Case Studies - Actuasys - Human Technologies

H.B. Fuller Portugal Produtos Químicos, S.A.

Profile: Adhesive Industry
Number of employees: : 100
Location: Mindelo
Website: www.hbfuller.pt/en

H.B. Fuller, the leading global adhesives provider, bet on the SMART Actuasys Solution for access control to its new building and expanded the Attendance system, which has been used since 2007. It selected UMV5 terminals with RFID Mifare technology for control at the various access points to this new building as well as for a reel access that connects the new building to the existing building.
With the expansion of the company's facilities, there was also a need to create new attendance registration points, for which the new generation TUX910 terminals were chosen, also with RFID Mifare technology.

The expansion of the production area and the consequent construction of new facilities, attached to the main building, generated the need to create crossing points between the two buildings.
With the adoption of the SMART Actuasys Access Solution, H.B. Fuller intended to regulate and control the movement of employees within the company, ensuring strict compliance with safety rules automatically, without the need for human intervention.

Celoplás, Plásticos para a Indústria S.A

Profile: High precision mould manufacturer
Number of employees: : 160
Location: Barcelos
Website: celoplas.pt

SMART Solution for Attendance and Access. The Attendance component supports the management of working times for an operation that is undertaken by 160 employees, working 24 hours a day and 7 days a week. Meanwhile, the Access component restricts and monitors the circulation of employees within the company, guaranteeing strict compliance with the rules of security and restricted access to areas considered sensitive, particularly those intended for the storage of specific raw materials and controlling the quality of the final product. To control access to these areas, Celoplás chose digital identification using biometric technology, complying particularly strictly with the new regulatory framework regarding the use of its employee’s data.

From the outset, Celoplás understood that the adoption of biometrics to control access to critical areas was essential for the safeguarding of all its staff, processes and goods. However, the entry into force of the New Data Protection Regulations (RGPD) resulted in various challenges being posed to attain this objective, in as much as it introduced stricter rules regarding the way that biometric data could be used. Aware of this new context, but determined to maintain its initial strategy, in 2019, Celoplás invested in new biometric terminals and totally upgraded the SMART system so as to , among other things, keep sensitive information encrypted, whether it is being transferred or at rest.

Municipality of Marco de Canaveses

Profile: Municipal Council
Number of employees: 400
Location: Marco de Canaveses
Website: www.cm-marco-canaveses.pt

SMART Solution for Attendance with processing of records of working times supported by mixed-technology UMV6 IP terminals, using identification by fingerprint or Mifare proximity cards. Initially, and obviously in addition to HR, access to the time and attendance management system was made available to managers through the provision of personal profiles to visualise and correct the levels of attendance of the respective teams. More recently, in 2018, this access was extended to the Employees themselves, who began to have their own individual profiles devised for consultation and introducing suggestions to improve their attendance, for subsequent checking by their respective superiors.

Although at first it was decided that the responsibility for introducing corrections to deal with attendance irregularities by Municipal Employees should focus on the HR and management area, it was soon realised that the employees themselves could play a valuable role in this process. Effectively, by enlarging the attendance application’s scope of use to all affected participants, the individual responsibility of each worker was enhanced, while at the same time, there was investment in decentralising tasks with the aim of achieving greater efficiency in the internal functioning of this Municipal Council.

Globosat Programadora Ltda.

PROFILE: Channel programmer
Number of employees: 1,600
Location: Rio de Janeiro, Brazil
Website: www.globosat.com.br

INTERFACE solution for integrating biometric attendance terminals with SAP HCM. The integration, which uses the SAP certified standard HR-PDC interface, guarantees rapid implementation that is extremely robust and secure.

29 TUX930 Bio Mifare terminals were installed in Rio de Janeiro and São Paulo, to register SAP time events. These same terminals, with 7” colour displays, are also used to present departmental HR campaigns aimed at employees.

The installation of the first terminals and the SAP integration were carried out in a single week, in March 2018. In 2019, Globosat acquired another 10 terminals with Wi-Fi to use in temporary studios.

Globosat wanted a system that would guarantee its continuous operation, even with sporadic power cuts. The terminals needed to remain operational during power cuts and re-establish communication with SAP without human intervention. The reliability of the biometric system, to avoid fraud, was also a compelling necessity.

Lactogal Produtos Alimentares S.A.

Profile: Agri-food business specialising in dairy products and their derivatives.
Number of employees: 1,500
Location: Âmbito nacional (Continente e Ilhas)
Website: www.lactogal.pt

INTERFACE solution for the integration of attendance events in SAP and EXPERT solution for Access, in which the entire logic of granting access profiles is supported on a specific Lactogal platform into which we integrated using custom webservices.

As part of this project undertaken at the end of 2018, in addition to the INTERFACE and EXPERT solutions for Access, we installed around 40 UMV5, TUX 930 and UMV6 terminals, with the 2 latter units intended for registering employee attendance and, cumulatively, controlling the opening of the doors to the headquarters, production units and commercial offices. In order to guarantee compliance with the practices for granting access to Employees, Visitors and External Entities, it was considered important to synchronise the access profiles of all the individuals from an external platform dedicated to managing logical and physical access within the entire Lactogal operation using webservices. Additionally, and to assist in the reception of visitors to the headquarters, an Entry Point web module was provided for the Expert solution for Access.

With this project, it was intended to achieve 5 major objectives: complete renewal of all existing attendance registration equipment, maintaining focus on a certified solution, totally integrated with SAP HCM; adoption of more up-to-date and convenient identification technologies, specifically based on the use of proximity cards and fingerprint biometrics; standardisation of the different access control management systems, with guaranteed centralised control, without the loss of operational autonomy by production units; integration between SAP and management and access control systems, for greater rigour and consistency in systems controlling the circulation of persons and security; and optimisation of the process of managing identity cards for the entire Lactogal operation.

The Navigator Company

Profile: Integrated forest producer of pulp and paper, tissue and energy.
Number of employees: 3,000
Location: Lisboa, Setúbal, Figueira da Foz, Cacia, EUA
Website: www.thenavigatorcompany.com

An Actuasys client since 2004, Navigator started its process of modernising its time recording terminals in 2018, opting for the TUX930 solution with mixed technology of RFID Mifare and fingerprint biometrics. Thus, the group’s new headquarters in Lisbon is equipped with this new generation of Actuasys terminals and this change is underway in the Group’s other sites in Setúbal, Cacia and Figueira da Foz.

Navigator makes use of Actuasys EXPERT solutions for access control in all the Group’s sites, and the Actuasys INTERFACE solution, certified by SAP, to supply the Time Management module in SAP. To control the access of employees, external entities and visitors, the Actuasys terminals control turnstiles, vehicle barriers and automatic doors with electrical or electromagnetic latches. All the Group’s entry points manage the admission of visitors using the Actuasys EXPERT Access solution, and the delimitation of the factory perimeters are also safeguarded by this system.

In the entire Navigator operation, there are in use the following units: 65 UMV3, 80 UMV5, 32 UMV6, 15 TUX930 and 2 TUX510.

The objective was to implement an integrated solution for registering working time and access control in order to optimise the necessary IT and infrastructure resources. For SAP integration it was fundamental to deal with a solution certified by SAP itself to guarantee perfect integration between both systems.

EMEL - Empresa Municipal de Mobilidade e Estacionamento de Lisboa, E.M., S.A.

Profile: Mobility and Parking
Number of employees: 400
Location: Mozelos, Santa Maria de Lamas
Website: www.emel.pt

Actuasys Expert solution for Attendance with Remuneration and Time Planning. For the decentralisation of HR tasks and automation of processes, Self-Service was implemented for employees and management.
UMV6 attendance registration terminals and USB readers.
Biometric Identification technology.
Implementation in 2016, concluded in 5 weeks.

My primary motive for this project was the certainty that we were choosing a highly structured, robust and reliable application that was easy to use and quick to implement, and the extremely important aspect of having the processing of earnings in the same application, finally encompassing all the areas of administrative management in the same package, without the need for additional interfaces or concerns. Additionally, there was the certainty of having a supplier concerned about the continuous improvement of its products, and the quality and speed of support, particularly after the conclusion of the implementation project. - Dra. Marília Costa, Head of HR.

Epal - Empresa Portuguesa das Águas Livres, S.A.

Profile: Water supply to the inhabitants of Lisbon
Number of employees: 900
Location: Portugal
Website: www.epal.pt

The history of this partnership is as long as the history of our company and illustrates the quality of the relationships we have established in order for them to be serious and lasting.

Epal has made full use of the Actuasys EXPERT solution, Attendance with Self-Service, Mobile-App and Time Planning, Access with the Entry Point and Canteens module. All these modules allow management of all entities that access all the company's websites, its headquarters on Av. da Liberdade and the Olivais, Barbadinhos, Arco, Asseiceira, Vale da Pedra, Vila Franca de Xira, Arco and Valada do Tejo sites. The entry points are managed with turnstiles, vehicle barriers with license-plate recognition and automatic gates. The four company canteens that serve all of its employees are managed with the Expert Canteens solution and the attendance of all employees is managed through including everyone involved in a system well distributed by employees, various levels of management and the HR department.

A total of 60 UMV3, UMV5 and UMV6 terminals ensure integration with the various access control devices, permitting the registration of reservations and consumption as well as the registering of attendance.

Already in the 1990s, Epal had a demanding HR department that was aware of the need for the standardisation and automation of procedures. The time spent in processing working times was quite high and there was an intention to reduce it while increasing the standardisation of its treatment. Over the years, the motivations were reassessed, and the system evolved accordingly.

METROPOLITANO DE LISBOA, E.P.E.

Profile: Public Corporation that provides a public transport service to passengers using the metro in Lisbon.
Number of employees: 1,400
Location: Lisbon
Website: www.metrolisboa.pt

The Lisbon Metro has been a client of ACTUASYS for over 20 years, and has therefore operated various generations of solutions, from solutions based on UNIX platforms in the 1990s, up to the current EXPERT solutions based on Windows platforms. A solution is being used based on the interaction of employees and managers through the use of Self-Service for both profiles, facilitating the task of the HR department that ensures the processing and final validation of all the information. The automation of the exportation of data for salary processing in SAP, as well as the operation of records synchronisation between SAP and the Actuasys EXPERT solution are both fundamental supports for the HR management team.
115 UMV6 terminals, dispersed throughout the Lisbon Metro network, are being used for registering attendance. The UMV3/6 terminals proved to be highly robust to the needs of the Metro for installation in station tunnels, which are subject to high levels of electrical noise. With the UMV3/6 terminals, the Metro was able to overcome this difficulty that was previously experienced by several other terminal solutions.

For registering attendance, the Metro wanted to address the need to cover the entire network of Lisbon Metro stations with the robustness and stability needed, but which had not yet been possible.
For processing working times the need was based on a set of very advanced requirements arising from the company's activity and the type of operation it has, numerous highly complex schedules, and processing rules that are highly variable, and require agility to respond to them in a timely fashion, etc.
Full integration with the salary processing solution, SAP, was also a pressing need.

Profile: Cork production
Number of employees: 400
Location: Mozelos, Santa Maria da Feira
Website: www.amorim.com

Actuasys EXPERT solution for Canteens in the Amorim Cork Composites unit. In addition to making reservations for meals in the canteen itself, a series of UMV6 RFID terminals in various locations not only permit the registering of attendance, but also the reserving of meals for the following days. The registration of food consumption is done in the canteen queue using a biometric TUX920 for this purpose, so employees have total certainty that they are the only ones who can do it.

Additionally, visitors who use the canteen have their consumption registered by the employee who accompanies them.

In the canteen, all participants use the system: the employees register what they consume and reserve their meals for the next day, the concession operator validates food consumption versus deliveries to the canteen, the person in charge of the kitchen receives information online about reservations, food consumption, food consumption without reservations, etc. and the company thus guarantees monitoring what employees have consumed and the correct payment to the concessionaire at the end of each month.

Solution implemented in 2017 in the first canteen.

Amorim was seeking a tool that would facilitate a smoother functioning of the canteen, allowing faster service and a greater capacity to satisfy the requests of employees. It also intended to automate the downstream process of integration by processing the employees' earnings as well as getting validation of the concession holder's invoice without additional administrative work.

INTRAPLÁS – Indústria Transformadora de Plásticos, S.A.

Profile: Thermoform packaging producer for the food industry.
Number of employees: 300
Location: Lordelo, Guimarães
Website: www.intraplas.pt

Actuasys EXPERT solution for Access in the thermo-form packaging production unit. A group of 12 UMV5 terminals with biometric technology ensure access control to this production unit, particularly access to the large production building. Monitoring the status of the doors was also ensured, allowing the signalling of open door situations motivated by misconduct in complying with the established rules.

Solution implemented in 2014 when this new Intraplás plant began operating.

The movement of employees entering and exiting the manufacturing perimeter needed to be strictly controlled.

LUÍS SIMÕES Group

Profile: Transport and Logistics Operator
Number of employees: 2,000
Location: Iberian Peninsula
Website: www.luis-simoes.com

Actuasys EXPERT solution for Access in the 24 operational logistics centres and 9 transport operations centres, distributed in Portugal and Spain, for access control at entry points, central buildings, warehouses, data centres etc. Controls and regulates the movement of employees, external entities and visitors when registering and limiting the passage through doors, turnstiles, and barriers for light and heavy vehicles. There are about 200 registration and access control points using UMV5 terminals with RFID technology.

The Luís Simões Group also benefits from the modular structure of the Actuasys EXPERT solution and makes use of the EXPERT Attendance Module for the time management of its approximately 2,000 direct employees.

The Luís Simões Group has been a client of Actuasys since 2006 and the solution implemented has grown since then, accompanying the great dynamics that characterize this Group’s development.

The protection of stored goods and the regulation of access to them, and applying rules to the movement of all participants in the logistics process was the Group’s main motivation for contacting Actuasys for this project. The modular nature of the solution made it possible, without a lot of additional effort, to incorporate the modules and functionalities necessary for the management of employee attendance.

Solvay Group

Profile: Chemical company for advanced materials and specialised chemicals (Solvay Portugal);
Shared Services Centre (Solvay Business)
Number of employees: 500
Location: Portugal
Website: www.solvay.pt

Actuasys EXPERT Solution for Access at the factory premises in Póvoa de Santa Iria (Solvay Portugal) and the shared services centre in Carnaxide (Solvay Business). The implemented solution controls the access of employees, suppliers and visitors, limiting the passage through doors, turnstiles, and barriers for light and heavy vehicles. There are around 38 registration and access control points using UMV5 terminals with RFID and fingerprint biometrics technology.

The Solvay Group benefits from the modular structure of the Actuasys EXPERT solution and also makes use of the EXPERT Expenses Module for the management of the canteen in Solvay Portugal’s facilities. The Solvay Group also makes use of the Actuasys INTERFACE solution, supported by UMV5 and UMV6 terminals.

The Solvay Group has been a customer of Actuasys since 2000, with the implementation of the system at Solvay Portugal's premises. In 2006, it was extended to Solvay Business's facilities in Carnaxide.

With the implementation of the Actuasys solutions, the Solvay Group wanted to ensure the control of entries and exits of employees, suppliers and visitors to its facilities and, at the same time, ensure the time management control of its employees through a solution of SAP-certified point marking terminals, such as the UMV3/6 terminals supported by the Actuasys INTERFACE software, and currently have 25 of them installed.

Auchan Retail Portugal, S.A.

Profile: Modern Distribution
Location: Portugal
Website: www.auchan.pt

Exemplary partnership, where a combination of analytical capacity, knowledge and the technical capability of the supplier and client was able to produce a result the exceeded the initial expectations of the project.

Auchan Portugal employs an Actuasys EXPERT solution incorporating Attendance and Access for its entire operation in Portugal and, for this, uses the impressive number of 642 terminals for registering attendance and access

Seeing the EXPERT solution as a genuine motor for measuring working times and monitoring access at a national level, Auchan has developed numerous interfaces capable of providing information to a series of company areas most notably the evaluation of productivity levels. The interfaces for synchronising registration, working hours of shifts and variables for processing salaries allow the Group the total automation of the most time-consuming HR tasks, freeing up resources for other more valuable tasks. Additionally, in terms of hardware, an interface was also constructed to allow a full connection to the Group’s National Security Centre, which resulted in a system with excellent efficiency.

Auchan Retail Portugal is currently operating the following equipment acquired between 2015 and 2019:

UMV3 - 96 units
UMV4 - 314 units
UMV5 - 20 units
UMV6 - 212 units

To keep up with its growth in Portugal, Auchan needed a solution that could be scaled up over time and as it grew.

Sintra Town Council

Perfil: Administração Local
Número de colaboradores: 3.000
Local: Portugal
Website: www.cm-sintra.pt

The Sintra Town Council has been an ACTUASYS client since 2007, and uses the Actuasys EXPERT Attendance solution to support the interaction of employees and managers through the use of Self-Service for both profiles, facilitating the task of the HR department that ensures the processing and final validation of all the information. The automation of data export for salary processing, as well as the operation of a synchronisation of registration between the ERP AIRC and the Actuasys EXPERT solution similarly provide fundamental support for the HR management team.

The Sintra Town Council currently operates 188 UMV6 terminals spread throughout the municipality, with particular note for the fact that in 2016, the system was extended to all the schools in the municipality whose management is undertaken by the Sintra Town Council.

In addition to wanting effective control and management of the attendance of its employees, the Sintra Town Council had the aim of implementing paperless policies, which has been helped by the use of Self-Service, through which employees can consult their attendance, justify their absences and introduce their holiday plans, while the management can manage its employees, checking and authorising absences, holidays and work. As well as this, it was intended to totally integrate the ERP of the AIRC.

DIA PORTUGAL - Supermercados, Soc. Unip., Lda

Profile: International food distributor
Number of employees: 4,500
Location: Portugal
Website: www.diacorporate.com

EXPERT solution for Attendance with Self-Service, Mobile-App and Time Planning. The Time Planning module has proved to be indispensable as a tool for daily use to ensure shift management in all the stores.

To register attendance, around 650 RUC20 units were installed to cover all the Mini-Preço stores throughout the country. In the company’s headquarters in Quinta da Fonte in Lisbon, TUX930 Bio+Mifare were installed to ensure the registration of Attendance and Access to the building. Other access to the central buildings and warehouses were ensured by around 40 UMV5 and UMV6 units controlling various doors and turnstiles. The software used for Access control was Actuasys EXPERT Access with the Entry Point module to assist the reception of visitors.

Implementation started in 2016, and is phased over 3 years.

Dia Portugal wanted to collect, from the entire company, trustworthy information on working times to best support the evaluation of performance and enable more informed management. Significant geographic dispersal was the main challenge. Having overcome the first challenge there was a second, no less ambitious challenge, the automation of the greatest possible number of HR processes.

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