creating a staff roster the way you do… …monitoring & analysing activity the way you would...
TRANSCRIPT
Creating a Staff Roster the way you do…
…monitoring & analysing activity the way you would want to!
Has been designed to bring time and cost saving efficiencies to the hours spent creating a rota, reconciling staff timesheets and producing a
payroll output
Our customers include
• Care Homes• Hotels• Leisure Centres• Golf Clubs• Theatres• Tourist Attractions• Retail Outlets• Supported Living
Providers
Let’s first take a look at the Rota Screen
and see how the design of the software means that everything you need to record or change is found on the Roster screen
Just like you do at present but with pencil and paper!
Here’s an example of the main Scheduling screen
All the information you need is at hand
All the information you need is at hand
Automatic comparison vs. Contracted Hours – with
colour coded warnings - if hours are exceeded
All the information you need is at hand
A person can belong to two or more job functions or
locations
Colour Coding shows you instantly what job function the employee is working in
Here the employee is working 3 shifts as a Senior and ‘Acting Up’ as a Team
Leader on one shift
All the information you need is at hand
Staff can also be automatically paid at
different rates for working in different job functions
Just putting them on the rota in each job function will guarantee this will
happen
And ease of use is a
key design feature
throughout the software
All the information you need is at hand
Confirming the details of a shift
Tooltips are used to show instant relevant
information as the cursor is moved
around the screen
Helping you make more informed decisions about who is used to fill
any spare shifts on the rota
Providing contact and pay rate information
The rota screen is also an easy way for you to record any
holiday, sickness, training or other absence type...
...and the software will automatically report on any
absence for any employee or any date range
Take a look at the following screens
Any ‘absence’ can be recorded on the rota by just a right click
Training for example - Right Click on the day of the training and this window appears
You can define any training courses (or any ‘absence’ reason) specific to your
organisation
Any ‘absence’ can be recorded on the rota by just a right click
Absences are colour coded to highlight them on the rota – and tooltips confirm the detail of each as you
pass your cursor over any day
And Holiday records can be viewed directly from the rota for
any employee
Holiday hours queries
Clicking on this icon button reveals a handy look up screen that allows you to answer staff queries on
holidays taken and remaining instantly
Creating Your Rota
Notice that the current shift ‘names’ you use
– such as N for Nights, 8-4, L for Lates, etc –
can remain
Creating the Staff Schedule
Click to select a Shift from this list…
…and then click on the square to put these hours on the rota
EASY!
Creating the Staff Schedule
And if the shift is not one that is usually worked that’s no problem...
…simply right click on the rota and select the Add Shift option
Creating the Staff Schedule
Then simply ‘draw’ the times of the shift on the time grid
Creating the Staff Schedule
The shift you have created can then be added to the list of standard shifts if required
…and then select the pay rate that the employee is to be paid at
If you have staff that work some ‘regular’ shifts in any week or within a repeating
pattern…
…then these shifts can be automatically placed on the rota for you each week
Creating Your Rota
The Ideal Rota
The Ideal Rota allows you to easily define the regular shifts any
person works in any repeating weekly pattern...
…effectively it allows you to set up a ‘template’ rota which the software then uses to create the basis of
the rota for any future week
The Ideal Rota
Clicking on the Ideal Rota button changes the background colour so that you can see that you are not
working on the live rota
The functions you then use to create or modify the Ideal Rota are the same as you have seen for the
live rota. So it is simple and consistent to use.
The Ideal Rota
To create a new rota you simply click on the ‘Copy From’ function...
...and you’ll then be presented with a range of options which allow you to select exactly what you
want to create in the ‘Live Rota’
The Ideal Rota
An alternative ‘Coverage’ view of the staff schedule...
…provides a simple visual check that the rota has no ‘gaps’
Creating Your Rota
Achieving the Correct CoverageThe Coverage View
Red highlights periods of under cover on any day in any job function
Simply click on the period that you want to fill and a list of available employees will be displayed
And green shows periods where you have the correct
coverage
Achieving Correct Coverage
The screen confirms how many staff are required to fill the ‘gap’
And provides definable criteria to make finding
suitable staff easier
The availability of any shift can be advertised to any suitable staff by
text message or e-mail
Achieving Correct Coverage
Clicking on any employee name will show you the details for the day...
You can see here that this person is already working in the morning...
...so you can see if it is practical to give them the
suggested shift on the day.
...therefore asking them to work this shift as well would put them on duty from 8am until 8pm
Achieving Correct Coverage
Clicking on OK to accept the extra shift automatically updates the rota
You can see here that this person is already working in the morning...
This amendment can then be confirmed with the employee by text
message and/or e-mail
So you’ve created your rota
…now you want to reconcile it to the actual attendance
times of the staff
Attendance & Payroll Analysis
Can be supplied with or without
staff clocking terminals
So you can simply authorise that shifts on the rota were
actually worked…
…or ask your staff to record their attendance electronically using a
variety of devices like these…
…which then automatically compare the times of the
shifts on the rota
…the actual times from the staff attendance records
AGAINST
If the attendance times agree with the rota then the shift is automatically analysed to the
correct pay rate
…and if not you are automatically warned to
authorise any extra or shortfall in the shift hours
That means any period of
additional or short time
CAN NOT be paid
unless it is authorised
Look at the following slide
Payroll Analysis
The Exceptions Summary view shows only the discrepancies between the hours on the rota and the
actual times of the staff for the chosen period
Payroll Analysis
A RED block shows a period where the person was on a shift but DID NOT attend for any time
A BLUE block shows a period where the person was present but was NOT on a shift on the rota
Payroll Analysis
Right clicking on the screen will allow you to see a colour coded ‘story’ of that day…
…and approve or disallow any additional or short hours at any pay rate
This function means that no additions or shortfalls in time will be paid UNLESS you approve it
Employee hours can then be output to many leading payroll packages
including:
Sage, Pegasus, Access, Star,
Northgate, Agresso and Swan
These are just some of the main features in
The software also provides…
• Multiple Pay Schemes/TUPE functionality• Personnel Module & Diary Alarms• Budgeting & Forecasting facilities
• Holiday Records & Sickness Trends reports• Automated e-mailing of any report
• Financial Report Generator
…and much more
And the cost?
Less than you’d think!
Prices start from just £575 plus VAT for a 25 staff system without
clocking terminals
And begin from £1250 plus VAT for 25 staff including a fingerprint reader to record staff attendance electronically
So move on from calculating manual timesheets and pay analysis...
Sensible functionality for today’s businesses
Complete package with options to suit your needs
Back up and support from a UK software house serious about customer care
Value for money and flexible solution
For more information or to arrange an on-line demonstration of
Call us on:
0845 225 7615
e-mail us on:
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We look forward
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