Sub Source
Client Overview
Our client operates several Subway stores and faced significant challenges in managing employee punch times and complying with labor regulations regarding breaks. This issue was compounded by manual processes and data inconsistencies, leading to inaccurate payroll and compliance risks.
Problem Statement
The client struggled with the following key issues:
1. Employee Punch Management:
The process of tracking when employees punched in and out was cumbersome and error-prone. The reliance on text files made it difficult to ensure accurate data collection.
2. Break Management:
Calculating breaks according to labor rules was problematic, particularly when punches were missing or incorrectly formatted.
3. Data Reliability:
Inconsistent data due to missed punches resulted in payroll inaccuracies and potential legal liabilities
Initial Solution
To address these issues, we implemented a solution that involved reading employee punch data from text files. Our approach included:
- Data Parsing :
We developed a system to parse the punch data from the text files, extracting employee clock-in and clock-out times.
-Break Calculation :
The system calculated breaks based on established labor rules, ensuring compliance with regulations.
While this solution significantly improved the situation, it was not foolproof. We encountered recurring issues with data format errors, such as missing clock-ins or clock-outs, which led to incomplete records and inaccuracies.
Second Iteration: Third-Party Integration
Recognizing the limitations of our initial approach, we sought to enhance our solution through the integration of a third-party time management application. This application provided more reliable employee punch tracking and accurate break calculations. Key features included:
- Automated Data Capture :
The third-party solution offered a more streamlined method for capturing employee punches, minimizing the chances of errors associated with text files.
- Improved Break Calculation :
With better data, the application could accurately calculate breaks according to labor laws.
However, we encountered a new challenge: the data received from the third-party solution was consistently one day behind, which hindered real-time decision-making and reporting.
However, we encountered a new challenge: the data received from the third-party solution was consistently one day behind, which hindered real-time decision-making and reporting.
Final Solution:
Real-Time Data with AWS Messaging Queue
After several years of partnership with Subway, we were presented with an opportunity to leverage Subway’s AWS messaging queue system. This allowed us to receive real-time punch data directly from their systems, leading to substantial improvements:
After several years of partnership with Subway, we were presented with an opportunity to leverage Subway’s AWS messaging queue system. This allowed us to receive real-time punch data directly from their systems, leading to substantial improvements:
- Real-Time Punch Tracking :
We could now track employee punches in real time, ensuring accurate data collection and immediate updates.
- Accurate Break Management :
With real-time data, our system could calculate breaks on-the-fly, significantly reducing the risk of compliance issues.
- Increased Efficiency :
The integration with AWS enabled faster data processing and reporting, enhancing overall operational efficiency for the client.
Results
The transition to a real-time data management system resulted in:
- Significant Reduction in Errors:
The elimination of text file dependency drastically reduced data entry errors and inconsistencies.
- Improved Compliance:
The client now adheres more closely to labor regulations, mitigating legal risks associated with incorrect break calculations.
- Enhanced Operational Insight:
Real-time data allows management to make informed decisions quickly, improving overall labor management.
Conclusion
Through iterative improvements, our collaboration with Subway evolved from basic punch management to a sophisticated real-time system that significantly enhanced operational efficiency and compliance. The case highlights the importance of adaptability and leveraging technology to address evolving client needs in the retail sector.