Workforce Management Blog

In recent years, enhanced by the economic crisis, we have seen a growing awareness of the need to better manage labor costs, and in service oriented industries improve customer service, as a mean to expand organizational profitability. Time and Attendance solutions represent one way of addressing the concerns of the organization about the productivity and efficiency of their workforce. Automating workforce management represents the leap that organizations are required to make to gain more control over their labor costs.

Benefits of an automated solution:

Reduce payroll error rate and processing time

Automated data collection and processes, interfacing to other software packages such as ERP and Pay systems, reduces the need to establish and maintain employee information within different organizational systems. As a result the amount of human error that can increase payroll costs is eliminated. With the elimination of manual intervention, organizations can move towards more an administrator-rule environment to create consistency between union agreements, as well as federal, provincial/state, and local regulations and different types of payment for employee work categories. Data automated transfer between employees, managers and payroll administrators increase accuracy, reduces re-work and reduces payroll overpayments.

Reduced overtime
Minimizing overtime is crucial to controlling work costs, which must be taken into consideration when allocating work or shift time to an employee. With reporting capabilities of automated time and attendance, solution managers are able to assign work more cost-effectively, based on who is least likely to incur overtime rates. A rules-based solution governing work agreements and regulations assures that payments will be made according to employee schedules, preventing unnecessary payments of overtime due to unauthorized early arrivals and late departures.

Eliminate costs of time sheet and time cards:

Savings are gained in any organization based on paper elimination by reducing storing, archiving and restoring of time sheets and time cards. Significant savings occur in organizations with more than once-a-month pay periods.  Gartner offers a calculation of $0.03 savings per time sheet, multiplied by the number of employees and pay periods. There is also less of an opportunity for these records to be lost, damaged or destroyed.

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Calculating an organization’s payroll may seem like a relatively simple task:

-  Take each employee, identify the number of hours worked in a pay period, multiply by the hourly wage and then pay that amount.

This would be correct in an ideal world however in the real world things are a lot more complicated and so a lot of errors are made in determining payroll. In addition to identifying the specific wage each employee makes and identifying the number of hours worked for each employee, organizations must also take into account:

-          Sick days

-          Vacation days

-          Overtime

-          Statutory holidays

-          Provincial/State tax deductions

-          Federal tax deductions

-          Benefits

-          Retirement Plans

-          Unemployment insurance

-          Etc

Statistics have shown that 33% of employers have made payroll errors which have a variety of impacts such as legal implications, unhappy employees, lost revenue, etc. Studies have also shown that many organizations overpay employees as a result of human calculation errors. Even if organizations discover this overpayment recouping the payment can become a long process which will negatively impact morale in the company.

What can you do to avoid payroll errors?

A great solution to avoiding payroll errors and the negative impacts associated with them would be to automate your organization’s time and attendance using workforce management software. In an automated system, employees can sign in and out of work using a time clock which lets employers know exactly when their employees came into work and when they left. The time clocks in combination with the software calculates the exact amount to pay an employee based on their hours worked, wage and the various other considerations mentioned above (taxes, benefits, etc).

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Last week was a great week for TimeTECH. One of our new clients Sandra Cameron of Bevendale Enterprises wanted to thank us for completing the implementation of their new Time and Attendance system at their grocery stores.
We always speak about how much time and money our clients will save by implementing one of our state of the art time and attendance solutions, but this comment from Sandra is just proof in the pudding!

“Yesterday we ran our second totally successful payroll. As we had a stat holiday in this payroll; it was the true test of how it was working. Everything was calculated and executed correctly so I think we have achieved our goal. It also only took a couple of hours from start to finish too complete the payroll which would have taken 8- 10 hours using the old method. Thanks for all the help over the last couple of months.” – Sandra Cameron

Bevendale Enterprises was looking for a system that would help them with the following:

• Reduce payroll processing time
• Centralize 2 locations
• Implement a card reader terminal at each location
• Reduce unauthorized absences
• Report on absenteeism
• Reduce edit time
• Streamline processes
• Integrate with their payroll processor (JS Software)

During the discovery phase of this project, Bevendales stated that it was taking way too long to process payroll, and schedule their employees. Both issues were addressed and solved with TimeTECH’s customized solutions.

We can’t wait to hear more great things from Bevendales in the near future and look forward to working with them on a long term basis.

To learn more about TimeTECH and how your company can be saving 1-3% of your annual payroll expenses, visit www.timetech.ca or visit www.askjimmy.ca for a free customized demo. While you’re there, check out our savings calculator to find out how much your company can be saving!