5 reasons why employees love Time and Attendance

5 reasons why employees love Time and Attendance

People often perceive the introduction of Time and Attendance Solutions as a “Big Brother” approach and introduced as a result of distrust in the workforce, however, the reality is that staff often value the benefits that Time and Attendance bring to them which may even improve employee engagement and retention. Here are some of the benefits;

  • Accuracy

There is nothing worse than opening your payslip only to find that your overtime is missing or incorrect. This is especially true for hourly-paid workers who are often impacted more than salaried staff and those on higher remuneration. Time and Attendance ensures that their time is accurately recorded and via self-service can often show the employee what they will get before they even receive their payslip.

  • Fairness

Often the moment a child can speak we will hear the words “that’s not fair” in response to some parental decision. This innate desire for fair treatment does not end in adulthood but becomes more entrenched. Yet in a large organisation with many managers and supervisors, how can you ensure that managers are being fair to their colleagues. Personal preference and prejudice are not easy to police and may even be unconscious. One employee may get paid for additional hours, another paid nothing. You may be docked pay for being late, whereas your colleague’s lateness is overlooked.  A Time and Attendance system will enforce rules consistently without bias. This results in fair treatment and a more engaged workforce.

  • Transparency

Having a set of clear and precise rules that are consistent across the organisation regardless of who the employee or the manager is, with real-time data for both employees and managers, provides transparency and gives everyone confidence in the decisions that are taken as a result.

  • Flexibility

Because a Time and Attendance system takes away a huge amount of admin work, it enables managers to be more flexible with staff. It makes it easier for managers to accept requests for TOIL, Shift Swaps and other time associated changes that help staff juggle work and life together.

  • Recognition

Time and Attendance systems enable employees who show commitment to the organisation to be recognised through their time record. If you don’t recognise employees who are never late and rarely absent, then you are sending a message that these things are not important. Time and attendance solutions identify and recognise staff with impeccable attendance records. Everyone wants to be recognised for doing the right thing and that includes attendance. Conversely, sometimes a deterioration in good attendance may identify employees who are struggling with work or home life and need help from the HR department. Again, a Time and Attendance system can help managers and HR recognise that an employee needs help and take positive action to support the employee.

Find out more about HFX’s Time and Attendance solutions: https://www.hfx.co.uk/solutions/hfx-time-and-attendance/

Dear Annualised Hours – Happy Valentines Day

Dear Annualised Hours – Happy Valentines Day

Valentine’s day marks the first of many calendar events of the year often bursting with merchandise to loosen the cash from our wallet. After Valentine’s, will be Easter, then Halloween and Christmas. Each dispensing perishable and non-perishable goods that need to be produced and delivered on time.

Whilst we take it for granted that the shops will be stocked full to brimming with our seasonal goodies, the reality is that myriad of UK companies will be working overtime just in planning the resources required to deliver the goods we demand to celebrate the occasion.

For some companies, these events are where up to 50% or more of their profits are made. Getting it wrong can even lead some into bankruptcy. For the seasonal businesses, there is no option to have a fixed level of resources no more than they would have a warehouse full of Easter eggs all year round.

Planning is essential both to meet demand and stay profitable during the quieter period of the year.

Companies have deployed various approaches to meet variable demand and cope with the “peaks and troughs”;

Some employ seasonal workers (though this is getting harder post-Brexit) or agency workers (again rules around agency workers have recently become more complex) and a few have tried Zero Hours contracts though these often don’t yield the expected results. There is also the traditional overtime approach but is much more expensive for low margin businesses.

One very successful model is Annualised Hours. This is where workers are contracted to do a fixed number of hours in a year (e.g. 1900) but the actual hours deployed in any period will vary based on business demand.

Thus, during quiet business periods staff might only work 100 hours a month and in busy periods 250 hours per month. The employee still gets paid the same each month regardless of the hours worked (up to the annual contract) but the company can align those resources to seasonal demand.

This approach has many advantages. The company can leverage its skilled, experienced and committed workforce rather than rely on the availability of agency/seasonal workers whose loyalty and skills can often be variable.

However, it does require careful planning. Annualised Hour workers are guaranteed the fixed number of hours whether they are used or not, so management need insight not just into team hours, but each individual to ensure some are not over-deployed resulting in a protracted break whilst other colleagues have a positive balance that could not be deployed before the end of the Annualised period (resulting in wasted hours).

It was these additional management overheads that historically slowed the widespread adoption of Annualised Hours, but with the introduction of cloud-based Rostering systems with Annualised Hours calculations, there is now a compelling reason to adopt this approach to address seasonal and variable business demands.

With Valentine’s day approaching, there is no better time for Seasonal businesses to get re-acquainted with Annualised Hours as a way of delivering on time, every time.

Influenza is a Corporate issue

Influenza is a Corporate issue

Influenza kills an estimated 35,000 people yearly in the US and 600 people in the UK, results in 7.6 million sick days and cost UK organizations £1.35 billion. Whilst sickness is an everyday issue that occurs all year round, a large number of flu-related sick days compressed into such a short period can wreak havoc on business productivity and profitability.

The Influenza season generally peaks in January/February and tapers off in March and generally results in 5 to 7 days off work for those infected.

The impact on business is not simply the cost of overtime/agency cost in covering the sickness, but also loss of expertise, poor quality, delivery/service delays, and as a result, reputational damage.

Managing the absence of a few people for a few days is par for the course, but Influenza can decimate your workforce and for a much longer period and be fatal. It is for this reason, that in 2020 organisations should make Influenza a priority to safeguard their business and their colleagues. Organisations should carefully draw up a plan and consider;

  • Increased awareness of the Flu season within their teams including hygiene, vaccinations and absence policies.
  • Encouraging staff to get the Flu vaccination and providing time off to do so.
  • Reducing staff meetings during this period to reduce the opportunity for contagion. If you normally have company day/training events during this period, you should consider rescheduling.
  • Implementing clear guidelines about when colleagues can return to work. In general, you are contagious from day 1 (some experts suggest the day before) you have symptoms and remain infectious for 5 to 7 days. Those diagnosed with Flu should be encouraged or mandated to stay away from the office until after this infectious period. Again, in some situations, home working may be appropriate. It is far better to have one employee be off work a few extra days than risk infecting the whole team.
  • Plan effectively and make use of technology. A good rostering system can help with planning cover during the influenza season. Hope is not a strategy so organisations should roster cover so that the business can continue to operate within the expected absence projections. If you don’t have this data, then investing in a Time and Attendance solution would provide you with key absence metrics (filtered for Flu) to enable you to plan effectively for 2021. Software such as HFX’s 3D Rostering and Time and Attendance solutions can help with this.

Organisations that plan effectively are only taking care of business, but not also taking care of their staff (and their families) whilst reducing the burden and cost on the NHS.

HFX adds fully integrated Workforce Management and Time & Attendance solutions to its offering on G-Cloud 11

HFX increases its SaaS Cloud offerings on the Government’s Digital Marketplace

HFX, the market leading provider of SaaS Cloud Workforce Management Solutions, has extended its solutions available on the G-Cloud 11 Digital Marketplace, Cloud Software section. New for this latest edition of the Digital Marketplace is Imperago Workforce Management – an integrated package which includes Time & Attendance recording, 3D Rostering, Budget & Costing and Flexitime management – and Time & Attendance by Imperago – which includes recording for Time off in Lieu (TOIL), Flexitime and Access Control.

The full list of workforce and staff time management solutions available from HFX on the G‑Cloud 11 Digital Marketplace comprise:

  • Imperago Workforce Management
  • Imperago Lone Worker Monitoring
  • Imperago Visitor Registration
  • Imperago Automated Timesheets
  • Imperago Access Control
  • Time and Attendance by Imperago
  • Imperago Flexitime Management and Access Control
  • Imperago Flexitime Management
  • Imperago Student Attendance Recording

Nicola Smart, COO at HFX commented: “At HFX we have a long history of providing innovative workforce and time management solutions to the public sector. We work with our clients to ensure that our products evolve to meet their changing market requirements, enabling public sector organisations to provide safe working conditions for staff, while ensuring maximum efficiency and management of budgets in order to deliver best value public services.

“The G-Cloud Digital Marketplace continues to grow year on year, with over £3.5bn sales last year, and represents a significant sales channel for HFX.”

HFX workforce management solutions can be fully integrated with all major HR and Payroll solutions including MHR, Oracle, SAP, CIPHR, PeopleSoft, Zellis and Software for People, and many others.

Demolition Derby

With over 1,500 customers you’d expect us to hear some rather extraordinary stories and you’d be right. In our 45+ year history we’ve heard many stories about the antics that companies have uncovered through our Time and Attendance solutions. In our #ItCouldNotHappenHere series we cover our “favourites” – one in each post.

Demolition Derby

For one call out where a terminal had been damaged we were shocked to discover how much one individual disliked having to clock in and out that they had in fact taken a crow bar to the terminal.

The ingenuity of employees to find new ways of destroying Time & Attendance equipment is often amazing. From teabags to magnets and crowbars, to forklift trucks to a washing machine (dropped), we’ve seen it all. The so-called “Magnet Man”, who used an industrial magnet on the device to disable it just because “he hated early shifts” is our favourite, but Mr Typhoo Teabag comes a close second.

Tarmac chooses HFX Autotime to manage staff hours and keep quarry operations running smoothly

Automated Time & Attendance clocking in system from HFX Autotime reduces admin and improves efficiencies of workforce scheduling

Tarmac chooses HFX Autotime to manage staff hours and keep quarry operations running smoothly

HFX Autotime, one of the UK’s leading developers of SaaS Cloud workforce management solutions, has announced that Tarmac has recently invested in its Time & Attendance (T&A) solution to manage staff working hours at its site Swinden Quarry in the Yorkshire Dales. Staff clock into work on-site using a proximity fob with an installed reader machine that accurately tracks start and finish time. The administration team cites significant time savings reconciling hours with salary payments, as well as ensuring accurate and timely overtime payments.

Staff have welcomed the system as it provides an accurate account of working hours according to the shifts completed. Located centrally on the quarry site, near to the canteen and changing rooms, the new system enables staff to clock in easily as they arrive and change for a shift and clock out when they finish. The HFX Autotime solution replaced the existing clocking in-and-out system that was difficult to use and failed to deliver accurate readings of employee attendances and absences. 

Miquette Curtin, Administrator at Tarmac explained: “We wanted a new Time & Attendance (T&A) system that could capture working hours accurately and HFX Autotime does just the job. HFX Autotime has significantly reduced the time it takes to reconcile working hours – it has made it much easier and faster. Since implementing the system nearly twelve months ago it has definitely made a difference to our administration team and staff.”

Reports from the system ensure that HR has details of hours worked, absence, and holidays, making it easier to keep track of employee costs and staff wellbeing. As well as managing staff working hours to calculate salaries, HFX Autotime has also been of benefit to record attendance to help comply with on-site Health & Safety legislation.Nicola Smart, Chief Operating Officer of HFX Autotime added, “Managing a workforce that works different shift patterns and hourly rates can be challenging for companies like Tarmac to ensure optimum efficiency and productivity, while managing costs. Having a system that accurately records workforce hours not only ensures fairness and transparency, the data can be used to accurately work out different payment rates for different skill sets and overtime. The additional benefit of having up to the minute attendance data also helps with health and safety and lone worker legislation.”

About Tarmac

Tarmac combines the knowledge and expertise of two of the construction industry’s most iconic brands: Tarmac, the pioneers of the modern road surface and Blue Circle, the company that patented cement.

With over 150 years’ experience, the company has a combined breadth of capability and expertise that covers aggregates and asphalt, ready mix concrete, cement, lime and powders, contracting and building products. Tarmac employs over 7000 people across 400 sites in the UK.

For more information please visit: www.tarmac.com

HFX Time & Attendance system supports expansion of client services for C&D Cleaning Group

HFX’s SaaS Cloud workforce management solution selected by cleaning services company to manage staff hours and meet client business requirements at over 50 different sites.

HFX Time & Attendance system supports expansion of client services for C&D Cleaning Group

HFX, the market leading provider of SaaS Cloud Workforce Management Solutions, has announced that C&D Cleaning Group has chosen its Imperago cloud Time & Attendance (T&A), 3D Rostering and Employee Self-Service solution to manage staff attendance and absence at over 50 different client sites. Established 30 years ago, C&D Cleaning Group selected HFX’s solution to manage 90 staff, including those working at its client premises in sectors covering construction, property, schools and healthcare. Using HFX’s solution has provided more accurate time records which has helped to streamline its HR and payroll processes.

C&D Cleaning Group employees clock in and out at client sites using standalone biometric fingerprint scanners, which have been designed to have minimal impact on the client’s premises. Capturing workforce hours in this way removes the possibility of identity fraud, and ensures that C&D Cleaning Group is able to keep track of staff attendance and absence, providing back-up cleaners if required to ensure continuity of service. Following the success of the system, C&D Cleaning Group intends to roll out the terminals to all new clients where they provide on-site staff. 

Tracy Hudson, General Manager at C&D Cleaning Group said; “HFX’s SaaS Cloud workforce management solutions enable us to manage our staff at client sites with minimal disruption, yet maximum benefit to our customers. After consultation with the HFX team we were delighted with the terminals, which are modern and discreet and use the latest biometric technology.

“It is a much more efficient way for our staff to clock in and out, resulting in fewer errors and is completely transparent. Staff have welcomed the terminals and our clients are impressed with the professional, innovative way that we manage our workforce on their sites.”

Using the self-service feature, staff can also view their attendance, absence and holiday data remotely, helping them to keep track of their working hours and pay.

The 3D rostering capability enables C&D Cleaning Group to plan and manage ad-hoc requests for staff time, activities, duties and location, related to each client or contract. Staff can be allocated to rosters according to client site requirements, including business hours, location and size of building. Up to the minute attendance data enables plans to be easily adapted to changing requirements or staffing levels and ensures that C&D Cleaning Group meets client needs cost efficiently.

Nicola Smart, COO at HFX commented: “Deploying a Time & Attendance solution can result in more accurate workforce scheduling in a dynamic service environment. HFX workforce management systems are ideal for companies like C&D Cleaning Group – they can automate time monitoring to help ensure that schedules address working time compliance issues, monitor staff well being and help to meet the demand for staff while maintaining service standards.”