Payroll Transformation

Collaborators

Viktoria Davidova (Product Manager) Jonas Kjeldsen (Developer)

Type

Professional Project, Internal Client

01 - Vacation Calculator

Problem

In Denmark, time-off regulations differ significantly from those in many other countries. Employees accrue leave based on hours worked, and in some organisations, they can take leave by the hour. As leave is accumulated pro-rata, it cannot be used it until it has been earned.

While this system provides employees with flexibility, it also presents challenges. Tracking leave balances can be difficult, leading to uncertainty about the possibility of taking a day off. Additionally, since many plan vacations in advance, it’s crucial for employees to ensure they have sufficient leave available for their trips.

Employees working flexible hours face particular difficulties in monitoring their leave usage, as hours worked can vary daily.

With leave expiring at the end of the year, many miss opportunities to use their earned time off, resulting in frustration and regret.

This confusion often leads to a high volume of inquiries to Payroll, creating workload for staff and posing concerns for the business.

Solution

The vacation calculator provides a clean, intuitive app which neatly allows users to track their time off. It allows users to record and plan leave taken and assists them to plan their time off effectively.

It collects user input of different blocks of leave and displays a balance remaining time off in the format of both hours and days.
Offering a monthly breakdown of the whole vacation year, it lets users know how much time off they will have at any given point in the future
It alerts the user to days that they must take before the end of the year which otherwise will expire.

Step 1: Relevant data added

Step 2: Add a past or future vacation date

Step 3: Modify Leave Record

Process

The payroll transformation project kicked off with workshops involving stakeholders from different parts of the organisation including employees, finance, payroll and technical profiles. Several key initiatives were identified which included the two listed here as priority, which would be two new apps to serve employees.

Both the Vacation Calculator and Parental Leave Planner were developed in tandem with expert stakeholders in the payroll department and tested and continuously iterated with employee feedback.

Results

In a relatively short test period, the two apps contributed to a reduced volume of queries to payroll regarding vacations and parental leave. This was the case in terms of general queries regarding the rules and personalised queries regarding an individual employee's specific situation.

The result is that payroll can dedicate more time to queries that are complex and unavoidable, and the general employee workplace experience is improved.