123onsite is also used in garden and landscape construction. The Wuppertal-based landscaper Jakob Leonhards Söhne creates green living spaces in their daily work. To make projects run even more efficiently, the team handles Time tracking and construction site documentation with 123onsite.
Jakob Leonhards Söhne – a family business in its fifth generation – plans and designs lighthouse projects with volumes of up to 3.5 million euros nationwide with 160 employees. To use the available time efficiently, the company digitized various processes, such as Time tracking and construction site documentation.
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More InformationAt the top of the priority list was the digitization of Time tracking. Previously, employees recorded their times by hand on paper. The site managers then noted the cost centers. Afterwards, colleagues from payroll entered the times into the payroll program and then into cost accounting. This procedure not only cost an enormous amount of time but was also prone to errors.
Leonhards’ goal was clear: to eliminate handwritten records and have data available in payroll and the inventory management system without media discontinuity. The software company bps software GmbH Co. KG recommended 123onsite to the landscaper. After all, the app was originally developed for the daily recording of actual times on the construction site.
Digital Time Tracking: how it Works
Jakob Leonhards equipped the site managers with smartphones on which the app is installed. While some employees were initially skeptical about the new way of working, today they are glad that they no longer have to write time sheets.
| With 123onsite 😍 |
| Record time via app |
| Automatic assignment of cost centers |
| Automatic transmission to payroll software |
| Working time account on the phone |
| Site management can see in the app which employee is logged in at which construction site |
| Without 123onsite 🙄 |
| Fill out time sheets by hand |
| Site manager enters cost centers |
| Accounting types in hours and cost centers |
| Employees must request hour accounts |
| Site management must make phone calls to find out where employees are |
The site managers log into 123onsite in the morning, check in at the construction site, and book the attendance time of the assigned persons. The system complements the recorded hours with the information stored in the set of rules. 123onsite transmits the resulting data directly to the payroll software. The numerical data is available at the headquarters the moment the employee has entered the times on the construction site, and the construction sites are documented in an audit-proof manner.
What is audit-proof documentation?
Digital data must be stored in an audit-proof manner. This means, among other things, that they must be complete. It must also be recognizable when and by whom the information was entered into the system.
Data also flows into cost accounting
At the beginning of a new month, payroll accounting transfers the data to the payroll program. Then these are checked again and the payroll is initiated. In advance, the correct cost centers are determined and fed with the right data via interface. This facilitates precise post-calculation to be able to calculate costs even more accurately in the future.
Jakob Leonhards Söhne GmbH Co. KG
Landscaping and Horticulture
All the paper-based management is gone. I now have everything in one app and can see what I’ve done, where I’ve been, and what services I’ve provided. It’s much more relaxed than before.
Isabel Salzmann
Facade Greening
Jakob Leonhards Söhne GmbH Co. KG
Landscaping and Horticulture
123onsite is the tool that allows me to document my entire workday and record both my own performance and that of my team and subcontractors.
Stefan Pfeiffer
Facade Greening
How the HR Department Benefits from Digital Time tracking
The HR department benefits doubly from the process. Firstly, the monthly hour compilation is automated, with results available at the push of a button. Secondly, employee inquiries are eliminated as they can check their working time account via mobile phone.
How the Department Manager Benefits from Digital Time tracking
The department management can see who is logged in at which construction site, what activities the employees are performing there, regardless of whether they are at headquarters or logging in remotely. This means paperwork in Time tracking is a thing of the past.
Moving Forward with Digital Construction Site Documentation
Jakob Leonhards und Söhne implements large-scale projects throughout Germany. This includes, for example, Europe’s largest green facade, the Kö-Bogen 2 in Düsseldorf. It was planted with 30,000 plants. To maintain an overview of small and large projects, the landscaper uses not only the module Staff but also the module Projects from 123onsite. This includes, among others, the construction and Photo documentation and the Construction diary.
Construction diary, but Automated
123onsite automatically compiles all recorded services, times, comments, and photos into a construction daily report.
Construction Site Documentation with Timestamp and Weather Report
Now the site management documents the construction progress with photos and corresponding remarks. This makes it clear at any time which tasks have been completed and where improvements need to be made. The system records these with date and time and links them to the current weather report. This allows the landscaper to document proper work at the push of a button in case of damage, for the client, expert, or inspection body. All recorded information can also be automatically summarized into the Construction diary and is available as proof of performance.
These Functions are Used by Jakob Leonhards Söhne
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Image credits: 123onsite/Timo Lutz Werbefotografie.
