Workforce Reporting: Utilizing Dashboards and Reports to Optimize Your Workforce

Editor's Notes

• #2: Hello and welcome to our webinar on workforce reporting: how to show a return on your HR investment
• #4: Our plan for today will be to:
• #5: EPAY has been successful in the human capital management technology space since 2001. We are a Chicago-based business that’s always been about developing SaaS-based solutions for the employer with a hard-to-manage, hourly workforce. Not only are these employees hourly, they are often distributed across multiple worksite locations. Some of our customers’ employees are “on-the-go” or mobile, remote, OR working for multiple customers at multiple sites throughout the day or week. It’s a “hard to track” and “hard to manage” workplace– but it’s what we know and it’s the type of customers we love to serve! Since our inception, our priorities have always centered around doing things smarter, making our services affordable and going the extra mile for our customers. That’s why some of the nation’s largest building service contractors, staffing firms, venue managers, government entities and healthcare companies call us their valued partner. What makes our Human Capital Management (or HCM) solution different? Though we’ve been in the Human Capital Management space for awhile, we have a strong legacy in Workforce Management (sometimes called time and labor management or time and attendance). We believe that good workforce management controls is the secret to true labor optimization, compliance and labor cost reductions. That’s why over the years, we’ve put so much R&D into our uniquely flexible, cloud based time and attendance system. We’ve become an industry leader in workforce management, attracting customers such as: ABM ISS Facility Services Berg Electric Kelly Services U.S. Dept. of Army Compass Group Healthcare Services Group Today we deliver integrated human capital management technology that helps with everything from recruiting the employee to paying employees to retiring the employee. Our Time and Labor management technology at our human capital management system’s core. We deliver top-notch customer support – offering Premium 24/7 customer service for all. Our customers rave about our support and we’ve got the proof with a 99% customer retention rate.
• #6: Reports are what connect your workforce to your business goals. Reports show where you are losing money and efficiency by tracking key performance indicators According to the 2018 global leadership forecast – only 11% of top leaders thought that HR were anticipators for the company. The report found that being able to make data informed decisions was one of the factors that held managers back from becoming anticipators.
• #7: By using reports, you can optimize your workforce to become and anticipator for your workforce needs. Data and reports allow you to understand what has happened and why it happened so that you can make data informed decisions to better execute your business goals
• #8: HR and operational managers now have access to more data than is often necessary, which makes it hard to know where to look for your information. By utilizing these other reports, you can optimize your workforce and costs by focusing on three important areas: compliance, operational efficiency and budgetary needs. Its always easier to show than tell, so lets take a look at some of the reports in these areas.
• #9: To create operational efficiency, scheduling is a good option. In our scheduling module we offer attendance reports – which allows managers to quickly see who has shown up for their shift and who hasn’t in an easy color guided report. Another scheduling report of use is the hours ratio report which shows a comparison of actual hours to scheduled hours. This allows managers to see what sites and projects are taking more time that expected so that they can adjust future plans and budgets.
• #10: For teams that utilize the scheduling tool, the anticipated overtime report allows front line managers to review which employees are due to go overtime – meaning that you can proactively manage overtime to meet your budgetary needs. When managing a budget – labor almost always your largest cost so tracking the number of hours by – rate type, employee or manager can give you insight into where money is going in your workforce. With the detailed hours report you can see all the hours by type, rate, and then grand total of hours across all your sites which is incredibly helpful for business that manage multiple sites with a strict budget.
• #11: Compliance reports can help keep track of important data like accident information seen in the accident report. Hopefully this one is blank for most of you, but this reports can help track and alert managers when accidents occur and retain relevant information for any investigation required later on. The punches audit report shows an audit trail on all punches in the system – when they were modified and by who, and like we said before, this is one the reports to utilize to best show your return on investment. The hours variance report takes information from the hours scheduled for an employee and the raw punch data to show which employees or departments are not working all the hours they were scheduled for – this is another audit report that give a bigger more detailed picture of punch data to further reveal trends in your workforce.
• #12: Now a quick note – we will mention KPI’s or key performance indicators often throughout this program because they are integral part of reports. Key performance indicators show how well your company is staying on track to reaching your overall business goals. Reports are the evidence that tie your strategies and plans to your goals, and will allow managers and executives to adjust strategy to better reach your goals. According to the 2018 global leadership forecast – only 11% of top leaders thought that HR were anticipators for the company. The report found that being able to make data informed decisions was one of the factors that held managers back from becoming anticipators.
• #13: So to show to your executives the value of your workforce management system, these 5 KPIs will demonstrate the greatest return on your investment. First, take a look at your correction lag time – the longer it takes for your managers to adjust hours the more likely the adjustment will be incorrect Next look at the number of times your managers have to go into the system and change time manually. This can indicate various problems, either that your employees are not clocking in on time regularly, or that your managers are adjusting employee time to Similarly, the rate change frequency might indicate that your manager are paying employees more or less that what is required which can leave your company open to wage theft or class action lawsuits. The same is true for manual timesheets. Without an audit trail these manual areas leave your company open to these costly risks Lastly, look at the number of invalid punches – are employees using your system incorrectly? Are these punches actually signs of time theft? All of these factors are integral parts that look into the effectiveness of your workforce system, and the ability of your managers and employees to use it properly. When running smoothly, you will be able to cut you labor costs significantly.
• #14: ISS Slide – Stats Christian Picture introduction
• #15: One of customers, Anthony Lackey from ISS took action on these five KPIs: Identifying manual time sheets and ensuring employees used the system meant payroll could focus on payroll vs manual entry. That reduced payroll processing admin time by 95%. They were able to quickly identify which locations and managers had pay rate changes and ensure employees were paid the proper budgeted amount for the job, ensuring job profitability. They were also able to identify who was changing time cards, and why, which allowed them to retrain employees and managers to avoid issues altogether. Eliminating touches to time data reduced compliance risk and means that they are confident in their data in the event of an audit. And finally, real time analytics sent them notifications of problems enabling managers to immediately identify issues and significantly decrease the number of missed and incorrect punches. This all resulted in an overall 1% cost savings in total Labor Spend for the company. A close-to 7 figure reduction in payroll dollars out the door!
• #16: Today we focused a lot on the time and attendance aspect of reports, because this is where the greatest cost savings can be made, but throughout our entire human capital management system we have reporting tools that you should be utilizing to help save costs. Recruiting and Applicant tracking Choose from different packages offering 5, 10 or 30 or unlimited active jobs per month. Anyone of your managers can have access. Post jobs on all of the popular job boards or connect our system with your unique company plan that you already have pre-determined with a job board, like CareerBuilder. HR Management   EPAY SYSTEMS HR Management system offers a fully integrated solution that allows you to: Access, manage and analyze the most sensitive and complex HR information, like salaries and pay grades for performance reviews. Improve EE recordkeeping Gain convenient access to standard PR and HR reports that help maintain compliance with government regulations concerning COBRA, ACA and EEO administration as well as OSHA events. Free your HR staff from redundant administrative tasks, so they can handle programs and issues that are strategically important for your business, such as recruiting, retention and performance management.    Benefits Administration   EPAY SYSTEMS benefits system will give you increased control over benefits processes: Reduce labor costs by empowering EE’s to make benefit changes during open enrollment. Control benefits costs by avoiding unnecessary benefit and premium payments, while also reducing the cost of benefits administration and communication. Electronically monitor your EE’s Health & Welfare benefits information accurately and with secure confidence. Experience visibility for tracking changes and updates made by EE’s.   Administer Benefits Use one system to manage all company benefits Electronically update employer data to carriers Calculate eligibility dates? Bill reconciliation with carriers? Tracking of required information for ACA Onboard New Employees Capture employee info, federal, state and local tax filing forms, and your specific forms Welcome-aboard message center Company policy/handbook acknowledgement and electronic signature functionality Plan, execute new hire benefits Facilitate Open Enrollment Streamline online open enrollment with customized workflow and tracking Manage high volume, complex enrollments with fewer resources Enable Your Employees (Employee and Manager Self Service) Easy access to HR data and tasks for your employees—anywhere, anytime from any device Instant access to reports, timesheets and time off requests for your managers
• #18: The American Payroll Association also states that employees steal up to six minutes per day. Whether it’s gaming your rounding rules, or simply writing down 8am instead of 8:05am, stealing 6 minutes per day with a manual timekeeping solution is not a difficult task. Again using the same figures from before. Let’s say you have X hourly employees stealing 1 minutes per day that’s X minutes per day or X hours per day as a workforce. Take those hours multiplied by your average hourly wage and you get X amount per day in payroll dollars allocated to employee time theft With 5 days in the week that turns into $X Amount per week in payroll theft, or X amount per year! Eliminating payroll fraud, buddy punching, and locking down rounding rules could mean reducing your payroll dollars by another $X amount. When companies decide that ROI is important, they need to determine who they should trust to deliver it, that’s where we come in. (NEXT SLIDE)