Workforce Management with SP-EXPERT Discover version 15! 1
About Interflex Interflex Our Solutions at a Glance Security Solutions Access Control Workforce Management Biometric Recognition Time & Attendance Recording Time Management Interflex Your Reliable Partner for Security Solutions and Workforce Management since 1976 Quality from a single source From the development and production of hardware and software solutions for a wide range of sectors and a comprehensive sales and service network to the maintenance of all systems, you can get everything from one source at Interflex. Years of experience ensure high quality standards. In addition to the smooth implementation of customized solutions, Interflex also offers added value in the form of competent and highly-effective consulting services. We are reliable and efficient Whether your company has 50 or 100,000 employees as a provider of ISO 9001 certified hardware and software systems, we support you 100% and provide solutions to your challenges. One in every five of the Top 500 companies in Europe is already using an Interflex system. Offline Solutions Security Control Center Personnel Scheduling Demand Forecasting Video Surveillance Visitor Management Productivity Analysis Automatic Schedule Optimization Professional advice and support Whether management consulting, project planning, support or training courses a powerful service organization is the expression of our consistent customer orientation. We support our customers from numerous locations in Europe and one of them is surely somewhere near you. Contents Mobile Data Acquisition Employee Self-Service Workflow Optimization Our Solutions 2 About Interflex 3 SP-EXPERT Version 15 Overview 4 Centralized Data Management 6 Determination of Requirements 7 Personnel Scheduling 8 Time Recording and Time Management 11 Controlling 13 Controlling 2 Interflex SP-EXPERT Version 15 3
SP-EXPERT Version 15 Overview SP-EXPERT Version 15: Versatile and Effective Targeted controlling with scheduling, evaluation and reporting solutions provides you with a transparent analysis of schedule deviations and allows for successful personnel scheduling. Reporting Business Strategy Link to (ERP) Systems Controlling Determination of requirements related to process and forecasting help you to look ahead and accurately predict your staffing requirements. Systems (ERP) Quantity to and Structures Link Performance Determination of Requirements Version 15 Flexible time recording and time management form the basis for targeted personnel scheduling. It allows you to optimize the effective use of work time and to make an important contribution to employee satisfaction. Time Recording and Time Management Employee Self-Service Mobile Applications Reporting Personnel Scheduling Reporting Employee Self-Service Automatic Schedule Optimization Business Strategy With personnel scheduling, you can achieve your company goals efficiently and consider the interests of your employees at the same time. 4 Interflex SP-EXPERT Version 15 5
Centralized Data Management Determination of Requirements SP-EXPERT Your Single Point of Truth A database representing the structure of your company is the basis for determining requirements and scheduling personnel. SP-EXPERT uses this data to create a solution with mutli-client capability to represent the structures, departments and locations of your company. In the user and rights concept of SP-Expert, all changes to person-related data are logged. New user interfaces in version 15 provide improved evaluation options and make it easy to understand changes to master data and dynamic data. Determination of starting Requirements as the Basis for Efficient Personnel Scheduling In order to achieve maximum productivity, the determination of requirements must be optimized. This forms the basis for efficient personnel scheduling and ensures optimal workload distribution as well as cost savings (e.g. by reducing overtime, extra shifts and idle times). Determination of requirements Benefits of centralized data management in SP-EXPERT: Centralized installation and data administration prevent redundancy Customized and localized organizational units (structure, language, etc.) Access rights concept individually tailored to the company Complete documentation: Who? What? When? Simplified processing and evaluation of master data and dynamic data ERP system provides data, e.g. production plan, incoming orders ERP SP-EXPERT determines the requirements Personnel scheduling Early shift Late shift Version 15 Link to (ERP) systems that provide the data for the determination of requirements Forecast SP-EXPERT determines the requirements Personnel scheduling Location A Location B Location C Location D Language A Language B Language C Language D Sector A Sector B Sector C Sector D Rights concept A Rights concept B Rights concept C Rights concept D Automated and customized forecasts using variables (e.g. weather, calendar, history data, special events) How are requirements determined? Requirements are determined through the calculation of various indicators. Our experts help you to determine the indicators specific to your line of business. Flight schedules, bed occupancy plans or sales figures, for example, are used as basis. 6 Interflex SP-EXPERT Version 15 7
Personnel Scheduling Effective Personnel Scheduling with Automatic Schedule Optimization from SP-EXPERT Requirements for staff scheduling that satisfies demand and at the same time is focused on employee interests are extensive and ever-increasing. This means that the complexity of the scheduling work is also continuously increasing. There are numerous factors that have to be taken into account, but with its state-of-the-art algorithms for automatically generating scheduling suggestions, SP-EXPERT can handle it. Personnel Scheduling Employee Self-Service Saves Time and Optimizes Processes In the Employee Self-Service (ESS) portal, employees and supervisors can process data, requests and approvals relevant for time management and personnel scheduling. The benefits of optimization at a glance: Employee Participation Paperless Workflow Cost Savings by preventing overstaffing and understaffing Increased Employee Satisfaction and Performance by considering the requirements the interests of the employees the available work time Information platform Time recording Swapping work assignments Vacation planning Availabilities Data administration Approval processes Swap meets Substitute arrangements E-mail integration Employee satisfaction Fast, transparent processes Less administration Time Savings Quality Enhancement by automating the generation of shift schedules shorter planning periods no rescheduling work Improved personnel schedules due to the increased number of requirements that are automatically implemented 8 Interflex SP-EXPERT Version 15 9
Personnel Scheduling Time Recording and Time Management With the Flexpool from SP-EXPERT, You No Longer Have to Deal with Staff Shortages Flexible Working Time Models: How to Efficiently Use Your Work Time Resources The Flexpool module was specifically designed to alleviate staff shortages (caused e.g. by vacations, illness, higher workload). Peaks in demand can be met with internal employees before external resources are needed. With the time recording and time management solution from SP-EXPERT, you use the advantages of flexible work time models based on work time accounts. You can easily cope with seasonal fluctuations in demand, introduce customer-oriented working hours and increase employee satisfaction by taking into account the wishes of the employees. This is how the module is used: Flexpool Example Flexpool of internal employees Departments provide employees as stand-ins. Departments send requests for personnel. Process optimization Exploiting the full potential of personnel scheduling Checking the planning data through automatic assessment of actual work assignments Display of incorrect time stamps or time stamps outside the scheduling section in real-time Cost optimization Prevention of work hours subject to premiums Reduction of overtime Prevention of idle times A Clinical surgery B Emergency room C Late shift D On-call duty Connection to time recording systems Time recording hardware from Interflex Employee self-service via computer Import of time stamps from third-party systems via standard interfaces (e.g. HRPDC from SAP) Time recording hardware from other manufacturers Example Flexpool of external service providers Flexible connection to time recording systems: Service provider A Flexpool Service provider B Departments are understaffed and request personnel from a service provider. Time recording terminal from Interflex Employee self-service ESS Department A Department B Department C NEW! Multi-schedule groups Example Multi-schedule groups An employee can be assigned to different schedule groups. SAP interface Time recording hardware from other manufacturers A C Clinical surgery Late shift 10 Interflex SP-EXPERT Version 15 11
Time Recording and Time Management Mobile Time Recording with SP-EXPERT For the purpose of optimizing work processes, Interflex has developed the evayo Mobile application for smartphones and tablets. It makes workflows in the area of time management even more functional and convenient. In addition to clocking IN and OUT while on the go, employees can view their data, their last time stamps and the presence status of colleagues. Controlling Time Management from SP-EXPERT Allows You to Keep Track of the Big Picture The reporting functions stand out due to their innovative operational concept and the option to create evaluations without time delays. Changes in schedule are displayed immediately. This control instrument is equally useful to executives, personnel representatives and schedulers, who all benefit from the variety of shift schedule views. Online controlling from SP-EXPERT provides real-time information: The Past The Present The Future Mobile time management: Reports, development and history Reports, development and history Overview of account balances Budget control Cost control Overview of account balances Demand forecast Annual working time accounts Budget planning Precise work time recording anywhere and anytime The evayo Mobile app allows for employees to flexibly record their working times from any location. Employees working off-site, e.g. in the field or at construction sites, especially benefit from this application and its functions. User-friendly interface After successful authentication of their password and user name or personnel number, employees activate functions such as IN, OUT or OFF-SITE via an intuitive graphical user interface on their smartphones. Lamp table The mobile lamp table shows the presence and absence statuses of colleagues and supervisors at a glance. Centralized time management - quick and safe The recorded time data is transferred to the human resources department via an interface between the time recording system and the accounting system so that payroll accuracy is guaranteed. 12 Interflex SP-EXPERT Version 15 13
Controlling Profit from the New Reporting Tools in SP-EXPERT The new reporting tools from SP-EXPERT offer the following: Attendance Absences Automatic distribution or archiving based on predefined rules Individual selection of key figures Combination of person records, wage types and shift schedule data Scheduling quality evaluations Bar graph in daily view Staffing requirements and staffing levels are shown in diagrammatic form Comparison of different schedule variants Vacation Training courses Special leave 0 5 10 15 20 25 16 11 6 1-4 2/2011 2/2012 2/2013 2/2014 People joining People leaving Interflex Datensysteme GmbH & Co. KG Zettachring 16 70567 Stuttgart (Germany) Telephone: +49 711 1322-0 Fax: +49 711 1322-111 Email: Interflex.info@allegion.com Brochure liability: All definitions correspond to knowledge available at the time of printing and no responsibility is taken for the correctness of same. We reserve the right to make changes. 14 Interflex SP-EXPERT Version 15 Drawings and illustrations are protected by copyright. Reprinting, even in part, is only allowed with the permission of Interflex Datensysteme GmbH & Co. KG. 15
Interflex Datensysteme GmbH & Co. KG offers comprehensive solutions for workforce management, including time management and personnel scheduling, as well as customized and innovative security solutions, including access control, video surveillance, security control centers, and visitor management. With several thousand system installations managing more than 4.5 million users, Interflex is one of the international market leaders. Interflex was founded in 1976 and has been a part of the Allegion Group since 2013. Further information is available at www.interflex.de. About Allegion Allegion (NYSE: ALLE) is a global pioneer in safety and security, with leading brands like CISA, Interflex, LCN, Schlage and Von Duprin. Focusing on security around the door and adjacent areas, Allegion produces a range of solutions for homes, businesses, schools and other institutions. Allegion is a $2 billion company, with products sold in almost 130 countries. For more, visit www.allegion.com. 2015 Allegion Interflex SP-EXPERT Version 15, 03/2015 interflex.de allegion.com 16 Interflex SP-EXPERT Version 15