All-in-One HR

Countries

Cyprus

Policy areas

Organisation name Cyprus University of Technology (CUT)

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Contact person: Katerina Frangoulidou, Senior HR Officer

Good Practice Certificate:

All-in-One HR speeds up the process of recording time and attendance (T&A) by eliminating printed-out timesheets, applications and handwritten approvals. To clock-in or out of work shifts, a person needs between 5 and 10 seconds. At the same time, anyone can instantly apply for some days off and receive approval from their manager, even if both parties are working remotely. Managers can even approve applications on the go, from their mobile phones.

The project helps to significantly reduce the number of staff enquiries for time and attendance matters, as it guides users to avoid common mistakes. For example, it does not allow an application for leave if the available balance is zero.

Reporting from the system has proved to be an effective tool to support decision-making, in tackling absenteeism. Based on reports, HR promotes the introduction of initiatives such as the back-to-work interview by managers following sick leave, and the internal medical council and home visits when applicable. Also, it helps managers to monitor daily presence and plan staff absences during holiday periods.

The process is turning paper documents into electronic ones and eliminates paper from the workflow making it 100 % paperless, thus making a positive impact on the environment. HR operating costs dropped due to the low maintenance requirements of the automated system, thus additional savings from paper for print-outs and printer ink were achieved.

The system integrates a social aspect, too. It shows employee birthdays, making it easier for staff to communicate and bond. Also, its login page background is used to communicate important messages to all users.

Evidence from the systems reveals a few employees per month with negative working time meaning expected working hours were not completed, which HR acts upon. Another noticeable fact is that the annual number of overtime claims dropped by 58 %, from data compared before and after the implementation of the system.

The system is sufficiently generic in its building blocks and functionality that it could be easily adapted and used by another organisation with similar time and attendance management requirements.

It can be considered an ideal all-in-one solution and effective tool for many public administration units on a national level, aiming to handle the task of employee time and attendance efficiently. Steps have already been made in this direction. The university has already been in contact with the Department of Public Administration and Personnel of the Republic of Cyprus, to explore the possibility of implementing the system for central government.

At the same time, the system was presented to several public administration entities such as municipalities, and quotation proposals were forwarded to their decision-making bodies for approval. The implementation of such systems falls under the pillar of reforms in local governments aiming to upgrade, digitise and leverage technology to decrease internal complexities causing bureaucracy, and promote citizen-centred services.

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