Optimizing Workforce Management at VkusMart Chain Using clockster System

The supermarket chain “VkusMart” is a recognized brand with over thirty years of successful operation in the capital of Kazakhstan, Astana. VkusMart is known for its extensive assortment, featuring over 20,000 products and related items, as well as specialized culinary and pastry departments. Since its establishment in 1992, the chain has consistently expanded and currently includes 11 stores and its own production facilities. In the pursuit of modern solutions to enhance workforce management and ensure more effective operations, VkusMart turned to the innovative clockster system.

In this article, we present interviews with two key experts – Galina Vasilieva, Chief HR Manager of VkusMart, and Mikhail Bedner, IT Department Director, to explore how the clockster system has helped optimize operations within the VkusMart chain and achieve greater heights in the retail industry.

Evolution of Attendance Tracking with clockster

During interviews with representatives of VkusMart – Galina Vasilieva and Mikhail Bedner, we gained insight into how attendance tracking was managed in the company before the implementation of the clockster system.

The introduction of the clockster system brought significant changes to the attendance tracking organization at VkusMart. Previously, the process relied on traditional methods using manual timesheets, which demanded considerable human resources and attendance. Galina Vasilieva, the Chief HR Manager, shared her experience:

How was the attendance tracking process organized before? Well, typically, through signed timesheets. Of course, we understood that these were unreliable data, and sometimes we even had to resort to video surveillance.

This method not only required a dedicated employee for tracking but also posed challenges in the case of a distributed company structure. VkusMart is part of the “Berkat” consortium, consisting of several LLPs, making attendance management more complex and error-prone.”

“I received a proposal from Beeline, your partners in the past. Our task was to eliminate, handwritten journals. As a technical specialist, it was very disheartening for me to see all this manual record-keeping at the facilities,” adds Mikhail, emphasizing the inefficiency of manual attendance journals.

The big advantage was that it’s our Kazakhstani system. I am, so to speak, a patriot of my country. Moreover, if I see that there are good things being done by techies, I first highlight the Kazakhstani segment and then the rest.

“We had a symbiosis; the accounting department wanted to control precise attendance for hourly pay, and clockster had a solution for that,” emphasizes Mikhail, pointing out how the clockster system not only satisfied attendance tracking needs but also influenced behavioral aspects within the organization.

The clockster system allowed VkusMart to transition from manual tracking to an automated system, significantly enhancing the efficiency of attendance management. The new system not only simplified the process but also made it more transparent and reliable.

At the moment, there are 11 stores and our own production facilities. We have our own production, which includes the culinary production ‘Gastronomiya vkusa,’ the confectionery production ‘Vkusnaya Istoriya,’ and the bakery ‘Vkus Khleba.’ We also have a separate project called ‘Bulochki na Ulochke,’ a chain of street pavilions. Now, every store and every production facility has the clockster. That’s 1000 people.

With clockster, VkusMart successfully integrated the attendance tracking system across various departments, providing a unified and reliable mechanism for managing working hours for over 1000 employees throughout the company.

Innovative clockster Solutions for Increased Efficiency and Discipline at VkusMart

“When it comes to office workers, they all check in through the clockster mobile app. And the staff uses devices,” emphasizes Galina Vasilieva. This approach provides convenience and flexibility for office employees, who can easily and quickly register their presence using a mobile device. On the other hand, production staff utilizes devices with facial recognition, bringing efficiency to the attendance tracking process:

At the production facilities, we have devices with facial recognition. An employee approaches, marks attendance, and the door opens on the production floor only after the attendance mark.

This integrated solution with facial recognition and automatic access to premises significantly simplifies the attendance tracking process and ensures security in restricted areas.

“We have 2 devices at the production facilities, one for clock in and the other for clock out. We needed to create a simple system with a magnetic door, and the clockster helped us with that. We even track the time for breaks. Galina probably mentioned that at the productions, the payment is hourly, and break times are deducted accordingly,” Mikhail explains how the clockster system was successfully integrated into production.

“So, we use 3 types of clockster – the mobile app, regular biometric devices, and devices for the magnetic door,” Mikhail concludes, showcasing the multifaceted and successful integration of the system across various areas of VkusMart’s activities.

“For us, the clockster exists for discipline. Even if, for example, an employee is out, they send me a request and naturally write a comment,” notes Galina Vasilieva.

This aspect of the clockster system becomes an integral part of workforce management, providing employees the ability to report on their location and actions outside the office or production workshop. The built-in comment system adds extra transparency and control.

Thus, the clockster system in VkusMart not only automated attendance tracking but also became a powerful tool for enhancing efficiency, ensuring safety, and maintaining discipline among the staff.

Effective Workforce Management and Reporting Using clockster

“At the end of the month, I submit attendance reports to the chain’s leadership. For departments, I share them in chats. I’ve assigned administrators for each store who can check attendance. However, I restricted them to prevent artificial markings,” says Galina Vasilieva, discussing transparency and responsibility distribution in the attendance tracking system.

The clockster system provides the Chief HR Manager with the ability to efficiently generate attendance reports for senior management and departments. This automated function significantly reduces the time spent on data analysis and preparation:

“Previously, collecting all the reports took days. With the clockster, it’s different – select a specific period and quickly gather all the reports, much faster and more convenient,” responds Galina Vasilieva.

The clockster system not only ensures speed but also flexibility in report preparation, including the option to use 1C templates:

Now you have a new update that allows you to compile reports using the 1C template, which is also very convenient, I think, for large enterprises.

The Chief HR Manager emphasizes that the system not only provides visibility of attendance throughout the day but also furnishes necessary data for salary calculations:

In general, we monitor attendance throughout the day, and in the reports, we only consider worked hours. We need this report for salary calculations, especially for production, where the pay is hourly.

Thus, clockster becomes not only a tool for attendance tracking but also a powerful instrument for creating reports, ensuring efficient workforce management, and accurate salary calculations in the VkusMart chain.

Overcoming Challenges with clockster: Integration of Automation and Discipline

“Previously, people would leave with thoughts like, ‘If I leave before eight, at 07:45 or half-past seven, or even at seven, no one will notice me.’ They would leave and say, ‘Sign in for me.’ But now, if office employees go somewhere, they naturally have to send me a request in the clockster later and write where they were at which LLP.”

This implementation initially faced protests, but over time, employees realized the necessity of this system:

At first, there were protests during implementation, like ‘forgot to check in’ or ‘didn’t want to,’ but now everyone has accepted it.

“We initially implemented it at one facility. Then, based on my specialization and position, I documented business processes on how to do it and integrate it into the system,” explains Mikhail about the step-by-step integration process.

“I documented the business process, created a scheme for this process, gave it to my employees, and they went to all the facilities. Initially, we did it at the supermarkets. Last year, the founder saw the positive aspects of the system and requested to implement it at the production facilities,” emphasizes Mikhail, highlighting the phased integration of the clockster system.

Galina also underscores the successful implementation of the system in salary calculations at production:

Now, even at one production facility, the salary is strictly based on the clockster, by worked hours. In the future, we plan to do the same everywhere.

Thus, clockster not only addresses the issue of attendance tracking automation but also instills discipline in the organization, providing a fairer and more transparent human resource and workforce management process within the VkusMart chain.

Additional clockster Features: Personalized Approach and Efficient Communication

“As for additional clockster features, we like that we can see employees’ birthdays and all phone numbers if we urgently need to call someone personally,” highlights Galina Vasilieva, emphasizing additional features that add even more value to the clockster system for the VkusMart chain.

These additional features underscore a personalized approach to workforce management and ensure effective interaction:

By studying employees’ birthdays, we can create a warmer and more favorable work atmosphere, congratulating them in a special way. Moreover, having access to all phone numbers allows us to quickly and efficiently respond to important questions and ensure timely communication within the company.

These clockster features add a level of personalization and interconnectedness among employees, fostering team unity and enhancing overall efficiency within the VkusMart chain.

Visible Changes in Production: Transformations Thanks to clockster

When asked about visible changes, Mikhail shares observed differences in production compared to stores and emphasizes the unique benefits of implementing the clockster.

“Speaking of visible changes, we noticed them specifically in production, not in the stores. Why? In the stores, there was already security, and they were from an external company specifically,” Mikhail begins.

“In production, thanks to the clockster, we discovered faces that, hypothetically, might not have come to work. This means that before the clockster, there was human conspiracy in some things, not in all, of course, but isolated cases, for sure,” emphasizes Mikhail, noting the improvement in discipline and employee responsibility.

“It also affected the health of our internal nation – people started smoking less. Every break is visible,” Mikhail highlights the positive impact on employee health, attributed to stricter control and visibility of breaks.

Thus, thanks to clockster, “VkusMart” has gained new control tools that not only ensure efficiency and discipline but also lead to positive changes in work and employee health.

Conclusion

In concluding the conversation, Mikhail highlights the significance of the clockster system for “VkusMart” and underscores how it has influenced workforce management and care for staff.

“Now, of course, as a conclusion – thanks to clockster, we understand the attendance status perfectly. We can provide statistics to the founder, the leader of any of the organizations, productions, supermarkets, and it’s very easily collected, where we understand that someone has a certain percentage of latecomers this month, another has a different percentage,” emphasizes Mikhail, describing the accessibility and detail of the data.

If something is happening with an employee, you can just look at the employee in the clockster and understand his entire work life. If everything was good, and now he starts coming late, something is happening with him.

“Galina can connect and work directly with the employee, maybe something is not satisfying, maybe there are family problems. So, this also adds up to the work,” Mikhail emphasizes, highlighting the importance of a professional and attentive approach to workforce management.

“Work is a huge part of our lives. It’s at least 8 hours. And you need to approach it professionally in this way. Thanks to clockster for such an opportunity, and we wish you success,” concludes Mikhail, expressing gratitude to clockster for creating a tool that helps “VkusMart” exercise professional control and show care for its staff.