‘Our standard integration makes expensive customisation unnecessary’

Protime and GeoDynamics both specialise in time registration, but each with their own focus. The link between their solutions provides companies with an all-embracing platform for the follow-up of both internal and mobile employees.

Since 2004, GeoDynamics is a leading player in location-based software solutions. Initially, this West Flanders company installed track-and-trace systems in vehicles, but over the years it specialised more and more in time registration. 'Our solutions focus mainly on construction companies', explains managing partner Stijn Stragier. 'In the old days, working times were manually recorded on a time sheet. We have digitised the entire system.'

‘Our badge reader registers when employees leave for the yard and arrive there. In the evening, the reverse route is measured. In this way, personnel management gets a perfect view of the mobility allowance and the hours worked. Furthermore, the digital data is always correct and can be easily processed thanks to a link with all payroll providers. Via our activity registration, we also give our customers insight into the time spent on specific tasks at the construction site. This information is the ideal environment for ERP systems.'

Just like GeoDynamics, Protime is also specialised in time registration. However, there is a difference between the two players. Protime's solutions focus mainly on internal employees, whereas Geodynamics focuses on mobile workers. The latter target group creates additional challenges: the remuneration is on an hourly basis, there are supplements for Sunday or night work, there are obligations that are regulated per Collective Agreements, etc. Accurate measurement in the field is necessary because all these components are part of the payslip.

‘Mobile workers' time registration
involves additional challenges’

Heads together

After both companies met with a common customer, the idea came about to develop a partnership. ‘The conscious customer wanted integration between our individual packages', explains Yves Van de Venne, Team Lead for Technology Operations at Protime. ‘We then put our heads together to work out a standard framework for our joint customers.’

'This collaboration has led to a link between our web services to exchange the data needed for the calculation and automation of the payroll. The integration means that GeoDynamics registers all sorts of data from mobile employees and immediately forwards it to the Protime platform. Think of information as the in and out times of the yard, the duration of the journey to and from the construction site, the distance travelled, etc.'

In the meantime, customers like Engie, Assa Abloy, Technigroup and Electro Zwijsen all take advantage of this close integration. ‘These are all companies that have both internal and mobile employees’, says Matthias Braekevelt, analyst in the software team at GeoDynamics. ‘They now get all the data on one platform, so they no longer need to manage payroll data in separate packages. The manual transfer of data is entirely a thing of the past.’

‘GeoDynamics swears by the principle of a ‘single source of truth’. In other words, there is only one truth. This philosophy can also be found in our pairing with Protime. The unique thing is that integration relates to much more than just the hours performed. We also forward data about mobility, working times per project and any additional premiums. This allows all payslips to be generated from the Protime platform, which is partly fed by GeoDynamics.'

‘Our customers do not need to manage payroll
data in separate packages anymore’

Second integration

The partnership between Protime and GeoDynamics has also led to the development of a second joint solution. ‘In particular, for CheckInAtWork, the mandatory attendance registration in certain sectors’, explains Yves Van de Venne. 'GeoDynamics had previously established a link with the RSZ (Social Security Administration), and now works like a 'bus' through which Protime automatically forwards the national register number, the company number and the work location as soon as an employee checks in. Therefore, our customers no longer have to buy a separate system.'

The strengths for the end user are clear. But Protime and GeoDynamics also reap the benefits from their cooperation. With standard integration, you can avoid expensive customisation. Instead of programming, it is now simply a matter of configuring and automating. ‘We also speak the same language,' says Matthias Braekevelt. 'This allows us to align our applications smoothly. Our sights are set in the same direction, even though we each have our own philosophy.'

'But naturally, such cooperation also poses some challenges. The start-up of a remuneration system within a company is already a sensitive project for the client and its employees. There is no margin for error. Therefore, you can't just ‘try.’ From the first interview, everyone must immediately think together from an abstract idea to the final payslip. When someone around the table overlooks something, this usually means a month of further testing.'

'In addition, we are supposed to forward each registration as soon as possible', Yves Van de Venne points out. ‘Thus, we had to build in a mechanism that immediately makes a new attempt after a possible malfunction. Such an interruption may happen at the level of Protime, GeoDynamics or the RSZ. Our customers count on their data being sent in realtime, and that no registration will be lost after a failure. We have to watch for that at all times.’

Who is GeoDynamics?

• Head Office in Kortrijk
• Employs 35 people
• Belgian market leader in mobile time registration
• Belgian top-three player in terms of track-and-trace systems
• Installed in 38,000 vehicles
• Has 3,300 clients

Discover more about GeoDynamics here.