We’ve all heard the term legacy software , but who knows what it really means?
Legacy Software simply put is the generalised term used for ‘old outdated software and systems that are still in use’.
It doesn’t mean the software wasn’t good in its day, just that it no longer meets the needs of users today. Windows 95 was revolutionary when it was first released in 1995 but now almost 25 years later the same software and operating system no longer meets the needs of the 21st century computing.
At HFX we happen to know a thing or two about legacy software in the workforce management sector, we’ve developed a few over the last 45 years! It’s for that reason we know the importance of updating systems to ensure businesses can meet all their needs and requirements.
Many of us adapt and adopt the latest technology that makes our lives easier, but in business and around our workplaces it can often be a very different story. You may have come to work using your smart phone, but clock in/out using a solution that predated even the first smart phone on the market. Although in many cases legacy software still works, the chances of it meeting the needs of your business today to the same level as when it was first released is slim.
As with many things in society changes happen, from the size of business, to locations and objectives. Businesses continue to evolve and grow both in size and goals. Here at HFX we continue to evolve and grow as a company with the introduction of new rules and regulations such as GDPR – that is the nature of business.
From small companies to large, it is undeniable that all will struggle at some point with legacy systems, even e-commerce Boohoo came out in 2018 stating they still struggle with legacy systems.
While legacy software is the safe option as its been tried and tested for many years in the business, there are many issues that legacy software may be unable to address. From being unable to meet the evolving requirements of the business, to ECJ rulings and GDPR compliance to the user interface; the gap between what the solution can provide, and the requirements needed change each year. It still does what was required of it 10 or 20 years ago, it just can’t handle the evolving requirements that were never considered at the time.
However, the biggest challenge facing legacy software is that of cost. With legacy software becoming increasingly out dated and no longer in production or receiving regular updates, the cost and time involved to maintain the systems will continue to increase. Increasing to the point where it no longer becomes cost effective or feasible to maintain and inevitably faults occur and the system can crash or have serious downtime. Upgrading systems then becomes a top priority in order to meet the business needs.
At HFX, when we talk about legacy software, we look back fondly at our past developments and technological advancements of a time from Wintime to etarmis and not to our current and most advanced system yet: Imperago. As a fully SaaS Cloud solution, Imperago offers users the ability to choose a range of modules to fit their specific needs, from T&A through to Rostering and Access Control, as well as providing the ability to fully integrate with all the leading HR solutions. With a cloud-based system using remote servers, updates to software any support can be provided without engineers having to be onsite.
Change is hard, change is difficult, the server in the back office has always been there, but it’s not quite the same as it once was, the dust is thick, maintenance is costly and although it’s still going it can’t quite keep up. It’s time to move on and away from the on-premise T&A systems. It’s time to leave the legacy software behind with a salute for all that it has done and the foundations it laid for all that has come since and all that is still to come.
Tracking employees – the key to meeting workforce regulations
The ECJ Ruling – what it means for the UK workplace
recent ECJ ruling[i]
states that all workers have a right to limit their working hours and to take
adequate rest. The ruling also recommends that the only way to ensure that these
rights are met is for employers to accurately record hours worked, including
EU Working Time Directive (WTD) is more stringent than the UK Working Time
Regulations (WTR). In the UK, the Health and Safety Executive (HSE) enforces
the requirements of the WTR[ii].
Regulation 9 of the WTR requires a UK employer to keep “records which are
adequate” to show whether weekly working time limits and the time limits on
night working are being complied with.
An employer’s responsibility – duty of care
this is a recent ruling, it has always been the case that employers have a duty
of care to employees. Indeed, a lack of time recording can open up employers to
claims if an employee has come to harm, either with an accident or ill health,
as a result of working excessive hours.
companies find that accurate recording of hours can also improve staff
wellbeing and morale, by ensuring that they are compensated for time worked by monitoring
absences and holidays and time off in lieu (TOIL).
Accurate recording of working hours also brings business benefits
management technology has become a key tool to help organisations record and manage
staff working time. Time and Attendance (T&A) systems used to be a way of
managing hours for traditional workforces – for factories, retail outlets and the
public sector. Today a T&A system can provide real time visibility of the
entire workforce attendance and location anytime, anywhere.
integrated HR systems, an accurate recording of hours can help to:
provide accurate HR data – provide essential data for HR,
whether payroll, sickness or holiday leave taken
support legislation compliance – such as health and safety risks for lone-workers
or machinery operation
fairness and transparency – enable staff working hours to
be managed equitably, improving morale
improve efficiency and productivity – by creating shift patterns that marry
up staff skills, expertise and choice with the needs of the business
provide insights into employee working
habits – and the true
productivity of the organisation.
New cloud-based T&A solutions available today can offer additional flexibility. They enable companies to provide staff with a remote login facility – and to add or take off staff as numbers go up or down, according to demand. Cloud technology also ensures no costly IT overheads, hardware or software upgrade maintenance and they provide the benefit of extra security with hosted data.
Meeting working legislation – ways to manage staff hours
Management solutions help organisations to manage three key areas of workforce
systems can also now become integral to HR and workforce planning to support key business decisions. They can provide the foundations to
help companies better manage labour costs, productivity and ensure employee
wellbeing – and provide a healthy return on investment.
Time & Attendance
organisation is different and may need to monitor working hours to support
flexible working hours and Time off in Lieu (TOIL). Or they may have annualised
hours contracts, to meet seasonal peaks and troughs, which require close
tracking to ensure they meet working legislation.
Time and Attendance system enables a company to record staff attendance, often
in real-time by collecting data in a number of ways. They range from the
traditional clock on the wall that uses cards, tokens or biometrics, to apps
that employees can download to their mobile devices, online apps, even dialling
in by telephone.
data provides an accurate record of staff working hours, including absences,
lateness and overtime. A T&A system provides a transparent and equitable
way to record hours and ensures that staff are accurately paid in a timely
manner. By providing a fairer way to manage habitually late arrivals or those
who take longer lunch breaks, it can also help with employee morale.
well as providing managers with data on attendance to comply with legislation
and wellbeing, from an operational perspective it ensures managers are alerted
if staff do not turn up, so that cover can be arranged. Integrating the attendance
data with payroll software ensures automatic and accurate overtime
calculations. This not only reduces administration, but also builds trust and
confidence in staff that they are being fairly compensated.
Key benefits of an HFX T&A system
compliance to employment regulations
accurate attendance data and automated timesheets to populate payroll
real time data collection and instant views of staff whereabouts
absence, time theft and overtime
manage multi-site operation, even worldwide
efficiency and reduces labour costs
efficient management reporting
administration and increases productivity.
A cloud solution delivers flexibility and is cost-efficient
fully hosted cloud T&A system is fast to implement, with no waiting for a
lengthy software implementation project. It is easy for staff to use and there
are no costly server upgrades and ongoing maintenance costs required. Integration with existing third party HR and
Payroll systems means that data can be easily shared, avoiding re-keying,
saving time and potential errors,
organisations can also benefit from a single system to manage attendance and
access to their building and secure areas. Today’s Access Control systems do
more than just control access to a company’s premises. They provide a wealth of
information about a building or area occupancy data, for example, which parts
of a building or site that are being used, and when. This is useful to:
areas and staff, for example, hazardous areas or offices where sensitive
information is kept (important for GDPR data security)
monitor and ensure lone worker safety and maintain accurate records
building heating and lighting use efficiently.
new addition to physical proximity cards and coded access for clocking in is
biometric access control, which provides a more secure means of authentication.
PIN numbers can be shared and fobs or cards lost or stolen, whereas a biometric device with a fingerprint is
truly secure. The access data provides real time details of which members of
staff are in and where.
Again, a cloud solution,
such as HFX Imperago, provides additional security benefits. Information is
stored in the cloud as well as locally, so even if the network fails, doors
will still operate. Security is maintained and should the worse happen, data
can still be accessed.
management systems can help to ensure that schedules address working time
compliance issues, as well meet staff requirements based on demand for
services. Rostering ensures that staff attendance is planned and
within working legislation – and that work is completed on time and to budget.
3D Rostering for a multi-dimensional view of the workforce
every workforce management solution provides rostering, but this can be limited
to basic shift planning. While
traditional T&A systems focused purely on recording time to pay, now with
Access Control they form next generation systems that enable organisations to
gain a multi-dimension view of staff activity.
This includes not just when they worked,
but where they carried out their work, what activities were completed and for
which client or customer. This multi-dimensional view enables organisations to
identify where the costs are going and optimise their plans and workforce
HFX Imperago 3D rostering takes it a step further by enabling staff to plan not just staff time, but also location, activity, client (and any other important attribute). Costing and budgeting can also be associated with each roster or shift, providing managers with the hard facts when deciding to approval extra overtime, for example. With T&A and Access Control systems seamlessly working together, organisations can Plan-Record-Optimise in a continuous feedback loop until real efficiencies are truly gained.Summary
Management solutions offer flexible ways to support the operational deployment
and management of staff hours, ensuring compliance with working legislation. Today,
T&A, Access Control and Roster systems have become
integral to HR and workforce planning to support key business decisions.
They can provide the foundations to help companies better manage labour costs,
productivity and ensure employee wellbeing. They can also provide a healthy
return on investment.
For over forty years HFX
workforce management solutions have been used by many private and public sector
organisations to manage working hours transparently and equitably, on site or
remotely, improving productivity and employee wellbeing. Many organisations are
already realising the benefits of managing their workforce with T&A and
effective, proactive rostering, supported by the right technology to make it
happen. It’s all about time.
Founded over 45
years ago and with over 1,500 customers, HFX has a proven history of developing
innovative time management solutions. The latest generation of Saas Cloud
solutions are highly customisable and can be configured to meet exact
requirements, support unlimited numbers of work patterns and provide seamless
integration with all major HR and payroll systems.
HFX works with organisations
of all sizes and sectors including manufacturing, public sector, services
industry, leisure, construction, retail, contract cleaning, recruitment,
logistics and hospitality.
For more information about the HFX Group, please visit www.hfx.co.uk
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 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.
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.
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.
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.
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.