Sustainability, ethics and timesheet software: improving the CSR credentials of recruitment

Transcription

1 Sustainability, ethics and timesheet software: improving the CSR credentials of recruitment An Etz Back Office Automation guide Take the time out of timesheets

2 Introduction Environmental issues are often diverse and sometimes have little direct relationship to one another. After all, how does an issue on a global scale such as rising sea levels relate to a local issue like uncontrolled property development overrunning a small community? It is only in the last 30 years or so that dots like pollution, the consumption of natural resources and climate change have been joined up to create a big picture of environmentalism. Whether you believe climate change is a product of human activity or not, it is hard to argue with the logic of sustainability. Although governments may find it difficult to line up long-term sustainable development with the need for short-term economic prosperity, many initiatives are underway, supported by policy change. This has catapulted Governance issues up the agenda. Business leaders need to ensure organisational objectives are geared to sustainable business practice. CSR (Corporate Social Responsibility) is a key Governance element wrapping in ethics and duty of care obligations to all stakeholders. Technology is pivotal to delivering more sustainable business. Many that were late, or that have not grown up with tech are reluctant to adopt digital, computer based tools and devices. However, innovations such as mass production and the telephone were a source of suspicion in their day, yet this was groundless. Today s digital tech is just as trustworthy. More than that, it is well established and such tools offer significant competitive advantage to business. This means every business person needs to embrace and perhaps invest a little time and effort in learning how to get the best from technology. In this guide we explore how back office and timesheet software solutions contribute to creating more sustainable recruitment businesses. Technology is pivotal to delivering more sustainable business Page 2

3 Resource consumption and emissions benefits Towards the paperless office Paper arrived in Europe from China via the Middle East in the 13th century. As the printing press evolved paper became the medium that allowed the spread of knowledge, and became essential for business and commerce. However, today s screen-based technologies mean we no longer need to use so much of it. Not so long ago a vision of the digital future included the paperless office ; however, this remains a myth, as for most businesses totally eliminating paper is unrealistic. What is more readily delivered is the much less paper office. Software solutions significantly reduce the need for printing forms Software solutions significantly reduce the need for printing forms and for many recruiters that place workers in office or knowledge jobs, paper timesheets are totally eliminated. A good solution should provide the flexibility to generate paper timesheets if required; for some manual roles, workers may fax paper timesheets, but this is the exception rather than the rule. With no paper timesheets in play, timesheet information is held in a database within the system. This creates the foundation for a totally digital workflow. Timesheet information is processed with the system integrating approval functions and automating back office functions. Integration with payroll and PDF invoice delivery by are easily implemented with a timesheet software solution. Retention & archiving Those using manual, paper based timesheet systems need to scan and create a digital archive of timesheets. In the worst case scenario, you may need to store the paper originals. A standard international rule of thumb is that paper or digital archives need to be retained for five years. When the mandatory retention period is passed, a bill to destroy a paper archive is likely to be greater than one to destroy a digital archive. Page 3

4 Do the maths If you process 500 time sheets per week, the digital workflow will reduce paper consumption by at least one ream of A4 per week, that s over 20 boxes per year. Producing a box of A4 80gsm paper has a carbon footprint of between Kg of CO2, depending on energy source. 1 If you factor in traditional practices like copying timesheets to attach to client invoices and printing the invoices, then that might equate to 60 boxes. That s up to 150Kg of CO2 or around AUD 2,000 a year. Start to add on the cost of postage, ink laser or toner, energy and copier meter click costs, and not only does this look bad in terms of resource consumption and CO2 emissions, it looks like an inefficient business carrying unnecessary admin burden and needless overheads. Producing a box of A4 80gsm paper has a carbon footprint of between Kg of CO2 Document Management module Placements may need to be supported by documentation such as proof of identity, right to work, and certification as well as contracts. In paper formats, maintaining such documentation creates administrative complexity. A recent development of next-generation timesheet solutions is to plug in Document Management capability. Document Management in recruitment businesses extends the digital workflow concept from timesheets into contracts, further contributing to the less paper office. All documentation is scanned from paper originals or digitally originated. The digital files are managed in one digital space - the timesheet software Document Management module. A file for each worker forms a container for all necessary documentation. The best document handling systems are rules based, and policies can be set up to prevent employment laws being broken if documentation is incomplete or has not been signed. A digital approach to Document Management eliminates the need to print and post contract documents as they can be handled through or other file transfer channels. Page 4

5 Online, cloud applications The timesheet software is an online cloud application. This means it is delivered over an internet connection from highly efficient, purpose-built data centres. This guarantees more reliable access to the system and better service levels when compared to systems installed in an office. Online timesheets provide a number of benefits that suit the Australian employment market. Distance no object a worker in WA may be recruited and report to a NSW based agency; online timesheets are filled in as a webpage on a computer, smartphone or tablet connected to the internet Remote working agency staff do not need to attend the office to carry out back office timesheet related tasks; integration with accounts and payroll systems enable a large part (if not all) of the back office workflow to be carried out without attending a central office location Reduced environmental impact of travel less frequent attendance at a central office reduces pollution, especially if we are talking about air or road journeys Energy is saved in your office you don t need to pay for the power required to operate servers, storage and back up when you install timesheet software in your office Online timesheets provide a number of benefits that suit the Australian employment market Governance benefits Management systems Further demonstrating commitment to the highest standards, attaining ISO management systems accreditation offers further evidence of good governance. Timesheet software and Document Management is an excellent step in preparing a recruitment business for the process of accreditation to the ISO environmental management system. Page 5

6 Security matters Naturally, security is a major consideration for any business using the internet. A good timesheet system uses username and passwords to ensure only authorised agency staff can access the system. Employer line managers that need to approve timesheets access the system by simply clicking secure links. They see only what they need to see and nothing else. When timesheets or contracts are digitally signed, internet address connection information and timestamps are recorded for each signing action. This enables fraud to be detected. And while we are on the subject of fraud, remember, unlike paper forms, digital timesheets cannot be altered for fraudulent purposes. Sustainability credentials Ultimately timesheet software enables the reduction of resource consumption and consequently a lowering of CO2 emissions - a smaller carbon footprint. This is a strong message in the marketplace, demonstrating a commitment to sustainable business. Marketing and PR channels offer businesses the opportunity to exploit green credentials to the full for example through awards - efficient and sustainable. Ethics Especially when deployed with Document Management, timesheet software automates processes in line with best practice and provides compliance. Auditable for compliance purposes, and features such as digital document signing provide security and transparency. This underscores the commitment of recruitment businesses to ethical employment industry practices. Summary Automated timesheet software solutions offer compelling benefits that support, improve, and demonstrate a strong commitment to better Governance and CSR. Business practices that support environmental sustainability underpin a strong ethical desire to embrace the wider community. This enables recruitment businesses to firmly establish strong social responsibility credentials While we have focused on the benefits from the perspective of CSR here, it is impossible to ignore the significant value - the cost and efficiency benefits - that results from adopting an online timesheet software solution. Page 6

7 References 1 Extrapolated from information here: Etz takes the time out of timesheets Etz takes the time out of timesheets. With automated, powerful and easy-to-use software Etz saves recruitment agency back office costs by up to 70%. In just 60 seconds Etz can turn a candidate timesheet into a client invoice. Your staff no longer need to touch a single sheet of paper or make a calculation. And amazingly, Etz requires no special software installation or complicated training. Fantastically cost effective and user friendly Etz already makes an immense difference to hundreds of customers globally who would all happily provide a reference. Get started with the most powerful & amazingly user friendly timesheet software on the planet: info@etztimesheetsolutions.com