their Azure Marketplace.

This results in reduced billing administration, as billing is automatic and based on usage, charging only for active users – without any contractual obligations.