Rota Horizon. Staff Planning, Time & Attendance and Payroll Automation. Thinking Software

Transcription

1 Rota Horizon Staff Planning, Time & Attendance and Payroll Automation Thinking Software

2 Thinking Software What we do Thinking Software is a specialist provider of Staff-Planning and Time-Recording Systems. We supply solutions to the Hospitality, Security, Entertainment, Local Authority, Nursing Home and Care Provision sectors. We develop the software that we sell, so that we can shape our products to meet the challenges faced by our clients. The company was founded in 1994, and has a single purpose: to help service-industry employers use technology to increase their efficiency and reduce their payroll costs. 1

3 Thinking Software Our Clients Span Diverse Industries Hotels & Leisure Residential & Care Homes Catering Health Care Manned Guarding & Security Manufacturing and many more Their requirements are also diverse, but they all rely on Horizon to control their payroll costs. 2

4 Thinking Software Our Mission To empower Managers, and to provide them with the tools they need to meet their payroll cost targets To help them maximise the efficiency of their workforce To make them responsible for their department s payroll cost budget 3

5 Rota Horizon Section 1 Building ROTAS Calculating PAYROLL Providing MANAGEMENT INFORMATION 4

6 Thinking Software The ROTA! Horizon is about Staff Planning, and giving Managers and Planners the tools they need to do the job. Every business is a jigsaw, and every employee is an important piece. Horizon can help you fit them all together, and to save money while you re doing it. What is everyone doing? When & Where are they doing it? What will it all cost? Horizon builds a variety of ROTAS, both for Departments or Employees, including or omitting Payroll Costs. 5

7 A Rota with Hours Horizon makes extensive use of Colours and Symbols to improve User Performance and Understanding 6

8 A Rota with Costs Horizon Rotas can be sorted by employee, job or time 7

9 A Rota with Costs and Revenues Horizon Rotas put costs, revenues and people all together on a page 8

10 Minimise the amount of overtime paid - use Employees with spare contracted hours first as you create WorkSlots 9

11 The WorkSlot Setup Screen here s where you choose a Shift, a Job and an appropriate Employee All or Free Button instant payroll cost savings 10

12 The Employee list can be filtered to show just those Employees who can do the required Job. Employees Filtered By: Job However, simply hit the A/F toggle button 11

13 Horizon filters the Employee list by Job AND Availability. Best of all, the list is ordered so that Employees with the most contracted hours left for that week, and the highest pay rate, come at the top. Employees Filtered By: Job Availability Highest Unused Contracted Hours x Pay Rate at the top 12

14 This cuts Payroll in 2 Ways. Employee capacity that you ve already paid for is not wasted. Employee Overtime is reduced. Employees Filtered By: Job Availability Highest Unused Contracted Hours x Pay Rate at the top 13

15 Now you ve planned your rota. What s next? Our Time & Attendance swipe terminals change the plan, to a live activity report As the plan is implemented, you can see what ACTUALLY happened: Who turned up late or not at all Find out which areas of your business are absorbing the most employee time 14

16 Use Horizon to pay your employees for what they actually did, rather than what they were supposed to do. Department Savings Report See exactly how much you have saved in comparison to what you would have paid in the planned rota. 15

17 Thinking Software Calculating Payroll Horizon provides full control over Payroll Costs and Calculations. Why wait for payday to find out that costs are too high? Payroll Forecasts can be run, fast, for an Employee, a group of Employees or an entire business (some of our Users review this information every day). Each Employee s Payroll can be presented as a detailed Time-Card or in a briefer Payroll Summary format 16

18 Employee Time-Card Horizon Payroll, in Time-Card Format 17

19 Employee Payroll Summary Horizon Payroll, in Payroll Summary Format 18

20 Payroll Summary Report 1 Get a detailed report of the hours worked per person and their payroll cost for any given period. This information can be transferred direct to 3rd party payroll software. 19

21 Payroll Summary Report - 2 The final Payroll Summary page tells you: Number of hours worked under each pay rate Cost per pay rate Your On-Costs (e.g. National Insurance) Number of hours per Time Off Type Total Payroll Cost per Department 20

22 Thinking Software FIND-&-REPORT, the Management Information System Managers want fast answers to tough questions. Horizon s Find-&-Report capability makes it happen. What is the cost of Paid Illness on Mondays? How much did we spend on manning our Kitchen on Saturdays between April and September? How many hours a year are lost on Unauthorized Absence paid to Clerical Staff? With Find-&-Report, the answers are a few clicks away 21

23 Find-&-Report Graph The Find-&-Report Graph is a fully configurable picture of cost and revenues, and it can be summarized by day, week, month, quarter or year 22

24 Find-&-Report Chart The Find-&-Report Chart provides the Graph s information in easy-to-read columnar format 23

25 Rota Horizon Section 2 Horizon in Your Business Departmental Controls Employee & HR Functionality 24

26 Thinking Software Horizon is about Planning First, Horizon helps Managers to plan their staff costs, in line with a Budget or Target. Next, Horizon automatically updates the plan with its built-in Time-Recording system. Managers can see, on demand, how they are progressing towards their Payroll Cost Targets. Finally, Horizon gives Managers and Businesses a chance to profit from the past. Every ROTA, every piece of Time-Recording and Payroll Data, is on-line and ready to help answer questions like: How did we staff this department last month or last year? What did it cost? Where could we have saved money? 25

27 Budget Page Every Department has a Budget, and a set of Daily Performance Targets Every Manager needs to know how he s doing --- and Horizon makes sure he finds out 26

28 Thinking Software So exactly what are your Employees doing? In some service businesses, one Task in one Department will consume a huge proportion of payroll costs. This is often true in Hotels, where the Housekeeping Department s Task of Cleaning A Room is a large part of payroll expenditure. The Horizon Task Costing Report gives Managers a chance to review the critical Task is unparalleled depth. This Report combines Budgets Time Standards Payroll Costs Actual Hours Worked to calculate the efficiency of the Department doing the Task. 27

29 Task Costing Report Forecast! Every Task can be analyzed to see if it s being performed efficiently and according to an agreed standard 28

30 Task Costing Report Actual! Every Task can be analyzed to see if it s being performed efficiently and according to an agreed standard 29

31 Department Payroll Summary Every Department has a Budget, and a set of Daily Performance Targets 30

32 Thinking Software And for the General Manager, a single sheet of paper Finally, a chance to fight back against information overload. The final page of the Department Payroll Summary provides the General Manager with an absolutely up-to-date snapshot of payroll hours and costs across the entire business unit. Not a phone book, not a forest. Just a single sheet 31

33 GM s Last Page Every Department, all the costs, right up to this minute 32

34 Thinking Software Controlling Staffing Levels --- with a Picture In many service businesses, it can be difficult to get the right number of Staff scheduled at any particular time. Managers need simple graphical tools like the Horizon Employee Staffing Level Report to help them get it right. This report displays the number of staff on duty in each 30-minute period of the day. It s always interesting to here Managers explain the differences. Is the Department staffed to meet customer demand or to match the expected workload? Or is the Department staffed the same way, every day, all year long, regardless of the workload? Without Horizon, only the Manager knows for sure 33

35 Employee Level Report Number of Staff on duty, measured at each half-hour of the day 34

36 Thinking Software Last-Minute Adjustments to the Staff Plan As workloads and customer demand fluctuate, it s crucial that Managers don t just sit there --- they must review their staffing and make last-minute adjustments to their Staff Plan. The Horizon Employee Savings Report will encourage Managers to do exactly that. This Report captures and summarizes the Savings made when a Manager takes advantage of quiet periods to bring staff in later, or send them home earlier, than originally planned 35

37 Employee Savings A summary of the Savings (or extra costs) generated by last-minute alterations to the Staff Plan 36

38 Thinking Software Using-Up Every Last Contracted Hour. Much of the art of good Staff Planning is in making sure to completely utilize every Employee s Contracted Hours. In some businesses, whether by accident or on purpose, this doesn t happen. The Horizon Contracted Hours Status Report gives Managers a quick, accurate snapshot of how efficiently and completely Employee Contracted Hours are being used. Its companion, the Employees In Overtime Report, ensures that Managers are aware of all Employees whose payroll costs will be escalated by Overtime. 37

39 Contracted Hours Status Report An Analysis of the usage of Employee Contracted Hours 38

40 Employees In Overtime Report An Analysis of Employees pushed into Overtime. 39

41 Thinking Software Know thy costs, or perish Managers need to know their costs. Many don t. The Horizon Base Cost Report is an extremely simple tool that conveys the expected raw labour cost of paying every Employee his Contracted Hours at Basic Rate. In effect, this Report displays the Department s payroll cost floor. In other words, no matter how aggressively the Manager plans his staffing, he can t really improve much, if at all, on this figure. (So if costs are still too high, good luck ) 40

42 Base Cost Report The Base, Or Floor Cost, for Every Department 41

43 Thinking Software And the Year just flew past The Employee Year View provides a fast, powerful summary of an Employee s Working and Absence history. As a Management tool or as a lightweight HR function, the Year View s ability to put a mass of information on a single sheet of paper without equal. Why should a Manager have to search the records or bother the HR department for answers to questions like: How often was an Employee ill on a Monday? Or late to arrive on a Tuesday? Or clocked-off early on a Friday? Has the Employee worked his Contracted Hours? What is his Holiday or Lieu-Time Status? The Year View knows it all, and more 42

44 Year View The printable, know-it-all Employee Year View 43

45 Thinking Software Sick? Again? What is it this time? The Employee Absence Summary is the companion report to the Year View. It provides an in-depth numerical analysis of an Employee s Working and Absence history. It s designed to give Managers and HR personnel a headstart in their quest to identify and manage absenteeism issues before they escalate. 44

46 Employee Absence Summary The Employee Absence Summary 45

47 Employee Data Page Employee Information is available quickly, logically and all in one place 46

48 Employee Pay Rates Employees can have an unlimited number of jobs, skills and pay rates. This helps Managers get the right Employee doing the right job at the right time 47

49 Thinking Software Built-In Time-Recording Captures the Actuals A Staff Plan is only half the story, and Horizon s built-in Time-Recording capability writes the ending As Employees clock in and out at Horizon Time-Swipe Terminals, the Staff Plan will become a reality. Reports will be generated to highlight missing clockings, late arrivals, early departures and other exceptions noted by Horizon 48

50 Missed Swipes Report Every Missed Employee Clocking, Summarized by Department 49

51 Rounding Exceptions Report Every Clocking Exception both Late Arrivals and Early Departures, summarized by Department 50

52 Rota Horizon Section 3 Layout Advanced Reporting Passwords & Security 51

53 Horizon Home Page Horizon is based on the industry-standard Outlook format. This increases User familiarity and reduces training time 52

54 Reports Tree The super-flexible Reports Tree puts all of Horizon s reporting power and functionality in one place 53

55 Password Control The Horizon Password Module keeps your information safe and private. Robust password control makes sure that each User can only Do and View the information and processes described in his permissions profile 54

56 Audit Trail As Users operate Horizon, activities are logged in a comprehensive, easy-to-query Audit Trail. Horizon tracks any changes to Pay Rates, Contracts, Working Time and other financial or HR elements. Log-on times, Data Deletion Events and other significant processes are also recorded for later review. So yes, if and when the time comes, Horizon knows who did it 55

57 Rota Horizon Section 4: Not Rocket Science Variable-Demand Staff Planning Fixed-Demand Staff Planning 56

58 Thinking Software Variable-Demand Staff Planning Horizon includes an extremely comprehensive and powerful suie of tools for Users seeking to precision-tune their Staff Plans according to factors such as Room Occupancy Call Centre Traffic Customer Volumes Workflow Demand Or similar. When used in this way, Horizon can pin-point over-staffing, reveal under-utilized resources identify service bottlenecks calculate the real cost of inefficiency 57

59 Roster based on Demand only roster the Employees you need. In the Hotel industry, staff requirements often depend on occupancy levels. Scenario: It takes 5 minutes to clean a room. On Tuesdays and Wednesdays, 180 rooms need to be cleaned in a 3 hour period, while only 100 rooms need to be cleaned on Thursdays how many staff do I need to fulfil this task? 58

60 Variable Demand Graph A Variable-Demand Staffing Graph, showing Demand and Supply for Staff in each half-hour of the day 59

61 Variable Demand Chart A Variable-Demand Staffing Chart, showing Demand, Supply and Cost Penalty for each half-hour of the day. 60

62 Our clients report a 5 7% minimum saving in Payroll and Administration Costs 61

63 Contact Us Tel Fax The Old Farm Asthall Leigh Witney Oxon OX29 9PX 62