Staff and payroll management system

One of the leading digital systems, providing companies in Germany with payroll services.

Customer

Industry

Enterprise

Region

Germany

Client since

2019

Vyble is a team of payroll and IT experts who implement innovative approaches to completely rethink payroll and simplify lives of accountants and HR professionals and, ultimately, all employees.

Challenge

The client came in with a functioning HR platform in the cloud that allows payroll to be fully automated and digitized. Also, through artificial intelligence, individual compensation optimization can be performed via the push button.

In addition to considerable reduction of manual activities, this can generate significant benefits for both employees and employers in the form of liquidity, cost advantages, and employer attractiveness.

Despite the platform being fully functioning and many enterprises already benefiting from the solution’s incorporation into their business processes, there were still issues to be resolved.

The following platform-related challenges have been highlighted:

a large percentage of endpoints worked slowly;
initial feature implementation was insufficient;
the testing process needed to be streamlined;
there was no information about the system load amount;
the performance was not high enough.

Solution

Innowise has enriched the existing staff management platform with some new features. We added the functionality that allowed:
keeping personal cards of employees,
recording hours of absence from work (vacations, sick leaves),
monitoring workload and plan shift schedules,
calculating salaries and benefits (medical care, sport, meal, etc.),
reimbursing travel expenses,
analyzing total payroll costs, etc.

Shift plan

Our developers have implemented this feature to enable users to create shift schedules that exactly match the needs of the company and its employees in just a few clicks. It’s also possible to create practical templates to plan your next shift even faster.

If the company has a great number of employees distributed around in different locations, the system displays spatial and functional structure. The platform users can structure lists according to their specific needs.

Employee data on the HR platform provides all the information a user needs to quickly and reliably create the best shift plan. The system automatically prevents possible conflicts or overlaps with other layers. We have added the option to filter the information by free working time, salary, department, etc.

Absences

With vyble®, employees can self-register absences such as vacation or sick leave with just a few clicks and digitally send them at any time.

A hatched representation for outstanding permits as well as different colors depending on the reason for absence enables simple conflict management. In order to approve or reject the application, a user needs to click on the corresponding entry in the calendar. Thanks to filter functions implemented, the view can also be limited to what is necessary, such as billing period, status, reason of absence, department, or location.

Time tracking

In the vyble® platform, employees can easily clock in and out digitally via the app using their smartphone or tablet. When an employee taps the clock, time recording starts, pauses, or stops online. HR or an authorized person can conveniently check and approve the information later. This feature streamlines time logging for hours worked and overtime.

If a company grants their employees extra pay for working on Sundays, holidays, nights, or Saturdays, there’s an option to choose which percentage amount the company pays the bonuses and automatically set the corresponding hours.

Dashboard

In addition to numerous KPIs and Reports, such as the total monthly employer costs, Dashboard allows having the employees ‘ birthdays and anniversaries information at hand.

Applications

By adding specific apps to the system, we have increased the service’s efficiency and offered an innovative addition to the HR platform. With our involvement, the following apps have been developed:

My ProFile with the access to profile data, pay slips, and documents within the HR platform;
My Expenses for conveniently recording expenses such as travel costs and out-of-pocket expenses digitally on the go;
My Time for recording working times using a smartphone or tablet and submitting them automatically for payroll.

In addition, our team has developed both front-end and back-end: created structure for new features, established connections with external APIs (e.g. payment systems or form validation), created PDF generation, configured Celery, tested modules, optimized code and database queries.

Technologies & tools

Backend

Python 3.x, Django, Celery, WebSockets, Django Rest framework, Pytest

Frontend

JavaScript, TypeScript, React, Redux, HTML5, CSS3, Formik, Yup, Material UI

Databases

Redis, PostgreSQL

Application Server

Nginx

DevOps

Docker, Docker Compose, CI/CD, Bitbucket Pipelines

Cloud

AWS (ECR, ECS, S3, RDS, CloudWatch, Lambda)

VCS

Git, Bitbucket

Process

We have selected Scrum as a software development methodology, with bi-weekly sprints and a Sprint overview to demonstrate the valuable portions of functionality added. We used Jira and Confluence, and all the meetings were held in Google Meets.

Team

Full Stack Developers

Back-end Developer

Front-end Developers

QA Engineers

Business Analysts

Results

Innowise has significantly enriched the existing staff management platform with new features. We have added the functionality allowing our client to:

keep personal cards of employees;
record working hours of absence from work (vacations, sick leaves);
monitor workload and plan shift schedules;
calculate salaries and benefits (medical care, sport, meal, etc.);
reimburse travel expenses;
analyze total payroll costs;
the applications for accessing the platform features on the go, etc.

Project duration

March 2019 - December 2021

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