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Rewatch our CIPHR Connect partner FTS on CIPHR’s stand at the CIPD HR Software Show (filmed on 14 June 2018)

Tallulah from Formula Time Systems (FTS) reveals how you can minimise costs, reduce administration, predict workflow patterns and gain more control over your budgets using time and attendance software.

CIPHR Connect is an ecosystem of trusted business applications that integrate seamlessly with CIPHR’s powerful HR and recruitment solutions.

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Hi. I’m Tallulah Day, and I’m from Formula Time Systems. I’m here to talk to you about time and attendance software and how it can benefit your business in a myriad of different ways. I’m just gonna have to touch on some subjects, because obviously I don’t have a lot of time, and I could talk for ages about the subject. So we specialise in time and attendance software, but we also create job recording software, project management software, and we do some bespoke work, as well.

So we’ve got over 30 years’ experience in the field. We’re really confident in this, and our software has come in leaps and bounds in recent years, and really can help your business save money and just be all-round better. So, just a few points I’m gonna touch on today, as how to sort of minimise costs for your business, predict workflow patterns and absenteeism and things like that, and gain control over your budgets and expenses, and increase employee awareness and engagement, which is obviously a really, really important subject at the moment. We link directly with CIPHR through an API. Everything is absolutely seamless, so anything you add in CIPHR’s system follows through to ours. We find this really innovative, and it works really well.

The best of breed approach is a new and innovative approach. It just means that CIPHR know what they’re good at, as Rob has already said, and they recognise that T&A is an important part of software, and capturing data to then populate HR software, so, just from a cost point of view, sort of saving you time and money. Time is, obviously, money. We’ve heard that hundreds and hundreds of times. One of our clients estimated that they spend approximately five minutes per employee just making amendments per month. Now, five minutes doesn’t sound like a lot, but if you have 100 employees, over a whole year, that’s two and a half weeks lost, just on minor inconveniences in your T&A.

Also going into cost effectiveness, obviously we’ve all been hammered in recent years about carbon footprint, becoming more green, being more socially aware. Paper is a massive cost, now, not just talking about being green. We use approximately 10,000 sheets of paper each, per year. It’s astronomical. Timesheets alone, you take that away from your business, you’re saving yourself a massive cost on printing, paper, and servicing printers, and not only that, you’re helping the environment and saving our trees.

So, absenteeism is a massive cause of loss of earnings in the workplace, loss of profit in the workplace, and it cost the UK £18.5 billion in 2017, and it’s projected to rise all the way up to £26 billion by the end of 2019. It’s a nation-wide problem. Absenteeism causes us lots of grief, lost work hours, lost productivity, less efficiency, and it’s a nation-wide issue that we’re having to deal with. Just incorporating a T&A system and just monitoring people’s attendance and absenteeism will encourage people to come in more, and possibly not take sick days where they would have previously.

So, we’ll help you gain control over your workforce by using absenteeism reports. You can have reports weekly, monthly, and this is an example of an annual report. It’s very visual, and it helps you sort of work out workflow patterns. So, for example, if somebody was always late on a Friday, it would become very obvious. Or if somebody’s really absent quite often, perhaps that’s something you need to catch on to, and they might need further support. Absenteeism is a nation-wide problem, and it’s also directly linked to social sicknesses, mental health issues, and also dissatisfaction in the workplace. So a commonly absent person possibly needs more of your help, and this can just help you flag up to that. You can gain reports on frequently-used absence codes for people and things like that, and it just gives you a better general picture of possibly why somebody’s gone absent, and then you might want to delve further into that, possibly using your HR package.

Okay, so this here is just an example of a Bradford Factor report. We’ve all heard of Bradford Factor, it’s been around for donkey’s years. We can generate the reports seamlessly, in minutes. These you can send over to CIPHR. You know, you can have notifications when somebody reaches a certain amount of Bradford Factor, but we also incorporate lateness Bradford Factor, which is the same calculation. It’s occurrences squared times late minutes, and that gives you a better overview, because then you’ve got the sickness Bradford Factor to work from, and lateness Bradford Factor to work from, and lateness and sickness aren’t necessarily the same thing.

Okay, so I touched on it earlier, that we do do some project management. So this is, again, sort of cost effectiveness, making your budget work for you. Here you can see a really simple project management setup. It’s a bit blurry, but you’ve got the tabs, and basically you can set a budget, a time budget or a cost budget, against a task, and our system, while they’re jobbing in that task, and logging in, and clocking in, and clocking out, it will do all the calculations for you, work out how far into your budget you are, and you can have notifications sent to you, percentage notifications of when you’ve reached a certain percentage of your budget on that task. If you go over budget, you can then drill down into how long an individual might have spent on that task, and you could possibly assess whether that was necessary. So it’s just sort of helping you manage your workforce, manage your business, and manage the money you’re putting into each individual task at any one time. This works side and side with our T&A software, so that’s how the time works into it, but the budget is worked out using man hours.

So, employee engagement is so, so important in your HR software. HR software, historically, has been sort of a gray subject for employees, a dark subject for employees, and it didn’t necessarily engage their enthusiasm. With our software, they’re able to look at their own holiday, book their holiday, view their holiday balance, loo time balance, flexitime balance, whether they’ve accrued any flex days, and this works both ways. So they can see what they have left, what they’ve taken, and also you could flag up notifications. For example, if you cap your flex days, so you have one flex day a month, for example, that can flag up that somebody is close to reaching their cap, and perhaps you might want to notify them that. That’s absolutely fine. But again, that helps you, it ties in. So all these subjects tie in together. So this is about your employee engagement and enthusiasm, because as an employee, if I can tap in and have a look how much holiday I’ve got left, and I can think about my next holiday, that’s really engaging for me. It’s positive, it’s really innovative. But also you can cap flex days and things like that, so from that point of view, and a cost effective point of view, you can have better monitoring of flexitime and things like that.

So here is just an example of how they could possibly view their clock card, and their holiday balance. Holiday balance might be on the next slide, but enabling an employee to be able to view their own clock card is so, so important, because it saves so much HR time. And so, again we’re going back to saving the time for the HR, so that two and a half weeks, doubles in time, because how many times is an employee asking just for their holiday balance? All of these menial tasks can be dealt with with the employee. You leave it with the employee. They can have a look at their holiday balance. They can have a look at their loo time balance. They can view their clock card, see when they’ve clocked, see if they’ve been late, and they can also view the clock card for the following and previous weeks.

So again, with employee engagement, we offer the biometric terminals. We also allow for mobile clocking, internet clocking, all different kinds of clocking devices. With the biometric terminals, I’d like to stress that they are ISO accredited, encrypted, and GDPR-compliant. The terminals themselves will never take an image of your fingerprint or your face. What it’s taking is a template of coordinates, and it is encrypted, and you would never be able to recreate the fingerprint or face from what is saved.

Thank you so much. You have any questions for me? I’m sure you do.

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