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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No matter what industry you are in, companies know that every dollar counts. So why wouldn’t you want a solution that can help save your organization money while improving operational efficiency?

By implementing an automated time and attendance system, you can save your company 2-5% of your annual payroll expenses. This could amount to thousands or even millions of dollars a year. With time and attendance systems, companies of all sizes are able to realize a significant return on investment.

How does automating your time and attendance save you money?

-Decrease in payroll errors

-Decreasing total payroll processing time

-Decreasing unauthorized leave time

-Improving labor reporting

-Eliminating costs associated with paper timecards

-Eliminating the risks of employee buddy punching or time fraud

-And much more…

What should you consider when choosing a time and attendance system vendor?

-Have a few companies present their solution so you can get a complete picture of what a time and attendance              solution can do for your organization

-Consider the level of support you will be receiving from the vendor if any issues arise with the system

-Speak to the company’s current customers to see if they are happy with the solution, the support, etc

-Do not focus too much on the price tag as a low cost solution may not have the capabilities that your organization will require to get a significant return on investment

For more information on Time and Attendance along with Workforce Management visit our website

Automate this Tedious Task

Scheduling employees for shifts can be one of the most tedious and time-consuming jobs a manager faces. Sifting through various absence requests, ensuring no one is working overtime, while at the same time making sure the schedule gives everyone an equal number of shifts, is no easy task.

Implementing an automated scheduling system ­­­allows companies to:

• Control costs. Automated scheduling modules allow users to assign employees to shifts based on system recommendations, which provide you with many options in regards to costs (i.e. choosing the cheapest combination of employees, blending experienced workers with amateur staff, etc.). Furthermore, the system will avoid scheduling overtime. Using all these features will ultimately lead to decreased labour costs for the company.
• Reduce risk. Creating a schedule automatically allows managers to input any legal regulations, as well as rules in employee and union agreements. The system will take these all into account, to avoid any non-compliance.
• Be alerted. Companies using an automated scheduler have the option of setting up alerts within the system to inform them of any deviations from regulations, or if a specific employee has been scheduled for too many or too few hours.
• Empower employees. Give employees access to schedules in advance, and allow them to automatically request time off through a self-service portal.
• Take corrective action. Identify gaps between the budget forecast and planned schedules before deviations occur, to allow for corrective action.
• Stay organized. Automatically creating schedules is simpler, faster, and much easier to keep track of. All the information regarding scheduling is centralized and easily accessible, keeping the whole process more organized and less prone to error.

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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!