So little time,so many timesheets. LS Staff Management

Transcription

1 So little time,so many timesheets LS Staff Management

2 Managing staff: a manual, tedious task? Keeping track of staff rosters, costs and budgets can be a full-time job for retail and hospitality managers. In these busy environments it s important to make sure enough staff are on hand in the right place to maximize sales and service during busy periods, and to be able to see that staffing costs comply with the budget. Over the last 20 years retail and hospitality organizations have built strong capabilities in cash and inventory management, but employee management has remained a manual and disconnected process. Yet this is a key area where errors and fraudulent activity can be costly and difficult to identify. Gaining an overview of employee management and time registration can be a challenge. Often, separate staff planning spreadsheets are used for each outlet in a retail or hospitality chain, making it difficult to see the full picture as busy managers are faced with the time-consuming task of verifying the actual hours worked and checking them against the plan. By centralizing staff management and time registration, businesses can control staffing and budget requirements, instantly compare actual hours worked with the plan, avoid duplicated workloads and errors, and manage resources to make the most of opportunities. Automatizing workforce management LS Staff Management brings rostering, time registration, sales and budget information together to deliver a clear overview of timetabling, costs and budget requirements. Management can easily adjust role budgets, plan and distribute staff rosters, oversee and approve work hours throughout the whole business, and immediately compare actual staff costs against the budget. At the same time, staff benefit from more flexible ways of working, with a dedicated portal that enables them to address any issues or requests regarding their shifts. In the Role Center, managers can access all daily information and respond to requests and warnings. So little time, so many timesheets p 2

3 Key benefits include: Accurate, better and easier planning Effective cost management Instant access to information Warning mechanism built in Accurate salary hours Easier monitoring of abnormalities Automatic comparison with schedule Additional employee quality control on hours Accurate salary results Export of hours to salary systems Identify errors earlier in the salary process In-depth statistics and analysis Immediate cost calculation and analysis Immediate comparison between locations Immediate comparison between periods Access to external information So little time, so many timesheets p 3

4 Accurate, better and easier planning For a manager working for a busy restaurant chain, with 50 employees on the payroll across two or three shifts, it is a hard task to check and confirm the hours worked during the previous week. It is even harder when one has to do it quick enough to meet head office reporting deadlines every week. A system that automates those checks, confirming whether the actual hours worked are the same as planned and highlighting any discrepancies, reduces both time and error in cost management. And since the system takes care of it, managers don t have to and are left more time to focus on day-today business. Easy review of plans LS Staff Management provides a structured format for staff and shift planning. Those who need to review plans can do so, knowing that they have the latest, most up-to-date planning status in front of them. By automatically comparing the hours worked with the plan, LS Staff Management enables busy managers to focus on detailed planning to optimize productivity for the period ahead right down to specific hours where more or fewer staff are needed. Automated schedule planner The Staff Management schedule planner automatically populates with employee and calendar details, along with additional information on conditions that might affect staffing, and automated prompts based on this. So little time, so many timesheets p 4

5 Tune role budgets to make the most of occasions and events LS Staff Management brings together all the information businesses need to tune role budgets and plan resources effectively. Automatic adjustments Dynamic warnings and calculations enable the solution to adjust role budgets automatically based on any value within their Microsoft Dynamics NAV ERP, straight through LS Nav. Internal information on finance, purchasing or sales activity can be pulled in to automatically adjust role budgets for shifts that will be affected, including total hour/cost calculations, and alert managers when more or fewer staff will be needed. This includes adjustments to: the number of cashiers needed according to the sales forecast the number of receiving deck workers needed according to the purchase lines needed to receive the number of staff according to sales budgets the number of staff needed according to external factors such as weather forecasts New Tab Set up the role budgets. Decide how many people you need in each role and for a specific shift on any given day of the week. So little time, so many timesheets p 5

6 Staffing adjustments based on external factors Automatic adjustment of role budgets can be based on sales forecasts, warehouse activity and promotions in retail, weather forecasts and sales history for restaurants, and general occupation, conference activity, or spa and golf reservations in the case of hotels and resorts. For example, purchasing information can be used to generate a prompt for the manager to put more staff on the receiving deck in the warehouse, or promotional activity could be factored into sales budget planning, to decide how many tills should be staffed in the store during a promotion. By including external information such as weather forecasts, managers can see which roles and shifts will be affected, and how many extra people will be needed to optimize performance. For example, wet weather might drive customers into certain outlets, while fine weather will inspire them to enjoy a meal outside a restaurant. For a restaurant with an outside seating area, Staff Management allows weather information and alerts to be included in schedule planning, automatically reminding the manager that more staff will be needed to serve outdoor areas when the temperature is predicted to rise above a certain level. So little time, so many timesheets p 6

7 Streamlined staff scheduling Last-minute tweaks to the schedule such as arranging for extra staff to be on hand during fine weather or sending a staff member to help out at a different location are easy to arrange. And because all the information is centralized, the manager can instantly see whether the staff time registration matches their plan. New Tab In the roster planning view managers can access all the information they need for accurate planning. Rosters can be generated by default or copied from previous ones. So little time, so many timesheets p 7

8 Flexibility for employees In an industry that includes many students, parents and second-jobbers among its workers it s also important to give employees the flexibility they need while keeping control of the staffing budget. Shift changes? No problem Traditionally, requests for time off or changes in shifts often mean disruption for the manager, who has to field calls with the employee and check the schedule to see if the requested change would work. In an environment like a restaurant, which could have 50 employees working across three shifts, often across different locations in the chain, it can seem impossible to keep track of staffing schedules and budgets. messages, accept or decline work requests, request to work certain days, ask for shift changes or time off, and see their manager s responses to these requests. The system immediately alerts the manager to any requests that need addressing, which they can accept or reject. Giving employees this level of flexibility can be a key differentiator for retail and hospitality chains, enabling them to provide a valuable employee benefit that can help to attract and retain staff. LS Staff Management empowers managers to give staff the flexibility they need while keeping control of time registration and budgets. Easy and rapid time registration Time registration is quick and convenient, enabling employees to clock in and out using employee cards, ID, eye scanners or fingerprint scanning from the point of sale or PC. In addition, the Staff Management Employee Portal enables easy communication between each employee and their manager, with all the information in one place. Staff Management Employee Portal Staff members can monitor their own hours and review their planning. They can use the portal to view upcoming shifts, comment on their hours, receive Employees can view their information on the employee portal with a mobile phone or a web browser. Employees can access time registration from a specific clock-in clock-out terminal or a POS. Employees can authenticate via password, barcode or biometric scanners. So little time, so many timesheets p 8

9 Better statistics and analysis Retail location managers frequently have to gather time registration, budgeting and planning information in one place and check it against the plan, which can be very time-consuming. When the information is scattered across the organization it can also be difficult to spot any errors, and by the time the information has been collected and analysed it is often too late to rectify them. Reports and analyses of costs and performance LS Staff Management brings all that information together to enable immediate cost calculation and analysis, with comparison between locations and periods as well as access to external information. The cost of each employee, work code, shift and role can be analysed on an hourly basis, and compared to sales information to find the salary cost as a percentage of sales. Managers can see a clear comparison of the actual costs and performance against the plan for any period on a weekly, monthly or yearly basis. The Staff Management system compares each employee s time registration against the schedule, removing the need for managers to check the hours of every employee. When the employee s time registration conforms to the plan, the information flows through the system without the manager needing to check it. If a discrepancy arises, such as a worker going home early or calling in sick, the system alerts the manager so they can investigate. As soon as an employee has clocked out, the manager can immediately see the actual salary cost of their shift and compare it to the plan. End-of-day salary costs can be seen as soon as the day is over, alongside a graph to compare each day s budget with actual costs. Quick error identification and resolution Having time registration, budgeting and planning all in one place enables simple, instant and automatic comparison of budgets/planning and actuals. This empowers the organization to identify issues such as errors or fraudulent activity in any of these areas instantly, so they can act before it is too late. So little time, so many timesheets p 9

10 Accurate salary results A clear view LS Staff Management can be tailored to integrate with any third-party salary system to ensure that budgets are met and costly errors avoided. Time registration and salary codes can be exported to the salary system, while employee data and salary rates are imported to enable instant analysis of actual staff costs. LS Staff Management presents the information managers need in a relevant, actionable format. The Role Centre provides a dashboard overview of planning and performance with alerts about any staff requests or issues that need to be addressed immediately. Managers can then use the familiar, spreadsheet format schedules to plan their roster or dig deeper into the details. Executives have access to planning across the organization, and the ability to compare locations and review individual plans makes it easy for them to identify issues as they arise. They can assist new location managers as they build their planning expertise, and take immediate action to address any errors that occur. Check how many people you have in each role per hour on a selected day. Ensure you are scheduling according to your role budget: the graphic interface helps you quickly identify planning mistakes. The roster cost analysis shows the cost distribution per day per employee, work role, work code and shift. Quickly check the difference between actual and planned hours in the easy-to-read graph. So little time, so many timesheets p 10

11 Get in touch with an expert Eager to know more about the functionalities in LS Staff Management? Do you want to get a demo of the system? Get in touch with our solution expert Eggert Gudmundsson. Contact Eggert Book a demo So little time, so many timesheets p 11

12 About LS Retail LS Retail is a world-leading provider of business management software solutions for retail, hospitality and forecourt businesses of all sizes. Our all-in-one management systems power businesses over 60,000 stores and restaurants worldwide, within such diverse industries as fashion, electronics, furniture, duty free, restaurants, coffee shops, forecourt, c-stores and more. For further information on the company and the products, visit For any question or advice, do not hesitate to contact our experts. So little time, so many timesheets p 12