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Case Study: Proximo Spirits

Proximo Spirits is a privately owned, premium spirits importer based in Jersey City, New Jersey. With just over five years of business, the company’s portfolio has already grown to hold twelve premium brands. Proximo Sprits employees over 300 individuals between their New Jersey Headquarters and facilities in Indian, Canada as well as representatives located throughout the US.

Proximo, translated as “next”in Spanish, is the next major producer of innovative spirits marketing and new product development. The company continues to develop strong relationships with distributor partners in the US and internationally.

The Challenge: Automate vacation tracking for a fast-growing company

Doris Cuya, HR Manager, has been with Proximo since its conception in 2009. “Everything was paper based. Everyone submitted requests for vacation time via paper, ” Cuya notes. Since they had employees spread out all over the United States, each employee would have to handwrite vacation time and scan it in to send to her. It was a tedious, time consuming process and one they quickly outgrew.

The Solution

The President of the company had used SoftTime attendance software at another company he was with and suggested they look into it for Proximo Spirits. Cuya did the research and then decided to move forward with SoftTime SQL edition and since moving to the most-popular cloud based edition known as SoftTime Online (STO). “The President likes the latest of the latest for the company and STO provided that.”

Streamlining the process

After implementation, the benefits the attendance software provided quickly became clear to Cuya. She states, “we were growing so rapidly, it made it a lot easier for employees to go online and submit requests; and managers, from their emails, could just approve it. “Not only was it easier for employees, but the vacation tracking software helped streamline Cuya’s workload as well, “now we have these reports and I don’t have to type in and keep track of everything manually. In Excel, I would have to copy and paste items to create each team report, now managers can go in themselves and export their own reports.”

Flexibility

Cuya made the most of the flexibility that SoftTime Online provides, “(STO) gave us the flexibility to create account names that suited us best. I utilize reports quite a lot as well; a great feature. The Year-to-date report that was recently enhanced offers a nice 12-month look at a calendar and what has been approved. You can manipulate the report to put in what you want to see; it’s very flexible.”

Continuing Education

While SoftTime Online has video tutorials for every feature built into the software, Cuya takes it a step further and incorporates the attendance Software into the quarterly training sessions that she conducts for her company. “I conduct training sessions to refresh people’s memories and update them on changes to STO and to orient new hires.”Cuya can easily track new changes within the attendance software as they are posted in SoftTime Online’s Message of the day. “I really like the Message of the Day. I love the fact that I get instant notification of recent additions. It’s one of the great new things about the software.”

Conclusion

Proximo Spirits found an attendance tracking software that could accommodate their rapid grown, multiple locations and a variety of employee types. SoftTime Online provided easier access for managers, customizable reporting features in an easy-to-use interface.

 

Who is United Way of the Greater Dayton Area?

United Way of the Greater Dayton Area is part of a national movement of more than 1,300 locally governed organizations. They are a non-profit organization that helps people maintain and/or improve the quality of their lives. United Way’s local roots trace back to 1913. Based on the successful community-wide campaign to raise money for relief efforts following the Great Dayton Flood, civic leaders decided to apply the same concept of federated fund raising to meet the ongoing health and human service needs of the community.

Today they continue to serve their community by working towards their mission: To meet human service needs and find long-term solutions in the Dayton region by engaging the greatest number of donors, leaders, and volunteers and partnering to advance the common good.

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The Challenge: Automation

Vicki Hahn Director, Human Resources United Way of the Greater Dayton Area
Vicki Hahn
Director, Human Resources
United Way of the Greater Dayton Area

Vicki Hahn has been with the organization for 29 years in the Human Resource Department and has seen many changes over the years. Originally, their entire attendance tracking system was a completely manual process. “I had a printed calendar page for every person. Hourly employees would submit weekly timesheets with vacation and sick pay included on it. Monthly and salaried employees would give me utilization amounts. I had to record each and every occurrence on a notebook page for each individual. It was a completely manual process,” Hahn stated.

Even outside of the manual recording process, the calculations were done by hand as well, “Every month I would have to send them a monthly tally that I calculated … we had to find a way to make this process not as time consuming.”

 

The Solution

Hahn and her staff researched and interviewed several organizations before selecting SoftTime back in 2000. They have been with the same attendance software provider since.

 

Seeing the Difference

Hahn saw the difference as people could now use their computers to send leave requests electronically, “it just made everything easier. It also helped us make sure Supervisors approved all time taken.”

 

Making the Transition

United Way of the Greater Dayton Area first used the desktop solution and have since moved to the recently updated cloud-based version, SoftTime Online. Hahn noted “… everybody loves it! The new features make it even easier to use. The online version is fantastic because it has the tutorials – I didn’t have to do any training. I just shared the online information where the tutorials were and no one has even had any questions for me. It has eased up the workflow a great deal for me.”

 

Saving time

In addition to improving the workflow and cutting back on manual calculations; implementing the attendance software also reduced the amount of time Hahn had to spend on the phone. “It used to be people would always call and ask about how much vacation they had left, now they can sign in and look themselves.”

 

Flexibility

Each organization has its unique set of issues and SoftTime is built with the flexibility in mind to address varying needs. Hahn notes that this flexibility comes in handy with a staff that consists of a wide range of employees. “One of our departments works 24-7. It is a crisis center and people work very odd hours. SoftTime Online has the flexibility to schedule occurrences in different increments such as half or quarter day.”

 

Connecting Offices

One of the benefits of moving to cloud-based attendance software is that it enables your office to grow and easily connect with satellite offices. Hahn stated, “Even though most of our people work in our downtown Dayton office, we still do have offices in four locations. Having this internet based, those outside our home office can still access the system and that has been a huge help.”

One of the more frustrating and time consuming aspects of running a business is the employee side of things. There is no avoiding the fact that employee attendance and absence tracking must be done. Employers scramble for the best way but usually settle for a solution which leaves them frustrated. A number of challenges confront the average business with regard to how they keep up with vacations, absences, family leave time and on and on. Many employers have difficulty tracking and maintaining a comprehensive record of when their employees are away from work, why they are away and keeping up with balances of their employees’ vacation and personal time. For most, its either excel spread sheets, which are cumbersome and greatly limited in scope of tracking and reports, or they simply use written paper files which are not easily searchable for specific information and take up tons of space.

I have been with Software Techniques for only a month now. My initial impression, after hearing from customers and using the solutions myself, is that every company with more than a handful of employees could save so much time, money and headaches if they simply took advantage of these robust and flexible solutions offered by Software Techniques . No matter your industry or number of employees Software Techniques is on the leading edge of technology in answering the growing needs of businesses to save money while effectively tracking their employees’ time, attendance and personnel records.

Cameron Elliott Software Techniques Inc. New Employee

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