Forgetting to record attendance may sound simple, but it was a real issue for PT Indonesia Air Water. At the time, attendance was still handled manually with a fingerprint system. When employees had to meet clients from morning to midday, they sometimes forgot to inform the HR team about those activities.
As a result, the HR and payroll teams struggled to recap attendance and needed physical proof from employees. The process took a lot of time for HR, payroll, and employees because it affected productivity on both sides.
The company could not keep relying on a manual attendance system, so the solution was to move to a human resources information system (HRIS) for digital attendance records. This is PT Indonesia Air Water's story of transforming a challenge into an adaptive solution.
The Turning Point for Changing the System
Repeatedly recapping and validating attendance was not a solution. Because the company's attendance system was still manual, the situation became a turning point for management to evaluate the process and look for a more effective human resource management solution.
PT Indonesia Air Water chose Peoplyee HRIS. For the company, HRIS is not only an attendance recorder that can be accessed from anywhere and at any time, but also a tool that can accommodate small gaps in employees' daily routines.
"Many business development employees here meet clients. To make employee attendance and month-end calculations easier, this HRIS serves as physical proof that they visited clients," Gunawan Haryanto, Assistant Manager of Business Development, told the Peoplyee HRIS team on Thursday (14/03/2024), in Jakarta.
Because the company has two teams, in Jakarta and Karawang, and the business development team often meets customers, employees who forget to fill in attendance through the application can submit an attendance request to the person in charge, whether HR or a manager.
Feedback Supporting Company Compliance
For Gunawan and his colleagues, Peoplyee HRIS is a user-friendly system because its features are easy to understand and it has met expectations for attendance recording. Even so, the company needed time to explore administrative settings, such as pop-up notifications for attendance reminders and leave approvals.
Peoplyee HRIS customer service support helped employees understand system features more quickly, including how they could be applied and aligned with internal policies. For employees, pop-up notifications serve as reminders to check in for attendance, while notifications can also remind team leaders and managers to approve leave requests submitted by employees.
At the beginning of use, Eka Wahyuni, FAT & HR Manager, also gave feedback on other matters: multiple attendance and BPJS Ketenagakerjaan calculations. This feedback referred to the business development team's activities, where employees needed supporting reports when meeting two to three clients each day, while the payroll team needed BPJS calculations implemented in the system to meet regulatory compliance.
As a result, Peoplyee HRIS has released an updated version that meets and supports company needs, including those of PT Indonesia Air Water.
"Actually, we are one of the companies that were most behind in using technology. If colleagues from other companies ask about the attendance system we use, we will definitely share it," Gunawan added.
For HR colleagues who need an effective and efficient HR management solution, visit this page to schedule a demo or trial.
