The two systems stay linked
Every contract refers to the placement it belongs to. So a contract in the payroll system can always be linked to its placement in the recruitment system. Before, that was sometimes impossible.
LiveCreated for
Automatic link check
The system checks that every new contract refers to a placement, so the payroll system and the recruitment system stay linked.
What it is
Derec is a Dutch staffing agency. When a candidate starts working through Derec, that placement is recorded in the recruitment system. A contract is also created in the payroll system. Derec invoices the hours worked through that payroll system. The contract should hold a reference to the placement. That reference is the link between the two systems. Without it, Derec cannot link contract and placement or use them together. I built a solution that automatically checks every new contract for that reference. If the reference is missing, administration gets an e-mail.
Contract 2041In the payroll systemStatusFinalReference to placementEmpty
AdministrationOne e-mail
To administration
Contract 2041 is missing its referenceAdd the reference to the placement to the contract.
What it improves
A missing link shows up straight away
If a final contract is missing its reference, administration gets a message. Before, someone only noticed a missing reference when the data from both systems was needed together.
Data that can be used together
Contract and placement are linked to each other. As a result, other applications can use the data from both systems together. Before, administration first had to trace a contract without a reference by hand.
The problem
BEFORE
With a contract made by hand, the field sometimes stayed empty
Usually the recruitment system fills in the reference itself. When an employee makes a contract by hand in the payroll system, that employee has to fill in the reference. Nothing checked whether that actually happened. If the field stayed empty, someone only noticed when the data was needed together.
THE USUAL SOLUTION
Why not a weekly check
The usual solution is a list of contracts that someone goes through every week. That is manual work, every week again. Also, a contract has then been in use for days before anyone sees the mistake. That is why this solution checks a contract as soon as it is created. Administration only hears something when there is something to fix.
The solution
THE MOMENT
Check as soon as the contract exists
Derec manages contracts and hours in the payroll system. That system passes on every new or changed contract straight away. That way the check finds a missing reference while the contract is still being processed.
Contract 2041 is finalIs checkedNow
The hours on this contractAre processedLater
THE CHECK
Only final contracts
A draft contract is not finished yet. A contract that is ending is an old one. So the check only looks at a contract at the moment it becomes final.
Contract 2041DraftSkipped
Contract 1987EndedSkipped
Contract 2041FinalChecked
THE MESSAGE
One e-mail to administration
If the reference is still missing a minute later, administration gets an e-mail. It names the contract and what needs to be done. That way administration can fix it straight away.
To administration
Contract 2041 is missing its referenceAdd the reference to the placement to the contract.Or create a new contract with the reference filled in.
CONNECTION
What the link is needed for
Thanks to the reference, Derec can use the data from the payroll system and the recruitment system together. The margin dashboard is one example. The dashboard uses the reference to link invoiced hours to a placement. If the reference is missing, a line waits there. Administration first has to work out which placement that line belongs to.
Margin dashboardInvoiced hours per contract
Contract 2041Year 4 teacher
Contract 2057Dutch teacher
Contract 2063No reference
What it runs on
- Webhook from the payroll systemPasses on every new or changed contract straight away.
- Delayed job queueHolds a contract for a minute before the check looks at it.
- E-mail notificationSends the message to administration.
The payoff
A contract without a referenceBeforeOnly showed up when the data was needed togetherNowIs reported as soon as the contract is final
Contract and placementBeforeSometimes impossible to linkNowStay linked to each other
Who keeps watchBeforeA colleague, when it came to light laterNowThe system, for every contract