01 · PROJECT BACKGROUND
Flexible Shifts Make Reconciliation a Daily Burden
Part-time staff in hospitality work flexible hours, usually in two separate shifts and, in exceptional cases, up to four. Schedules set at the start of the month still need to be checked and adjusted against actual time punches.
The existing HR system split related tasks across separate functions. Managers had to prepare Excel worksheets before importing schedules or creating shifts, then compare schedules, punches and overtime record by record. The process took many steps and considerable training.
02 · THE CHALLENGE
Balance Operational Flexibility, Attendance Rules and Payroll Inputs
Managers must check time punches against schedules and review working hours, overtime requests, periodic rest days and consecutive workdays under the company's attendance rules.
If exceptions remain unresolved, employees may see incomplete attendance records. HR then has to repeat checks and request corrections before payroll closes, creating more back-and-forth and rework.
03 · IMPLEMENTATION
One Workspace for Combined Data and Cross-Checking
Our core team members led requirements analysis, system design and implementation consulting. Using the existing HR system's API, they brought schedules, punches and overtime for a selected period into one view for comparison and interpretation.
The system applies the company's rules and uses colors and flags to highlight items requiring review: mismatched schedules and punches, unusual hours or overtime requests, missing rest-day records and consecutive workdays.
- Review schedules, time punches and overtime together.
- Identify differences between schedules and actual attendance, then adjust schedules in one place.
- Write approved changes back to the existing HR system with one action.
- Create the required shifts directly, without separate Excel preparation.
- Generate overtime worksheets for managers to review.
Keep People in Control of Overtime Submission
The customer wanted managers to confirm overtime through internal procedures. The system therefore analyzes data and prepares worksheets without submitting overtime automatically. Automation organizes information and highlights issues; people make the final decision.
04 · OUTCOME
Replace Two Types of Excel Worksheets and Reduce Payroll Rework
The new functionality fully replaced Excel worksheets for scheduling and shift creation, bringing data preparation, exception checks and schedule adjustments into one environment.
Managers no longer repeatedly create, import and modify spreadsheets, and they can identify attendance issues earlier. Complete HR records support employee inquiries and reduce the corrections HR must coordinate before payroll closes.