What we mean by a workforce management system
To us a workforce management system gives businesses the tools to effectively manage employees and workforce resourcing on the ground day-to-day and over the longer term.
The Chronologic Workforce Management System is modular, you can choose the level and type of functionality that your organisation requires which makes it a practical and flexible solution. The system will contribute towards making your business processes more efficient, increase productivity and save money in many ways.
You may come across quite a few terms being used when looking for a ‘time and attendance’ solution including, Human Capital Management (HCM), Workforce Management (WFM), time and attendance systems and HR software.
We’re in the business of providing workforce management solutions with the emphasis on time and attendance and shift management which manufacturing and service organisations like hotels require to efficiently run their businesses.
Many customers we speak to don’t want elaborate onboarding workflows or talent management capability which HCM software vendors offer. What they need is a practical workforce management system which supports the day-to-day running of their business and helps them plan for the longer term.
As well as time and attendance, our customers often want HR information in one place, easily accessible and manageable, we provide that in the HR Module. There’s flexibility built into the HR Module which means fields can be customised to store and report the information that your organisation needs to run more efficiently.
Time and attendance
Time and attendance is at the heart of all workforce management – making sure that employees turn up on time, take appropriate breaks and leave when they’re contracted to. And that everyone is paid fairly for the work they do.
In most organisations there’s a balance of trust between the employer and employees, inevitably people may occasionally be late or have to take time off unexpectedly. It’s the persistent offenders that cost you money – they can easily be identified with a biometric clocking system and absence management reporting.
And while lateness may not be a particular issue for some businesses, for others it means lost production or a reduction in the service that clients and customers are receiving.
How much is lost time worth? If you pay £20 an hour and some employees are only doing £15 ‘worth’ of work in the first or last hour of the day for example, you’re losing £5 per day. 10 regular offenders would potentially be costing a business around £1,000 a month …. it adds up.
We also know of situations where time fraud had become widespread, part of the company subculture. Biometric fingerprint or hand scanning clocking terminals have stamped out ‘buddy clocking’ in situations where employees have been clocking in and out for each other. Unfortunately in some cases employees have been dismissed as a result of a company investing in a new, more efficient workforce management system.
Improving the accuracy of payroll saves money, employees are no longer being paid by guesstimate.
Increased automation also cuts down on processing time. Customers have told us that their new workforce management software has often saved finance or HR teams the equivalent of 3 days a month in terms of processing time.
Files can be exported in Excel or CSV formats or direct to a range of payroll systems including Sage, Pegasus and Earnie.
Rotas and scheduling
Workforce management software is all about making it easier to facilitate workforce planning and the allocation of resources to ensure the right people are in the right place at the right time to deliver products and services.
The Chronologic system makes creating and managing shifts and rotas simpler. When things change, as they inevitably do, someone calls in sick or has to leave early, it’s easy to re-plan to ensure things continue to run smoothly.
If you require staff with particular skills to be available at specific times, that’s easy to plan for as well with Day Plans. You can see who has the skills and their availability by department or across an organisation.
With employee self-service, employees can clock in and out via a web browser. They can also see the shifts they’re on (as well as their timesheets and put in holiday requests), which means they can keep better track of where they’re supposed to be and when.
When employees take more responsibility for their working time and can see the hours they’ve worked, holidays, days off sick, etc. there’s less room for argument.
The HR module brings employee contact and other information together in one place. With differing levels of access, HR teams, managers and supervisors can view and manage the information that’s relevant to them. Having one organisational view of who you employ and on what basis enables better workforce planning and decision making across the business.
It’s surprising how, even in larger organisations, finance and HR often hold different data on employees which if it was held in one place would cut out duplication and potential misinformation.
Not only does the HR module bring together contact and other information, you can tailor the module using custom fields to store and report on other information, such as training dates, licence and other renewals. Alerts and workflows can be set up to ensure, for example, that training, employee reviews and licence renewals happen when they should.
Reports include holiday, absence (including Bradford Factor analysis) and lateness.
In the cloud or on-site
Workforce management solutions are increasingly moving towards the cloud (SaaS). For many businesses this can be more convenient than on-premise solutions which are tied to sites and individual PCs. Software updates are made remotely which means less resource is required from on-site or external IT resource.
We understand that other businesses continue to value the reassurance and security that managing software and data on their own servers (on-premise) can bring – no surprise software updates overnight for example. Some businesses also prefer to buy a system outright rather than paying an ongoing monthly or annual charge to use the software.
On-premise software can be more flexible than cloud software when it comes to custom scripting which enables customers to get exactly what they want, which is why many customers choose our software.
The Chronologic Workforce Management System is on-premise with optional web access for remote workers clocking in and managers and administrators off-site. The system is also available as a managed cloud-hosted solution.