Success Story Bavaria Time Systems

The STAEDTLER company, founded in 1835 by Johann Sebastian Staedtler, is one of the oldest industrial companies in Germany. Long before the company was founded, his ancestor Friedrich Staedtler (1636–1688) was already working as a pencil maker. Johann Sebastian Staedtler’s pencils then went on to conquer the world. In 1853, the Nuremberg pencil maker presented his products at the New York World’s Fair. A few years later, these high-quality German products were already highly regarded in France, England, Italy, Russia, America and the Orient. The STAEDTLER Group is now headquartered in Nuremberg. More than 1,200 employees work at the headquarters in the Nuremberg metropolitan region and at four production sites in Germany. The company has a presence in 26 countries worldwide and employs 3,000 people. The company has a market presence in more than 150 countries. The export quota for products from Germany is over 80 per cent.

Almost two-thirds of STAEDTLER products are made in Germany. This makes STAEDTLER the largest manufacturer of wooden pencils, foil pens, erasers, fine leads and modelling clay in Europe. The Nuremberg-based writing and drawing instrument manufacturer’s range includes products for end customers such as pencils and coloured pencils, as well as solutions for industry. Continuous investment in research and development is helping to further expand this leading position.

The STAEDTLER corporate philosophy places a high value on protecting the environment, consumers and employees. Long before the advent of many eco-standards and environmental seals, STAEDTLER demonstrated corporate responsibility through environmentally friendly processes and self-imposed eco-controlling.

No further interface

Employees in Germany currently work according to a wide variety of working time models, ranging from countless part-time or full-time models to various shift models and 24/7 three-shift operation. ‘We have more than 280 work schedules, so our time management system has to be very versatile,’ emphasises Andrea Wittmann, Head of Payroll Accounting at STAEDTLER.

Last year, the company decided to change its HR software system. The old human resources management system was replaced by SAP HCM and Success Factors. As the leading system, Success Factors’ Employee Central supplies master data to SAP HCM on Premise. Time management accounting is carried out in SAP HCM on Premise. A new system for time recording in combination with access control was required. ‘We were looking for a system that was directly integrated into SAP because we didn’t want any additional interfaces,’ explains Andrea Wittmann. ‘Preferably from a provider that operates internationally so that we could also connect branches later on,’ adds Patricia Benda, Application Consultant for Administration and Finance. After consulting with dormakaba Executive Solution Partner Bavaria Zeitsysteme GmbH, the company ultimately decided on the EACM system from dormakaba. “The EACM solution for time recording and access management offers a wide range of time models and is fully integrated into SAP, so we have everything in our SAP system. The comprehensive, expert advice provided by Bavaria Zeitsysteme also convinced our project team,” explains Wittmann, head of the payroll accounting department.

The system partner Bavaria Zeitsysteme from Munich offers hardware and software components as well as services for system implementation, right through to turnkey systems. As a general contractor with a national and international focus, it assumes overall responsibility for the projects and ensures the functioning of the entire system (hardware and software). This includes project consulting in connection with infrastructure tasks and contract awarding, coordination and control of third-party companies.

Pencils are among the most popular writing tools, whether in the office or at school. Image credit: Staedtler, Nuremberg

After detailed planning of the access concept together with Franz Seidl as strategic system consultant, the Bavaria Zeitsysteme system was installed and put into operation at the four locations. The existing time recording terminals were replaced by the compact 96 20 PoE terminals from dormakaba. These were installed in the entrance areas, stairwells or directly in front of production areas, as close as possible

to the corresponding workstations. Since then, employees have been recording their working hours there and can view their current time accounts (from SAP HCM). The existing transponder system could be retained. The introduction of the new time recording system went smoothly – despite the difficult conditions during the pandemic.

Security level increased

Access control followed in a second step. Access via a manned gate, turnstiles and building entrances was to be modernised with an expandable electronic system. ‘The aim was to increase the security level in a simple way,’ explains project manager Jürgen Reiner from STAEDTLER. To this end, security circuits were defined to determine who has access where and when. Visitors who are not allowed to enter the company area from the public area were also included. For example, online access readers 91 10 and 91 04, which are controlled by access managers, were installed at the turnstiles, entrances and in front of areas requiring special protection. The devices communicate directly with the SAP system. This secures laboratory areas, the aviation security area, the server room, the hazardous materials storage area and a special production area. Overall, the access control project is still in the implementation phase. The system is prepared for the use of digital components that will be used in the future. There are also plans to introduce visitor/external company management, upgrade the ‘key fob’ ID media with CTC and switch to LEGIC advant.

Although implementation is still ongoing, the company’s conclusion is very positive. ‘Time management is now running wonderfully,’ emphasises Andrea Wittmann. “The whole system is running smoothly. We are technically open-ended, our hardware is future-proof. In Bavaria Zeitsysteme, we have a good partner and in Franz Seidl, a highly competent contact person,‘ explains Jürgen Reiner. From an IT perspective, Patricia Benda adds: ’The migration and hardware conversion were very easy thanks to the excellent cooperation with dormakaba and Bavaria Zeitsysteme.” [www.bzs.de]