1.Customer Information
Industry: Zipper manufacturing company
Number of employees: Nearly 6,000 workers
Locations: Ho Chi Minh City, Hanoi, Nhon Trach, Ha Nam, and Cambodia
2.Current Situation
With multiple branches and a large workforce, the company must ensure smooth production processes to meet customer order demands. During peak seasons, increased production demands require the company to schedule overtime for employees. To maintain continuous operations, the company implements a shift work schedule, including a 3-shift, 4-team rotation. This means workers take turns working both day and night to keep production on track.
One of the company’s top concerns is not only complying with legal overtime regulations but also ensuring that everything is transparent and accurate when customers conduct inspections. Manual OT management is not only time-consuming but also prone to errors, leading to scattered and difficult-to-control data, especially with multiple branches. This situation calls for an improved solution.
3.Challenges
The main challenges the company faces in managing OT and its workforce include:
– Large workforce: With nearly 6,000 workers spread across various locations, managing working hours and OT becomes complex.
– Continuous overtime: To meet production demands, the company requires workers to work overtime continuously, making it challenging to manage and monitor working hours while ensuring compliance with overtime regulations.
– Accuracy for customer inspections and management: Ensuring accuracy during customer inspections is crucial for the company’s reputation, quality control, and accounting. This requires high precision.
-Scattered data: Managing working hours and OT manually leads to dispersed, inconsistent data, making it hard to control and retrieve.
– Manual overtime management: HR manually manages excess OT, increasing risks of data errors, wasting time and resources, and making tracking, monitoring, and reporting difficult.
4.Proposed Solution
To address these challenges, the company partnered with IVS to develop an efficient OT management solution that ensures accuracy and transparency in operations. IVS built and implemented timesheets and overtime management systems through the IHRM HR management software as follows:
– Two types of timesheets:
– Actual timesheet: This tracks the real working hours of employees, including OT, allowing HR to monitor and manage work hours accurately.
– Standard timesheet: This excludes excess OT to ensure compliance with overtime regulations during inspections.
– Managing three types of OT:
– Standard OT: OT within the company’s allowed limits.
– Actual OT: The real OT worked by employees, including any excess OT.
– Excess OT: OT beyond the allowed limits, helping the company tightly control and ensure workers’ rights.
– Managing two payrolls:
– IVS’s payroll system features two separate payrolls for transparency and accuracy. One payroll reflects income based on standard working hours, while the second reflects income from actual hours worked, including excess OT. This helps HR easily manage and ensure that all employees are paid according to their working hours.
5.Results
After implementing IVS’s OT management solution, the company achieved significant results:
– Time-saving for HR calculations: With an automated and synchronized management system, HR no longer spends excessive time managing and calculating OT, reducing the workload and allowing them to focus on more critical tasks.
– Controlled excess OT: The excess OT management system makes it easy for the company to track and control overtime, ensuring compliance with regulations and guaranteeing workers’ legal rights.
– Ensured transparency and accuracy for inspections: IVS’s management system ensures that all data related to working hours and OT is stored and managed transparently and accurately. The company can provide detailed reports during customer inspections, ensuring that all processes are compliant and transparent.
– Centralized data, easy HR control: Instead of scattered and hard-to-control data, IVS’s system centralizes all data in one place, making it easier for HR managers to monitor and manage information, leading to timely and accurate decision-making.
6.Conclusion
Implementing IVS’s OT management solution has brought significant improvements to the zipper manufacturing company in workforce and time management. This solution not only saves time and costs but also ensures transparency, accuracy, and compliance with overtime regulations. With this management system, the company is confident in handling customer inspections while ensuring all workers’ rights are fully respected.
In an increasingly competitive market, investing in technology management solutions like those from IVS is a strategic move that helps the company maintain its leading position in the industry and meet the growing demands of the market.
