Flintshire County Council chooses hfx

flintshire

Council invests in cloud based hours management system to support 350 remote and front line staff in waste management and recycling teams.

Flintshire County Council is the unitary local authority for the present-day Welsh administrative county of Flintshire, one of the administrative subdivisions of Wales. The Council is responsible for services such as education, waste management and strategic planning in the area. Like all councils operating in today’s economic climate, the council’s focus is on delivering its services to the community as efficiently as possible. It as recently invested in hfx’s Imperago solution to manage staff working hours for its 350 front line waste management and recycling staff. Since implementing the solution the council is able to better manage working hours for its remote teams, and with the efficiency gains the system is on track to deliver substantial savings and improved staff availability in the first year.

Cloud solution provides flexibility for remote workers

A long standing user of hfx’s working hours recording and management solution across the authority, the Council knew that hfx could deliver the working solution that it was looking for to record working hours for its employees working remotely. As a modern and flexible Council they needed to find a time recording solution that better fitted with the requirements of the front line waste and recycling teams.

They wanted a solution that was powerful enough to deliver the control needed to drive efficiency with remote working teams, but which also had as little an impact as possible on users who have minimal access to systems and little technology experience.

The Council decided that a cloud based solution would provide the flexibility that it required to record hours for staff working across different locations. hfx’s solution has a clear, modern interface that is straightforward to use, with no training required. The Council was also able to further adapt the system to have an alternative PIN security feature, should Identity cards be lost or forgotten. This has facilitated built in reliability in the time recording system to accommodate workers who may lose their cards while out.

In addition to providing control and flexibility, the hfx solution also empowers staff to access their information securely from anywhere with an internet connection.

Efficiency gains translate into improved end user services 

The Council uses hfx’s system to record hours for the staff working across seven locations, covering all the areas of Flintshire. Each site has the new HexOne dedicated touchscreen clocking terminal developed and built by hfx in the UK. Staff members are also able to access the portal remotely from home or smartphone to access and amend personal details, add notes or book leave. Efficiency savings are a key driver for all local authorities and the ability to better manage and control remote teams is already delivering great improvements over the old manual process.

The system is on track to deliver substantial savings by reducing lost hours and improving staff availability in its first year. A key reason for selecting hfx was also the company’s proven experience in working with local authorities and knowledge of the sector. Flintshire Council chose to implement the solution with a phased approach to iron out teething problems as they occurred and found the support provided by the hfx team invaluable throughout the process. The phased implementation also helped users to buy in to the change and has given a strong foundation to move forward with future plans.

Reports ensure optimal working patterns and staff well-being 

As well as providing improved management on a daily basis of recording staff hours, the new solution has provided additional benefits with the built in reporting functionality. The reports help managers to monitor working hours ensuring that they meet European Working Directives while still delivering the key front line services. In addition, the reports from the hfx system help to manage staff sickness and absence, highlighting possible issues and ensuring fair and accurate working patterns, while meeting financial and operational demands. The solution can also help the Council to design automated rotas for optimal workforce planning.

In summary, hfx’s Imperago is helping Flintshire Council to shape its service and highlight issues and trends through powerful and accurate information. Reports can now be quickly generated and distributed to highlight issues and ensure the Council maintains high standards of service delivery to the community

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hfx awarded G-Cloud 10

glcoud10

hfx are proud to announce our approval onto the G-Cloud 10 procurement framework which allows public sector organisations to quickly and easily procure proven cloud solutions and services without the costs and delays involved in standard procurement processes. Not only does G-CLOUD reduce costs and delays, but it enables modern public sector organisations to on-board agile and effective solutions that empower them to rapidly transform their organisations, adapt to change and take advantage of proven technology in the workplace. hfx previously were awarded G-Cloud 8 and 9 and have been providing flexitime and access control solutions to the public sector for over 40 years.

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CIPHR and HFX announce partnership to provide cloud-based flexible working and staff time management solutions

ciphr and hfx

HFX, a leading provider of SaaS flexitime and workforce management solutions, has signed a partnership agreement with CIPHR. The new partnership includes integration that brings together HFX’s cloud-based workforce and time management solutions with CIPHR’s range of HR, Recruitment and Learning solutions.

Rob Oehlers, head of customer experience at CIPHR said; “HFX’s cloud-based products are a significant extension to our own HR SaaS solutions. HFX’s innovative approach to managing staff working time means their products are flexible, based on real world experience and extremely useable.

Nicola Smart Chief Operating Officer at HFX commented: “CIPHR’s mid-market focus is an important segment for our products and services. We find that the flexibility that we can provide with our cloud-based model works really well in this market where agile companies are keen to maximise use of specialist technology. We are delighted to be working with CIPHR.”

Imperago solutions comprise: 

Imperago Flexitime Management, is the market leading solution that is the preferred option throughout the public sector and local government organisations.

Imperago Time & Attendance (T&A), which is a powerful, flexible and cost-effective solution that is both user-friendly and extremely easy to maintain. Imperago T&A is an all-in-one Service-as-a-Solution package that covers software, hardware, support and maintenance on a pay as you go basis with no upfront capital outlay. Imperago T&A is ideal for companies across all vertical sectors with 200 to 50,000 employees, particularly for those with shift-based workers.

Imperago Access Control provides a ‘light touch’ approach to securing and monitoring access to workspaces that requires very little infrastructure and significantly reduces the amount of cabling required. The door controlling devices offer the option of either biometric (fingerprint) or proximity readers and are manufactured in the UK to HFX’s detailed specification.

Imperago EveryOneCloud connects people and devices at whatever location, and logs time, supporting workforce planning and Time & Attendance solutions, enabling organisations of all sizes to monitor their staff and productivity. A cloud solution, EveryOneCloud can be ready to go within minutes, with no need for servers, software installation or heavy up-front costs. It integrates with and sends data to T&A, Payroll, Student Attendance and Workforce Management solutions (including rostering & shift management).

Imperago Workforce Design, the missing first step when implementing T&A solutions, is a powerful algorithm that provides staff-friendly and efficient rosters and shifts in a fraction of the time of a manual worksheet. It enables ‘what if’ modelling and scenario planning with ease.

About CIPHR

CIPHR is a leading UK-based provider and developer of HR software as a service (SaaS), offering a scalable solution that covers the entire employee lifecycle. Our systems’ features include people management, employee self service, absence and time management, payroll, recruitment, communications and reporting.

The CIPHR Connect ecosystem of trusted business applications, including HFX, that integrate seamlessly with CIPHR’s powerful HR and recruitment solutions, enabling you to connect people data across your whole organisation.

For more information about CIPHR’s HR, recruitment and learning solutions visit CIPHR

About HFX

HFX cloud suite includes Imperago™ Time and Attendance, Access Control, Workforce Design, Annualised Hours and EveryOneCloud Attendance Monitoring/Location Management.

HFX Imperago solutions provide seamless integration with major HR and payroll systems. Highly customisable, HFX Imperago solutions can be configured to meet exact requirements and can support unlimited numbers of work patterns.

HFX is the leading provider of flextime™ in the UK. Used by over 1400 customers across the UK, local authorities, other public sector bodies and commercial organisations benefiting from HFX solutions include: Home Office, Merck, Methodist Church, Dartmoor National Park, Adidas, Buhler Sortex Ltd, The Society of Motor Manufacturers & Traders (SMMT), Eaton Limited, MoD, National Farmers’ Union, Hertsmere Borough Council, North Lanarkshire Council, Exeter City Council, Isle of Man Government, MoJ, Met Police, Flintshire County Council, Office for National Statistics, UK Intellectual Property Office, NHS Business Services Authority, Science and Technology Facilities Council.

The Money is Not Enough

silver and gold coins
Photo by Pixabay on Pexels.com

Whilst we often avoid the cliché’ it is generally recognised that the combined knowledge, skill and talent of your workforce is the engine of corporate success. Attracting and Retaining talent is a relentless task that will become even harder as employment levels continue to rise and competition for talent becomes greater.

However, I suggest that simply offering Money is not enough nor is it a sound strategy for attracting or retaining the talent of today.  The first reason is obvious; money isn’t unique or special. Any company can simply match or exceed your offer. The second reason is just a reflection of our times; The 80’s dream that students would retire in their 50’s and live a life of leisure for the following 40 years has disappeared. Today they can expect to be working for 50+ years and want to do something meaningful and rewarding not just in work but outside of work. They value time as much as they value money.

The problem may seem daunting but the solution is very much alive within the public sector where pay is often very limited and they have no option but to explore other means of attracting and retaining staff.  Their solution is Flexitime – providing staff flexibility around what times they work during the week. This popular approach helps attract and retain staff who otherwise might be attracted elsewhere through the promise of extra money.

Flexitime is a “integrated” solution because staff can blend their work patterns and home patterns, and this is more beneficial than simply a pay rise elsewhere that would disrupt their home patterns (whether that be dropping the kids off to school, going to the gym or a myriad of other activities). It fully integrates staff to the organisation whilst providing the work-life-balance they value.

THE NUT IS BIGGER THAN YOU THINK

This will often lead into a discussion about whether the solution is a sledgehammer and the problem being just a nut. Staff turnover varies from organisation to organisation but the average is 15%. In general, you feel the pain less because attrition occurs over a year – imagine the pain if 15% resigned in a single week!

In general, it will cost you one year’s salary to recruit and train a new member of staff. This does not allow for all the knowledge lost that cannot be quantified though figures. But the numbers add up.

Of course, not all attrition is due to conflicting work patterns which is why staff exit interviews and surveys are important so you can assess the issues and impact of solutions.

But what if you could decrease attrition by a third? What impact would that have on productivity, reduced recruitment and training costs?

Then there is staff recruitment. Do you survey those that decline a job offer? Are you losing the best candidates because of inflexible work patterns? Does when people work matter more to you than how well they do their work?

How many staff take sick days because of personal diary conflicts? Almost impossible to measure but almost certainly it occurs in every organisation with inflexible work patterns.

THE VALUE OF TIME

The final discussion is often about how valuable flexitime is to staff. The answer of course is that depends on the individual, but only by extent not by absolute.

An employee on £10 per hour will earn about £19,500 per year (gross) and spends 2 hours a day commuting to work during rush hour. By working flexibly, he can cut his journey time from 2 hours to 1 hour a day by avoiding the rush hour. That’s worth (deducting his holiday time) £2,400 per year NET. The equivalent in gross salary would result in an 18% increase.

In another example, an employee that commuted by train to work could save between £500 and £1,500 a year by traveling off-peak.

So, benefits for staff are not just about fitting in personal plans but also saving time and in some cases saving money.  And in these examples, many companies would struggle to match the cash value that translates into flexitime.

ITS ABOUT TIME

Whether the discussion is about how to reward staff when times are commercially tough or how to attract and retain staff when times are good, it’s about time to start discussion now.

Some tips to get you started;

  1. Analyse the figures for staff turnover and categorise the reasons. Your exit interviews need to be carefully constructed to gain genuine and informative information.
  2. Similarly, you need to follow up your application rejections to gain insight.
  3. Get a deeper view of sickness. Not just occurrences but durations.
  4. Implement the Bradford Factor to get another layer of detail.
  5. Identify the staffing groups that easily map to flexitime
  6. Be clear about what times are flexible and what are not.
  7. Create a policy with clear and transparent rules.
  8. Ensure you have a system in place that eases administration, provides transparency and helps demonstrate the benefits.

 

Flexitime – Attract and Retain Talent

Organisations that deploy flexitime create a strong bond with their employees through personalised schedules that meet not only the employers business needs but also the employees preferences. This blended and personalised relationship not only retains key talent but also attracts new talent in a highly competitive market.