Case Study: ALDI Netherlands – R&R Workforce Management

Within ALDI in the Netherlands, there was a need to provide our stores with an objective hourly guideline that aligns with the activities we want to carry out in our stores. With this in mind, we began rolling out the Workload Planner (WLP) in 2019. In doing so, we made a conscious decision to invest in building this specialized expertise within our own company.

Making the best use of the WLP was one of the reasons we subsequently decided to explore the possibilities in the area of workforce management (WFM) from within the sales department. Here, too, we made a conscious decision to bring this expertise into the company rather than reinvent the wheel.

Based on this, we defined the criteria and requirements for selecting a WFM solution. We then created a shortlist of potential vendors and invited these companies to give a presentation. During the selection process, R&R best aligned with ALDI’s ambitions, criteria, and requirements in the Netherlands and was ultimately selected on that basis. The system’s “look and feel” also played an important role; it appeared intuitive and user-friendly.

Project: From Implementation to Daily Use Throughout the Organization

“We assembled a multidisciplinary project team for the implementation and rollout of R&R. To this end, we formed various working groups: Sales, HR, IT, and Change Management. Each working group included a representative from R&R, a representative from central services, and stakeholders from ALDI’s various regional subsidiaries in the Netherlands. An important component of the project was the central steering committee, which made its decisions based on the recommendations of the various working groups.”

In this way, we were able to ensure that the entire organization contributed the right input to the project. As a result, the various interests were appropriately taken into account, and the steering committee was able to make the right decisions based on this input. We are convinced that this involvement had a positive impact on acceptance throughout the entire organization. This is of great importance not only for the project itself, but also for achieving the desired results in the area of workforce planning.

"The project was subject to some time pressure. In a sort of 'pressure cooker' environment, we were able to get down to specifics very quickly and achieve our goals in a short time through close collaboration. As an organization, we are undergoing a genuine transformation, and this project fit in well with that: Our systems and processes are increasingly being modernized, and this is also reflected in our stores and our brand image."

The Value R&R Brings to ALDI

“R&R’s workforce management software enables ALDI to gain faster and more insightful data analysis. This allows us to respond quickly and make targeted adjustments as needed. Many work processes in HR and payroll are now automated and transparent. This increases efficiency and provides valuable management information.”

“The system ensures that users adhere more consistently to certain processes, resulting in significantly better-structured workflows related to workforce management and the Workload Planner (WLP). Management information is now available at a much more detailed level. This allows us to assign responsibility for results to the right people and manage them in a targeted manner.”

You can actually think of it as a new way of working. The system affects all levels of the organization, and the work of some departments and employees has been fundamentally transformed. Various manual processes are now automated. In the past, we had to manually enter large amounts of data at specific times. For some departments, the focus of their work has therefore shifted from data entry to verifying results—which makes the work both more varied and more challenging.

In addition, the approximately 9,000 employees at ALDI stores and distribution centers in the Netherlands are now much more closely involved in the scheduling process. By using the R&R Job App, they have better insight into their current schedules, hours worked, and vacation balances at any time. The result is greater transparency and clarity in the staffing planning process.

Since legal requirements and collective bargaining agreements are fully integrated into R&R, we are always able to ensure compliance with, for example, the Working Hours Act and the provisions of the VGL collective bargaining agreement.

"So it's not just about a WFM system for organizing work schedules. It's a comprehensive solution that enables us, as an organization, to manage our operations more effectively, achieve better results, and provide optimal support for all related processes."

Project Approach and Collaboration

“Close collaboration—from the development and implementation phases through the operational phase and everything else required for the successful deployment of the WFM system—is crucial to achieving the desired results. Together, we have built a project team that has worked together successfully.

"You really have to tackle the project together, drawing on the experience and best practices from both sides. That way, the right questions get asked, and you keep each other on your toes and hold each other accountable. This contributes significantly to the success of a project."

An important part of the implementation was the training provided by R&R. R&R demonstrated a positive and flexible approach, which allowed all requested training sessions to take place within a short period of time. As a result, employees now know how to use R&R properly and get the most out of the system.

During and after implementation, weekly project meetings were held to discuss outstanding issues together. This allowed us to work on further optimization on an ongoing basis in a pleasant, structured manner.

Working with R&R is a pleasure. R&R’s employees are always easy to reach and open to communication. This means that everything can be discussed, and any questions or challenges can be quickly resolved as needed.

Support from R&R

“Providing users with good support when they have questions or problems is extremely important. We’ve established a support process that works exceptionally well. One particularly positive aspect is that R&R’s support department is always available by phone and really takes the time to assist users. This ensures that any issues are resolved quickly, allowing users to get back to work without delay.”

The Development and Results of Workforce Management at ALDI in the Netherlands

“It’s clear that we’ve achieved outstanding results thanks to our successful collaboration, the smooth implementation, and the practical use of R&R. Every day, more than 9,000 employees are intelligently scheduled using the workforce management software. Our employees have access at any time to their current work schedule, hours worked, vacation balances, and much more. We comply with all legal and collective bargaining requirements and have comprehensive insights into all relevant data and management information.”

At first, there was still some resistance here and there. After all, this is a major change that affects all levels and functions throughout the entire organization. That’s why change management is an essential part of successful implementation and ensuring the system becomes firmly embedded in the organization. It’s all the more rewarding to see, in practice, how employees motivate one another to make the best use of the R&R Workforce Management System and the R&R Job App.”

Current Situation and Next Steps

“R&R has now been fully implemented. The next challenge is to realize the system’s full potential. Based on the system, the insights gained, and the results achieved, new requirements and ambitions are constantly emerging. It is important to manage these in a targeted manner within the organization.”

An important next step is to further optimize the availability of technical data so that we can monitor results even more effectively and steer future developments in a targeted manner. The latest developments surrounding R&R Insights (data-driven workforce management insights) are very promising in this regard and will certainly help us as we move forward.

"We are confident that, together with R&R, we will continue to make progress in continuously optimizing our processes and results."