In early 2014, Malmos A/S embarked on an ambitious plan to digitise all of the company's workflows. One of the highest priorities for the West Zealand-based landscape gardener became to get a handle on the firm's man-hours using mobile time registration.
62 years old. 80 employees on the payroll. And a tenfold increase in annual turnover from DKK 15 million to DKK 150 million within the last 10-15 years. Growth that placed new demands on the internal organisation at Malmos A/S. Therefore, the ”Digital Malmos” project was launched in early 2014.
The work processes are being transformed into an IT strategy
The ”Digitale Malmos” project focused on the entire process from tendering and invoicing to time registration and employee payroll. To maintain structure and control within the project, they hired Michael Gøthche as Head of Finance and IT.
”I started 1½ years ago. Before I started, I had set aside a day where we gathered all the office staff. Here we looked at which IT systems we had, and what future systems should be able to do, explains Michael Gøthche.
Time registration was at the top of the wish list
When the IT strategy was drawn up, Michael Gøtche visited Dansk Byggeri's IT trade fair. It was here that Michael Gøthche decided that time tracking was at the top of the wish list.
“I wanted a solution that was easy for users, and that would be sustainable in the long run, particularly for my employees who would be using the system. That was one of the major considerations during the selection process. Otherwise, I knew it would be difficult to get the idea of replacing paper slips with electronic time registration accepted by the employees,” says Micheal Gøtche.
A standard solution with customisation options
In addition, Michael Gøthche emphasised that Malmos A/S should try to stick to a standard solution. This would make the purchase cheaper and, not least, safer, because the solution was guaranteed to be more thoroughly tested.
“Although Intempus was a standard solution at the start, we have had the opportunity to make such a significant mark on Intempus that it has become an integrated Malmos solution” – Micheal Gøtche, Head of Finance and IT at Malmos A/S
15 employees tested the app
When Intempus was to be implemented in the 80-person company, the first step was to have a few employees trial the system. Following a joint meeting, 15 volunteers aged 20-40 quickly came forward.
“We chose to spend five minutes presenting Intempus during our autumn preparation, where all employees gather and are told a lot about the individual functions in Malmos. Then we referred them to a sign-up sheet if they wished to become ambassadors,” says Michael Gøthche.
Small, ongoing adjustments made the system better
The test subjects used Intempus for three months. This allowed for some ongoing adjustments, so that the product was aligned with the employees' workflows.
“It’s so fortunate with Intempus that the way it’s set up makes it very easy to make small adjustments. When the ambassadors started, they received a short user manual from me, detailing the most basic functions for time registration, travel, machinery, allowances, and per diems. They had practically no questions after that,” concludes Michael Gøthche.
From 20 February 2015, all Malmo's employees started reporting their hours on their mobiles. To date, by 1 July 2015, there have already been 13,794 reports in Intempus.
