Cloud Time & Attendance

THE BENEFITS OF A CLOUD SOLUTION:
• Reduced IT costs. Moving to cloud computing
reduces the cost of managing and maintaining
your IT systems
• No IT hardware required
• No installation required
• Access to the system from any location and from
any device including your mobile phone
• Cloud based clocking devices means no network
configuration is required
• Scalability
• Business continuity
• Access to automatic updates
• Disaster recovery – Automatic back ups

Remote Working

Working from home is not a new concept, nor simply a tool for dealing with the Coronavirus. Many employers have facilitated home working to various degrees whether ad-hoc, for specific staffing groups or even as a more generic policy for staff.

With the outbreak of Coronavirus, many companies have simply extended their normal home working practices both in terms of the staffing groups or the period of time that staff can be at home.

But we are not in “normal times” and as we move to home working it is becoming abundantly clear that “working from home” also needs to incorporate “Flexible Working” and for very good reasons.

The school closures that have been mandated from the 23rd of March mean that many colleagues will not simply be working from home but also juggling work with looking after their children. Not for a week or two, but perhaps for 12 or more weeks.

Whilst the weekend was traditionally a sacred time to spend with your family, in “CoronaTimes” families will be together the entire week. The trips out at weekends will somewhat disappear as facilities close down and social interaction becomes restricted.

Adapt to stay productive

As parents and families adapt to this new reality, they will be looking to balance their parental responsibilities (which might include a degree of home-schooling) with their work-life.  For many, there will also be a realisation that children are unlikely to comply with your request for them to quietly study between the hours of 9am to 5pm whilst you attempt to focus on work.  Those that try will likely see their levels of frustration and stress reach levels rise to such a degree that they are forced to decide between work or family. 

So, organisations need to adapt not just to Home Working, but Flexible Working. For many parents, the answer may lie in utilising their hitherto sacred weekends which now have less value, so that they can both look after their children and attend to their work. Colleagues are going to be far more effective at balancing their parental and work commitments over 7 days than the traditional 5.

Those parents who both work from  home might take a different approach and take it in turns to look after their children which might mean colleagues have a compressed week, e.g. 3 long days (12 hours) working, with 3 days looking after their children whilst their partner works.

There are many possible patterns of working that enable staff to meet the challenge of Home Working and Home Schooling. But they all require their employer to be flexible. Fortunately, Flexible Working (Flexitime) addresses this challenge. Flexitime is not a new concept and has been around for many years. What is new is the concept of combining these together to ensure staff can be productive and successful during this unprecedented period.

Technology can Help

HR Leaders need to engage with staff and provide flexible working patterns that address their specific circumstances whilst also meeting the needs of the organisation. Essential for success is the need for a Cloud based Workforce Management tool that provides managers and staff with visibility of when their colleagues are working (essential for conferencing and communication) but avoids the associated admin by enabling all colleagues to clock in remotely so that their time is automatically recorded.  The combination of flexibility and technology will ensure staff are productive whilst reducing their anxiety and stress. A New World of Work is being forced upon us through these unprecedented times and HR Leaders need to be agile and creative to help lead and navigate their organisation through these rough seas.

Resource planning during Coronatimes

The most common challenge for almost every organisation during these “coronatimes” is demand forecasting and resource planning.

Almost every business is effected with some reporting increased demand for their services or product whilst many reporting significant drops in orders.

To add more pressure, the coronavirus is likely to create unprecedented absences of up to 20% of your workforce.

So businesses are having to plan and model the potential for significant fluctuations in demand and the potential that 20% of their workforce will not be available for work.

This requires a significant amount of modelling and analysis. Just creating one model can take as long as a week to produce, but with such uncertainty around the impact of coronavirus there is a need for many models with differing assumptions. As the picture becomes clearer these models need updating based on revised assumptions and estimates.

Planning for the future has never been so precarious and now more than ever is the need for instant analysis, modelling and assessments.  


Two frequent questions are;

What if my business suffers a 30% reduction in orders? How many staff would I need, what shift patterns would they work to cover gaps in delivery?

What if 20% of my staff were off sick at any one time? What shift patterns make the most of the remaining staff, how many staff would I need to cover 20% absence over the next 3 months?

These complex calculations require more than a knowledge of the business, they require a tool that can rapidly provide detailed analysis, costing and optimised shift patterns based on the requirements or predictions provided. Some tools take months to implement and require extensive training and configuration.

However, HFX has developed “Workforce Design” that not only can be implemented in a day, provides real-time analysis of “what if” predictions and during these coronatimes, HFX is offering a consultant lead remote session using the tool to model your scenarios for you, eliminating the need for any training. The other benefit to business is that this service (time limited) will provide you with a 50 page analytics report (produced by Workforce Design) and guidance for a fixed price without the need for subscription or any on-going cost.

Flexible Working Solutions

Working from home is not a new concept, nor simply a tool for dealing with the Coronavirus. Many employers have facilitated home working to various degrees whether ad-hoc, for specific staffing groups or even as a more generic policy for staff.

With the outbreak of Coronavirus, many companies have simply extended their normal home working practices both in terms of the staffing groups or the period of time that staff can be at home.

But we are not in “normal times” and as we move to home working it is becoming abundantly clear that “working from home” also needs to incorporate “Flexible Working” and for very good reasons.

The school closures that have been mandated from the 23rd of March mean that many colleagues will not simply be working from home but also juggling work with looking after their children. Not for a week or two, but perhaps for 12 or more weeks.

Whilst the weekend was traditionally a sacred time to spend with your family, in “CoronaTimes” families will be together the entire week. The trips out at weekends will somewhat disappear as facilities close down and social interaction becomes restricted.

Adapt to stay productive

As parents and families adapt to this new reality, they will be looking to balance their parental responsibilities (which might include a degree of home-schooling) with their work-life.  For many, there will also be a realisation that children are unlikely to comply with your request for them to quietly study between the hours of 9am to 5pm whilst you attempt to focus on work.  Those that try will likely see their levels of frustration and stress reach levels rise to such a degree that they are forced to decide between work or family. 

So, organisations need to adapt not just to Home Working, but Flexible Working. For many parents, the answer may lie in utilising their hitherto sacred weekends which now have less value, so that they can both look after their children and attend to their work. Colleagues are going to be far more effective at balancing their parental and work commitments over 7 days than the traditional 5.

Those parents who both work from  home might take a different approach and take it in turns to look after their children which might mean colleagues have a compressed week, e.g. 3 long days (12 hours) working, with 3 days looking after their children whilst their partner works.

There are many possible patterns of working that enable staff to meet the challenge of Home Working and Home Schooling. But they all require their employer to be flexible. Fortunately, Flexible Working (Flexitime) addresses this challenge. Flexitime is not a new concept and has been around for many years. What is new is the concept of combining these together to ensure staff can be productive and successful during this unprecedented period.

Technology can Help

HR Leaders need to engage with staff and provide flexible working patterns that address their specific circumstances whilst also meeting the needs of the organisation. Essential for success is the need for a Cloud based Workforce Management tool that provides managers and staff with visibility of when their colleagues are working (essential for conferencing and communication) but avoids the associated admin by enabling all colleagues to clock in remotely so that their time is automatically recorded.  The combination of flexibility and technology will ensure staff are productive whilst reducing their anxiety and stress. A New World of Work is being forced upon us through these unprecedented times and HR Leaders need to be agile and creative to help lead and navigate their organisation through these rough seas.

A Guide to Workforce Management Solutions

WFM-What-is-it-5

Workforce Management Software (often shortened to WFM) addresses a specific need within an organisation regarding the operational planning, deployment and management of staff. WFM is generally sandwiched between HR and Payroll solutions with integration to each other. However, whilst HR and Payroll are generally admin solutions, WFM focuses more on the operational needs of the organisation.

WFM-Burger (002)

WFM often incorporates several core modules

Time and Attendance:

This provides the ability to record the attendance of staff often in real-time through data collection devices (Card or Biometric) and calculates the time a colleague has been at work, any absences, lateness and overtime.

This information is then passed (via integration) to the payroll system avoiding the need to manually enter and calculate hours to pay. This automates much of the manual activity, removes payroll errors and ensures equal and fair treatment of staff.

From an operational perspective it ensures managers are alerted if staff do not turn up for work enabling them to find immediate cover. From a management perspective it provides managers with data on lateness and absence so that they can take appropriate and timely action.

Naturally, every organisation is different and operate different polices. An advanced Time and Attendance module can cope with different environments and policies. For instance, in an office environment, they may operate a Flexitime policy and want to track hours worked, TOIL and ensure the Flexitime rules are adhered to.

An organisation with seasonal peaks and troughs may implement Annualised Hours for staff and require the Time and Attendance to manage this specific policy. Not all Time and Attendance solutions provide this flexibility.

Rostering:

The ability to plan your staff resources effectively can often be challenging for managers particularly where there is a need for specific skills at particular times of the day/week.

Almost every workforce management solution provides rostering, but this can be limited to basic planning (Shifts). Advanced solutions such as HFX enable more detailed planning and provide the ability to plan where the staff are going to be deployed (location), their activity, Cost Centre, Department or Client and even cost the plan against a budget for that team/department/cost centre.

This enables managers to ensure the right people are at the right place with the right skills at the right time. From an operational perspective this ensures that the work is completed on time and to budget. From a financial perspective it enables the organisation to ensure that project/contract is profitable whilst reducing the cost of overtime.

Productivity:

For those organisations that are heavily task/contract focused, it is important to ensure that staff productivity is monitored to ensure the organisation is providing an efficient and profitable service.

Measuring productivity varies from organisation to organisation, but generally focuses on measuring the time and/or cost of completing an activity (e.g. “packing”) or outputs (e.g. “widgets made”). Advanced workforce management solutions provide technology that enable staff to “Book onto” a task/activity and/or the number of outputs generated within that time-frame.

This real-time information is used by Operation Managers to identify non-productive areas, investigate and implement plans to improve efficiency such as training, technology or process improvements. From a finance perspective, managers gain valuable insight into the costs of production, activities and overall in terms of fulfilling contracts.

Table-1 (002)

Additional Modules within Workforce Management

Often Time and Attendance solutions capture data via card or biometric devices. Many organisations see the benefit in using a single system to manage not just attendance but also access to the building and secure areas. The advantage of using one card (or storing one biometric template) is obvious and so some workforce management providers have an Access Control module to facilitate this.

Visitor Registration is also a logical extension to workforce management so that a single system can track all people within the organisation (full time, part time, contractors, visitors etc) for the purposes of security, health & safety and roll-call (in case of fire).

Some providers also have a Lone Worker module so that staff who are remote or visit customer sites can be tracked to ensure their safety and also enable remote attendance recording.

Those organisations with varying demands (over the period of a day or week) often want to optimise their shift patterns so that they align with business demand. This often yields significant savings by eliminating “dead time” (where staff are at work but have nothing to do) and overtime (where lack of planned resource to meet demand requires overtime or agency staff). Workforce Design solves this complex problem by ensuring that requirements are met whilst considering fatigue, risk, human factors and legal requirements.

Table-2 (002)

In conclusion, Workforce Management solutions enable organisations to become more efficient though effective planning, accurate recording, automation, decision support and analytics. However, few are able to meet the breadth and depth of functionality required to address all aspects of workforce management.

HFX provides a complete suite of next generation cloud workforce management solutions. 

For more information contact us

HFX Leads the Market in Flexitime

HFX are now the largest supplier of Flextime® solutions to the Public Sector and Local Government within the UK. With over 500 customers including 185 Local Authorities across England, Scotland and Wales, HFX has become the trusted name in Flexible Working Solutions.

public sector flexi

Nick Whiteley, CEO comments “Organisations are increasingly turning to flexitime solutions to attract and retain talent within their team and hfx is their trusted partner“.

Customers list a number of reasons for choosing HFX including their wealth of experience (over 45+ years), it’s ease of use, comprehensive suite including integrated Access Control and Visitor Registration. The Cloud/SaaS delivery of the solution and minimum infrastructure is also a key advantage with IT departments already stretched.

Nick Whiteley adds “HFX provide a complete solution including data collection devices, full onsite support, UK development and Call Centre which provides organisations with the confidence that they will be fully supported now and in the future“. HFX regularly receives 100% AWESOME ratings within customer services and resolves most calls on first contact.

To find out what our customers say, download our Flexitime brochure

Or Contact us for more information and a demonstration.

Flextime®, Imperago® and EveryOneCloud® are registered trademarks of hfx ltd (registered in England 08137794)