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Aramco Total Gas Stations – Time Attendance System for 200+ Locations Across Saudi Arabia

Client Profile

Aramco Total, a joint venture between Saudi Aramco and Total, operates a network of over 200 gas stations across Saudi Arabia, offering fuel, lubricants, and convenience services to customers. With a large workforce spread across these stations, the company needed a comprehensive solution to manage attendance, improve productivity, and streamline HR processes. Ensuring operational efficiency and safety at its fuel stations was critical to maintaining high service standards and meeting regulatory requirements.

Challenge

As Aramco Total's network of gas stations expanded across Saudi Arabia, several key challenges emerged:

Large Workforce Across Multiple Locations:

Managing employee attendance and ensuring uniform productivity levels across 200+ gas stations required a scalable and efficient solution.

Manual Attendance Systems:

Traditional methods of recording attendance were timeconsuming and prone to errors, leading to inefficiencies in payroll processing and reporting.

Complex Shift Management:

With 24/7 operations, gas stations required a dynamic shift roster that could accommodate varying peak hours, shift rotations, and employee availability.

Lack of Employee Self-Service:

Employees had limited visibility into their attendance records, shift schedules, and approval requests, which hindered transparency and engagement.

Integration with SAP:

Aramco Total required a seamless integration with its SAP HR system for accurate payroll processing and centralized management of employee data.

Safety and Complianc:

Ensuring safety at gas stations, including compliance with local labor laws and company safety protocols, was critical.

Solution: Matrix Time Attendance System

Matrix implemented a comprehensive Time Attendance System across Aramco Total's 200+ gas stations in Saudi Arabia, offering a unified, secure, and efficient solution for managing attendance, shifts, and productivity. The system was designed to streamline HR processes, enhance employee engagement, and provide actionable insights for better workforce management.

Key Features of the Solution:

1. Advanced Time Attendance System:

Biometric Authentication: Matrix deployed biometric-based authentication (fingerprint and facial recognition) at all locations to ensure secure and accurate employee attendance tracking.
Real-Time Synchronization: Attendance data from all 200+ gas stations is captured and synchronized in real time, providing centralized visibility for HR managers and store supervisors.
Multiple Terminal Setup: Multiple attendance terminals were set up across various stations, including mobile devices for remote monitoring and flexibility.

2. Roastering and Shift Management:

Dynamic Roastering: The system provided an automated roastering feature that allowed station managers to plan and allocate shifts based on employee availability, peak traffic hours, and regulatory constraints. This helped reduce overstaffing during off-peak hours and ensured sufficient coverage during busy times.
Automatic Shift Rotation: The system supported automated shift rotations, ensuring fair distribution of shifts among employees and compliance with labor laws.
Overtime Management: Matrix’s system automatically tracked overtime hours and flagged instances where employees exceeded predefined thresholds, enabling managers to adjust staffing levels accordingly and manage labor costs efficiently.

3. Employee Self-Service Module:

Self-Service Portal: The Employee Self-Service (ESS) module allowed employees to view their attendance records, request time off, and check shift schedules directly through a mobile app or web portal. This improved transparency and empowered employees to manage their work schedules independently.
Leave Requests and Approvals: Employees could submit leave requests or shift change requests through the ESS portal, which were then routed to managers for approval. This streamlined the approval process and reduced administrative burdens on HR and store managers.
Real-Time Notifications: Employees received instant notifications about their shifts, approvals, attendance status, and any changes to their schedules via the ESS module or integrated messaging systems.

4. Safety and Compliance Features:

Access Control Integration: Matrix integrated the Time Attendance System with access control systems, ensuring that only authorized personnel could enter restricted areas such as fuel storage and equipment rooms. This enhanced security and compliance with safety regulations.
Emergency Evacuation Tracking: In the event of an emergency, the system allowed managers to track the location of employees in real time, facilitating a faster and more organized evacuation process.
Compliance with Labor Laws: The system automatically tracked employee working hours, breaks, and overtime, ensuring compliance with local labor laws and company policies, particularly in the demanding environment of 24/7 gas stations.

5. Reporting Flexibility:

Customizable Reports: Matrix’s solution offered highly flexible and customizable reporting features, allowing Aramco Total to generate reports tailored to specific needs. Managers could generate reports on shift patterns, absenteeism, overtime, and attendance trends.
Productivity Reports: The system tracked key productivity metrics, such as employee attendance, working hours, and overtime, enabling managers to assess individual and team performance. This helped optimize workforce deployment and reduce idle time at stations.
Roster and Shift Analysis: The reporting system enabled detailed analysis of shift allocations and rosters, helping to identify inefficiencies and ensure the right staffing levels at all times.
Compliance and Audit Trails: Automatic generation of compliance reports ensured adherence to Saudi labor laws, including working hour regulations, and provided a clear audit trail for future inspections.

6. Integration with SAP HR System:

Seamless Data Sync: Matrix’s Time Attendance System integrated seamlessly with Aramco Total’s SAP HR system, automating the flow of attendance data for payroll processing, employee records management, and reporting.
Payroll Automation: Attendance data, including working hours, overtime, and leave balances, was automatically transferred to SAP HR, reducing the risk of manual errors and speeding up payroll processing.
Centralized HR Management: The integration ensured that all employee data, including shift schedules, time-off requests, and attendance records, were centralized and synchronized across systems, improving data accuracy and operational efficiency.

7. WhatsApp Integration:

Shift and Attendance Notifications: Matrix’s solution integrated with WhatsApp, enabling real-time notifications to employees regarding shift schedules, attendance updates, and approval statuses. This ensured that employees were always informed and able to make adjustments when necessary.
Instant Alerts for Managers: Store managers and HR teams received instant WhatsApp alerts about attendance anomalies, shift changes, or approval requests, enabling faster decision-making and reducing the time spent on administrative tasks.

8. Security Certifications:

ISO Certifications: Matrix’s system adhered to international security standards, including ISO 9001 (Quality Management) and ISO 27001 (Information Security Management), ensuring that all employee data was securely stored and transmitted.
Data Encryption: Employee attendance data, biometric information, and payroll details were encrypted to ensure compliance with privacy regulations and safeguard sensitive information.

Benefits to Aramco Total Gas Stations:

1. Increased Operational Efficiency:

Automating time attendance management and integrating it with SAP reduced administrative overhead, ensuring a more efficient HR process and reducing errors in payroll and reporting.

2. Optimized Workforce Productivity:

Detailed productivity reports, real-time shift management, and automated rosters helped improve workforce planning and reduce idle time, leading to higher efficiency at fuel stations.

3. Improved Employee Engagement:

The Employee Self-Service module empowered employees to manage their attendance, view schedules, and request time off, improving transparency and satisfaction.

4. Enhanced Safety and Security:

Integration with access control systems and emergency evacuation tracking helped improve safety at gas stations, ensuring that employees followed safety protocols and were easily tracked in case of emergencies.

5. Better Compliance:

Matrix’s solution ensured full compliance with local labor laws, including working hours, breaks, and overtime, and automatically generated reports for auditing and regulatory purposes.

6. Cost Savings:

With automated attendance tracking, payroll integration, and shift optimization, Aramco Total achieved cost savings by reducing overtime, optimizing labor allocation, and minimizing manual intervention in HR processes.

7. Scalability for Future Expansion:

The system's flexibility and scalability allowed Aramco Total to seamlessly scale its time attendance and workforce management capabilities as it expanded its network of gas stations across Saudi Arabia.

Conclusion

The Matrix Time Attendance System implemented at Aramco Total's 200+ gas stations across Saudi Arabia has significantly improved the company's ability to manage its workforce effectively, enhance productivity, and ensure compliance with safety and labor regulations. With features like automated rosters, employee self-service, real-time reporting, and integration with SAP HR, the system has empowered store managers and HR teams to streamline operations and make data-driven decisions. Furthermore, the system’s robust security features, including access control integration and data encryption, have ensured the safety and confidentiality of employee data.

As Aramco Total continues to expand its network of gas stations, Matrix's scalable and flexible solution will support the company's growth by providing a solid foundation for efficient workforce management and operational excellence.

Aramco Total Gas Stations