From Installation to Launch: The Process of Implementing Our Application for New Customers
Planning, registration, and calculation of working hours involve all employees and departments in the organization. To minimize disruption to established work processes, we try to adhere to a standard procedure that enables all users and employees to use the system efficiently in the shortest possible time.
The implementation process can be roughly divided into three stages: preparation, installation, and customization.
Preparation
In the preparation stage, we perform most of the application configuration, including:
- entering the organizational structure,
- importing employees in individual departments,
- entering schedules, workstations, and absences,
- main settings for the work process.
Most of the work can be done remotely in communication with the people responsible for implementing the system within the organization.
Installation
The installation phase takes place on the customer's premises and includes:
- installation of registration terminals,
- training of users (department heads, accounting, etc.),
- customization of the work process for each department.
The installation itself usually takes one day, but can take several days for larger organizations. This phase has the most significant impact on the work process, as department heads need to take the time for training, and we set up the details of the work process with each department head in person.
After installation, the system is ready to use – department heads can start creating work schedules, and employees can start registering their work hours.
Customization
Using the system usually reveals some minor discrepancies in the work process settings compared to the actual situation in practice (e.g. missing schedule or workstation). In the customization phase, we eliminate all such deficiencies in the settings.
In this phase, we pay particular attention to detailed configuration of the payroll calculation. Since employees already register arrivals and departures, we can compare the automatic payroll calculation with the previous manual calculation to eliminate any inaccuracies.
The customization phase is complete when the shiftplan.io application allows easy planning, registration, and calculation of working hours in all departments in the organization. The configuration that precisely fits the actual work process is key to the successful and efficient use of the application. Therefore, even after a successful implementation, we provide assistance and support for any organizational changes (e.g. departmental restructuring), work process changes (additional workstations, schedules), and payroll changes (new benefits).