Coca-Cola Aujan Beverages – Time Attendance System and Access Control in
Eastern Province, Saudi Arabia
Client Profile
Coca-Cola Aujan Beverages, a leading name in the beverage industry in Saudi Arabia, is
a joint venture between The Coca-Cola Company and Aujan Industries. With over 3,000 employees
spread across the Eastern Province of Saudi Arabia, the company operates large-scale production,
distribution, and retail facilities. To manage and streamline its workforce, Coca-Cola Aujan Beverages
needed an efficient solution for time attendance and access control.
Challenge
Coca-Cola Aujan Beverages faced several challenges in its workforce management:
Large Workforce:
- The company had over 3,000 employees across multiple locations, requiring an integrated solution to track attendance, monitor access, and enhance operational efficiency.
Diverse Security Needs:
- Multiple facilities meant diverse security and access control requirements, ranging from manufacturing plants to office spaces and warehouses.
Manual Processes:
- Time and attendance data was previously recorded manually, leading to errors, inefficiencies, and challenges in payroll processing.
Reporting & Compliance:
- With stringent regulatory compliance and operational reporting requirements, Coca-Cola Aujan Beverages needed an efficient, flexible system that could generate insightful reports and provide real-time data.
Integration with HR System:
- The need for seamless integration with HR software to ensure accurate payroll management and employee data synchronization was critical.
Employee Safety and Well-being:
- Ensuring the safety of workers in hazardous environments and providing a secure and seamless user experience for employees was paramount.
Solution: Matrix Time Attendance System & Access Control
Matrix, a leader in providing cutting-edge security and workforce management solutions, implemented a robust Time Attendance System and Access Control solution tailored to Coca-Cola Aujan Beverages' needs. The solution included over 100 terminals distributed across multiple facilities in the Eastern Province, covering more than 3,000 users.
Key Features of the Solution:
1. Comprehensive Time Attendance System:
- Real-Time Data Capture: The system provides real-time tracking of employee
attendance, ensuring that employee working hours are accurately recorded.
- Biometric Authentication: Matrix integrated biometric-based authentication, such as
fingerprint and facial recognition, ensuring accurate and secure identification of
employees.
- Multiple Locations Integration: The system consolidated data from over 100
terminals across various sites, making it easier to manage attendance data from
multiple locations within the Eastern Province.
2. Access Control System:
- Multi-Factor Authentication: To enhance security, the solution included multi-factor
authentication (MFA) for employees to access restricted areas, ensuring only
authorized personnel could enter specific facilities.
- Centralized Access Management: The system allowed centralized control over
access permissions, providing real-time monitoring of who entered or exited specific
zones.
- Audit Trails: Detailed access logs were maintained for compliance purposes, ensuring
accountability and traceability of employee movements.
3. Employee Safety:
- Safety Protocol Integration: In compliance with safety regulations, the system was
integrated with safety protocols, including automatic alerts in case of unauthorized
access to hazardous zones.
- Emergency Evacuation Tracking: In case of an emergency, the system allowed for
quick and efficient tracking of employees in real-time, ensuring their safety and wellbeing during evacuation procedures.
4. Reporting Flexibility:
- Customizable Reports: Coca-Cola Aujan Beverages benefited from the flexibility of
Matrix’s reporting system, allowing HR and management teams to generate tailored
reports based on various criteria (e.g., shifts, overtime, absenteeism).
- Real-Time Dashboards: Managers had access to real-time data on workforce
attendance, overtime, and productivity through customizable dashboards, helping
them make informed decisions.
- Compliance Reporting: The system automatically generated reports required for
regulatory compliance, reducing the manual effort and ensuring that all attendance
and access control records were accurately documented.
5. Productivity Reports:
- Employee Productivity Insights: The solution allowed Coca-Cola Aujan Beverages to
monitor employee productivity by tracking working hours, overtime, and attendance
patterns. This enabled the company to identify trends and optimize workforce
planning.
- Shift and Overtime Management: Managers could generate detailed reports on shift
allocation and overtime worked by employees, helping to maintain optimal staffing
levels and control labor costs.
6. Integration with HR Systems:
- Seamless Payroll Integration: Matrix’s system integrated smoothly with Coca-Cola
Aujan Beverages' HR and payroll software, ensuring that attendance data was
automatically transferred to payroll systems. This eliminated errors, reduced manual
intervention, and improved payroll accuracy.
- Employee Data Synchronization: Employee records, including attendance history,
overtime, and leave, were synchronized between the time attendance system and HR
software, ensuring consistency and minimizing administrative burden.
7. WhatsApp Integration:
- Employee Notifications: Matrix’s solution integrated with WhatsApp, allowing realtime notifications to employees about shift schedules, attendance alerts, and approvals. This feature enhanced employee engagement and communication.
- Instant Alerts for HR and Management: HR managers and supervisors received
instant notifications via WhatsApp regarding attendance issues, unauthorized access,
or system malfunctions, enabling them to take immediate action.
8. Security Certifications:
- ISO Certifications: Matrix’s time attendance and access control solution is certified
with international security standards, including ISO 9001 and ISO 27001, ensuring that
the system adheres to the highest levels of security and quality.
- Data Encryption: All sensitive employee data was encrypted during transmission and
storage, ensuring compliance with data protection regulations and safeguarding
personal information.
Benefits to Coca-Cola Aujan Beverages:
1. Enhanced Operational Efficiency:
- The automated attendance tracking and access control system eliminated manual processes, reducing human errors and increasing overall efficiency.
2. Improved Security:
- With multi-factor authentication, biometric access, and real-time
monitoring, Coca-Cola Aujan Beverages strengthened the security of its facilities, ensuring that
only authorized personnel accessed sensitive areas.
3. Increased Productivity:
- With detailed reporting on employee attendance, overtime, and shift
management, the company optimized workforce productivity and minimized unnecessary
labor costs.
4. Better Compliance:
- Automated reports and real-time tracking ensured that Coca-Cola Aujan
Beverages met local labor regulations and safety standards, while also maintaining accurate
audit trails for future compliance audits.
5. Employee Satisfaction:
- The WhatsApp integration and transparent communication system
allowed employees to stay informed about their shifts, attendance, and approvals, enhancing
overall satisfaction and engagement.
6. Cost Savings:
- The system's seamless integration with HR and payroll software led to significant time savings in payroll processing and reduced administrative overheads.
Conclusion
The Matrix Time Attendance System and Access Control solution implemented at Coca-Cola Aujan Beverages in Saudi Arabia has proven to be a game-changer in streamlining workforce management, enhancing security, and improving operational productivity. With over 3,000 users and 100+ terminals, the solution has delivered significant benefits across multiple locations, ensuring that Coca-Cola Aujan Beverages continues to meet its safety, security, and operational goals in the region. Empowered by real-time reporting, WhatsApp integration, and seamless HR integration, the system has set a new standard for workforce management in the beverage industry
