Managing Absences

Context

Absences are part of everyday business. Leave, illness, workations – life cannot be planned. However, the management of absences must be. Our solution ensures that absence data flows consistently between HR, ERP, and project management systems. This enables reliable planning and ensures compliance. It's not just about recording, but about making the handling of unplanned absences structured and manageable.

What We Do

Our solution connects HR, ERP, and project management software through:

• Regular retrieval of absences: Several times a day, absences such as leave, sick notes, and other types of absence are queried from the HR system.

• Mapping and synchronisation of data: Considering working time models and weekends:

  • We transfer absences to the project management system for realistic capacity planning.

  • We synchronise absence data with the ERP system to ensure correct time tracking and consistent working time records.

• Individual absence mapping: Different types of absences are mapped system-specifically to enable correct evaluations and further processing.

• Depiction of special scenarios: Absences can be modelled as actual activities, e.g., workations or further training, instead of being treated broadly as downtimes.

• Automatic escalation of issues: In cases of overlapping or contradictory absences, error tickets are automatically created in the project management system so that responsible teams can quickly respond.

Benefits

The approach significantly improves absence management, compliance, and efficiency:

Efficiency Gains:

• Automated data transfer: No more manual maintenance work, fewer errors, less effort.

• Consistent processes: Absences are always synchronised in HR, ERP, and project management systems.

Compliance & Accuracy:

• Accurate time recording: Absences are correctly matched with working time models and ERP specifications.

• Conflict detection: Overlaps are automatically detected and escalated before they cause problems.

Flexibility & Scalability:

• Individual absence logic: Support for special types of absence like workations or training sessions.

• Scalable solution: Increasing numbers of employees and growing data volumes can be accommodated without additional effort.

User Experience:

• Clear transparency: HR and project management always have a complete overview of absences.

• Less manual intervention: Automation relieves HR and operations teams and provides free time for more important tasks.