Workforce Management. A challenge for HR

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1 Workforce Management A challenge for HR

2 CONTENTS: Working time management Time management: the key to good organisation.. page 3 Attendance management Targeted alerts and real-time information.....page 4 Resource planning and optimisation Matching resources and requirements....page 5 Job costing Activity reports to assess costs....page 6 Collaborative and mobile tools Remote management of absence requests for leave of absence......page 7 2

3 Working time management A challenge for HR Workforce management Time management: the key to good organisation The role of Human Resources in today s business environment is complex and covers a wide range of responsibilities including cost reduction, changes in labour laws, employee expectations and requirements and working conditions. However, effective management of staff working time remains at the core of HR responsibilities. Clocking in using paper time sheets and spreadsheets is well and truly behind us. Streamlined time and attendance software solutions, often integrating with other systems already existing within the company, have become widely available which increase efficiency and simplify the more timeconsuming administrative aspects of working time management. There are also dynamic tools available which allow parts of the HR function to be outsourced to line managers and even to the employees themselves. However, inequality still persists between HR divisions of very large companies, which are already well ahead in this field, and small organisations which still use traditional tools. Simplifying workforce management goes far beyond just reducing administrative tasks related to data processing. The use of modern time management systems helps control risks by ensuring compliance with labour laws. They also handle overtime, rest periods, holidays and absences and create alerts should anomalies arise. Another essential function of workforce management is resource optimisation. Software-based solutions provide a detailed analysis of employee activity and help to plan tasks more efficiently and improve productivity. They also provide real time information on working time, attendance, absences and the matching of available skills and requirements to all people concerned (e.g. managers, team leaders, etc.). Lastly, workforce management systems also ensure employees achieve the right balance between working time and their private life and help to identify where people are working too many hours. These systems also ensure the fair allocation of tasks and working time. For HR professionals, one of the main areas of development concerns collaborative tools, which offer real-time communication and make every person in the HR chain responsible for their own actions, including the employee. The widespread use of Smartphones is revolutionising how we work, and are used to help scheduling employees, approving absences, and enabling employees to clock in whilst outside the premises. These functions help not only to achieve a more efficient and streamlined organisation, but one which complies with current and future social standards and employee rights. 3

4 Attendance management Targeted alerts and real-time information Computerised attendance management significantly relieves the burden of HR administrative tasks and minimises risks related to legal compliance. Above all, they enable many tasks to be carried out by management and employees. When an employee scans their badge or registers using a biometric scanner on entering or leaving the company, they supply data, the purpose of which is far more valuable than just checking their working hours. Integrating this data into the tailored software solutions that are available on the market today makes it possible to fully manage attendance and absence, and to automate all calculations related to remunerations, bonuses and paid leave. The sophisticated software can also generate real-time reports which include alerts that will help avoid any excesses or anomalies. The information can be accessible by senior management for reporting purposes, to line management for operational follow-up, and relayed to the employee as part of a decentralised approach. 4

5 Resource planning and optimisation Matching resources and requirements Productivity is increasingly at the centre of companies' objectives. Planning software solutions help to organise activity more efficiently by taking on board all constraints concerning working time. The issue of effective planning and organising working hours has become a strategic challenge for many companies. They are often faced with the need to manage irregular activity patterns and to optimise available human resource, while at the same time being careful to ensure compliance with labour legislation. Different planning and organisation tools help to model the company's hours, taking into account internal obligations and requirements. They integrate HR data and production data to manually or automatically generate activity forecasts. In the event of unexpected absence, the manager has all the necessary information to hand, in real time, to quickly reorganise the team and source any missing resources. Dashboards help to draw up comparisons between what is planned and what actually occurs and to adjust the allocated labour accordingly. The organisation can then manage its resources more effectively, and maintain strict compliance with legal obligations regarding working time. Important: The schedules generated include all obligations regarding legislation and conditions specific to the company Fair allocation of tasks and working time between employees. Use of resources (workforce, skills, material) is optimised and costs are controlled. With the system, schedules can easily be adjusted to activity fluctuations and unexpected developments. 5

6 Job costing Activity reports to assess costs Today's software solutions do much more than just plan activity; they can analyse the working time of each position and of each task, in order to measure performance. This function helps to improve productivity and also simplifies the invoicing process. Managing employee attendance or absence is one thing; being able to analyse how their working time is broken down is another. Imported from the United States, job costing divides activity among employees or teams and measures the efficiency of the chosen organisation. The system generates dashboards and activity reports which are used to assess the time spent on each task and to estimate costs. This automates part of the invoicing work and provides proof of work to clients. Depending on the job, employees can use different ways of declaring their activity: a terminal, a bar code scanner or even a Smartphone. The advantages for the company are clear, both in terms of cost control and optimisation of organisation. Important: The software provides a detailed analysis of working time, tasks and costs. It simplifies communication between HR, production, invoicing and management control. The installation must be supported with change management as staff may see it as a monitoring system. 6

7 Collaborative and mobile tools Remote management of requests for leave of absence Decentralising management of requests for leave of absence to employees is becoming more and more widespread in companies. It simplifies processes and makes employees responsible for their own actions. Solutions are also available for employees who do not have computer access. Making a request for leave of absence from your work station has become common practice in service companies, where employees use a computer, and there are many applications on the market which simplify this activity. They allow a request to be sent simultaneously to the line manager and HR division and then receive electronic confirmation, all without having to use paper forms. The employee can then consult their personal account on-line at any time. The widespread use of Smartphones presents new possibilities, particularly for employees on the move (sales reps, mobile technicians, care workers etc.). Solutions compatible with different types of telephones have recently started to make their appearance. Other systems use self-service terminals made available in company premises, and are targeted at employees such as industrial operators who do not have computer access. Important: Decentralising management of requests for leave of absence must concern all employees, including those without computer access. Smartphones and selfservice terminals can offer this type of service. A new generation of applications compatible with different types of Smartphones is starting to appear on the market. Bodet Ltd has many years experience helping large and small organisations throughout the UK and across Europe improve efficiency by effective time and workforce management. f If you would like honest and friendly advice from one of the industry s leading specialists, just call us and we will be pleased to discuss all your workforce requirements with you in total confidence. r Visit e to discover the benefits of Bodet's Time Management Solutions q or contact us directly. We look forward to hearing from you. u Telephone: e richard.manby@bodet.co.uk Visit: I 7

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