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What is Workforce
Management and Who
Needs to Automate?
Paolo Gilfillan, Director of Sales & Marketing
Synerion (formerly TimeTECH)
August 26th, 2011
Agenda



1. What is Workforce Management (WFM)?
2. Examples of Manual Time Keeping
3. Why are Organizations Automating?
4. Current & Future Trends in Workforce Management
5. Who Needs to Automate?
6. How to Select a Vendor
7. Business Case Example



2
What is Workforce
Management?


     “Workforce Management (WFM) encompasses all
     the activities, processes, and tools needed to
     manage a workforce. A comprehensive WFM
     system includes
     planning, forecasting, scheduling, and tracking
     workers to optimize the balance of
     customer, employee, labour laws and
     organizational needs.”
                           – Institute of Human Resources


 3
Workforce Management
Wheel




 4
Examples of Manual
Timekeeping


 • Paper timecards
 • Pen and paper sign-in books
 • Spreadsheet tracking
 • Manual data entry to payroll
 • Punch clocks




                              Images:
                              http://www.vertex42.com/ExcelTemplates/excel-timesheet.html
                              http://www.chacocanyon.com/pointlookout/070613.shtml
Concerns about Manual
Processes


 • Incorrect payment
 • Error prone process
 • Buddy punching or theft of time
 • Labour intensive process to manage
 • Difficult to report on workforce
 • Time consuming for management to
   audit employees




 6
Benefits of Automation



 • Cost savings: 2-5% of payroll costs
 • Reduce “buddy punching”:
    • Employees punching in and out for each other in the event of
      absence, late arrival or early departure
 • Improve efficiency and productivity
 • Reduce administrative errors and time
 • Opportunity to standardize
 • Reduce overtime
 • Centralization
 • Accurate data available to make decisions

7
Where’s the Return on
Investment



                Hard Cost Savings


                 Soft Cost Savings


                    Additional
                  Considerations

 8
Where’s the Return on
Investment


     • Hard cost savings
        • Reduction in payment errors
           • Avoid overpayment
        • Minimize litigation
        • Comply with labour laws
        • Comply with union/employee agreements
        • Reduce workload or restructure labour
        • Reduce theft of time (with biometrics)


 9
Where’s the Return on
Investment


  • Soft cost savings
      • Reduce auditing time
         • Save manager’s time
      • Increase employee
        productivity
      • Improve employee retention




 10
Where’s the Return on
Investment


  • Additional Considerations
      • Understand your workforce
      • Make business decisions with accurate data
      • Improve customer experiences
      • Optimize the workforce
      • Absence Management
         • Point System
         • Identify poor performers
         • Reward good performers


 11
Today’s Challenges



• Change in labour availability and labour demand
• Labour costs remain one of the largest organizational
  expenses
• Compliance complexity
• Industry-specific requirements for employee
  scheduling
• Absence management plays a critical role in controlling
  and managing labour workload




12
Current & Future Trends



• Improved employee and manager self service
  capabilities
• Strategic workforce planning
• Broader usage across the organization
• Biometrics as a standard
• Continued growth of comprehensive
  workforce management solutions




13
Current & Future Trends



•    Mobile technology supporting the mobile workforce
•    Smart & optimized scheduling
•    More integrated solutions
•    Analytics and business intelligence
      • Key Performance Indicators




14
Who Needs to Automate?



• Any organization that needs to manage their workforce
• Understand your opportunity for savings
• Hourly and/or salaried environments
• Not necessarily industry specific
• Managing labour laws and/or union or
  employee agreements
• Looking for accurate data
• Seasonal workforce, part-time, hourly, 24/7
• Additional levels of complexity:
     • Multiple sites, provinces, countries
     • Key scheduling requirements

15
Should you Automate and with what
Vendor?



              Define the Problem


               Evaluate Vendors


                Make a Decision

16
Define the Problem



• Understand & define your business problem
     • Why does your business need to automate?
• Understand the business case
     • Why will the business do this?
     • What are the estimated savings?
• Create an estimated
  preliminary budget
• Identify functional and
  business requirements
• Begin to research vendors


17
Vendor Evaluation



     • Discovery
     • Requirements response
     • Understand their standard implementation
       methodology
     • Local expertise
     • Overall WFM experience
     • Solutions presentation
        • Evaluate if technology meets the requirements
        • Evaluate service offering
     • Insist on a detailed Statement of Work
     • Understand the educational tools and strategy
18
Making a Decision



• Can they accommodate the functional requirements?
• Do they have the right implementation approach
  scoped?
• Is the vendor supporting the business case?
• Can this vendor support your business in the long
  term?
• Will this be a partnership?
• Make a decision




19
Example Business Case



 • Current state of ABC Company
     • 3,000 employees located in 4 Canadian provinces
        • 2,000 hourly and 1,000 salaried workers
     • Roughly 24 sites
     • Manual time keeping across the enterprise
     • 4 payroll operators and 1 payroll manager
     • Roughly 100 managers/supervisors




20
Key Benefit Areas


 •   Improved productivity
 •   Reduction in payroll errors
 •   Reduced payroll inflation
 •   Lower overtime costs
 •   Elimination of paper & courier costs
 •   Reduction and/or reassigning of resources
The Process Highlights



• Analyzed the time collection and payroll processes
• Collected manual cheque data
• Analyzed the timesheet data
      • Assessed error rates at supervisor/manager level
•    Understood time to audit
•    Defined workload for administrative resources
•    Collected data on paper and courier cost
•    Assessed annual overtime costs
•    Assumed theft of time



22
Highlights of the Results


 Area of Opportunity   Type of Saving   Estimated Savings
 Payroll Error         Hard             $474,000
 Improved              Hard             $150,000
 Administrative
 Productivity
 Reduction in paper    Hard             $4,500
 and courier costs
 Improved Manager      Soft             5.5 hours per week per manager or
 Productivity                           28,600 total hours per year
 Total Hard Savings    Hard             $628,500 annually

• Additional considerations
     • Reduction in buddy punching
     • Reduction in overtime
     • Soft Savings not included
23
Visit our website for more information on
Comprehensive Workforce Management
Solutions
                                     Thank You!
                                      Paolo Gilfillan, Director of Sales & Marketing
                                      Synerion (formerly TimeTECH)
                                      pgilfillan@synerionwfm.com




www.synerionwfm.com

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IHR Presentation

  • 1. What is Workforce Management and Who Needs to Automate? Paolo Gilfillan, Director of Sales & Marketing Synerion (formerly TimeTECH) August 26th, 2011
  • 2. Agenda 1. What is Workforce Management (WFM)? 2. Examples of Manual Time Keeping 3. Why are Organizations Automating? 4. Current & Future Trends in Workforce Management 5. Who Needs to Automate? 6. How to Select a Vendor 7. Business Case Example 2
  • 3. What is Workforce Management? “Workforce Management (WFM) encompasses all the activities, processes, and tools needed to manage a workforce. A comprehensive WFM system includes planning, forecasting, scheduling, and tracking workers to optimize the balance of customer, employee, labour laws and organizational needs.” – Institute of Human Resources 3
  • 5. Examples of Manual Timekeeping • Paper timecards • Pen and paper sign-in books • Spreadsheet tracking • Manual data entry to payroll • Punch clocks Images: http://www.vertex42.com/ExcelTemplates/excel-timesheet.html http://www.chacocanyon.com/pointlookout/070613.shtml
  • 6. Concerns about Manual Processes • Incorrect payment • Error prone process • Buddy punching or theft of time • Labour intensive process to manage • Difficult to report on workforce • Time consuming for management to audit employees 6
  • 7. Benefits of Automation • Cost savings: 2-5% of payroll costs • Reduce “buddy punching”: • Employees punching in and out for each other in the event of absence, late arrival or early departure • Improve efficiency and productivity • Reduce administrative errors and time • Opportunity to standardize • Reduce overtime • Centralization • Accurate data available to make decisions 7
  • 8. Where’s the Return on Investment Hard Cost Savings Soft Cost Savings Additional Considerations 8
  • 9. Where’s the Return on Investment • Hard cost savings • Reduction in payment errors • Avoid overpayment • Minimize litigation • Comply with labour laws • Comply with union/employee agreements • Reduce workload or restructure labour • Reduce theft of time (with biometrics) 9
  • 10. Where’s the Return on Investment • Soft cost savings • Reduce auditing time • Save manager’s time • Increase employee productivity • Improve employee retention 10
  • 11. Where’s the Return on Investment • Additional Considerations • Understand your workforce • Make business decisions with accurate data • Improve customer experiences • Optimize the workforce • Absence Management • Point System • Identify poor performers • Reward good performers 11
  • 12. Today’s Challenges • Change in labour availability and labour demand • Labour costs remain one of the largest organizational expenses • Compliance complexity • Industry-specific requirements for employee scheduling • Absence management plays a critical role in controlling and managing labour workload 12
  • 13. Current & Future Trends • Improved employee and manager self service capabilities • Strategic workforce planning • Broader usage across the organization • Biometrics as a standard • Continued growth of comprehensive workforce management solutions 13
  • 14. Current & Future Trends • Mobile technology supporting the mobile workforce • Smart & optimized scheduling • More integrated solutions • Analytics and business intelligence • Key Performance Indicators 14
  • 15. Who Needs to Automate? • Any organization that needs to manage their workforce • Understand your opportunity for savings • Hourly and/or salaried environments • Not necessarily industry specific • Managing labour laws and/or union or employee agreements • Looking for accurate data • Seasonal workforce, part-time, hourly, 24/7 • Additional levels of complexity: • Multiple sites, provinces, countries • Key scheduling requirements 15
  • 16. Should you Automate and with what Vendor? Define the Problem Evaluate Vendors Make a Decision 16
  • 17. Define the Problem • Understand & define your business problem • Why does your business need to automate? • Understand the business case • Why will the business do this? • What are the estimated savings? • Create an estimated preliminary budget • Identify functional and business requirements • Begin to research vendors 17
  • 18. Vendor Evaluation • Discovery • Requirements response • Understand their standard implementation methodology • Local expertise • Overall WFM experience • Solutions presentation • Evaluate if technology meets the requirements • Evaluate service offering • Insist on a detailed Statement of Work • Understand the educational tools and strategy 18
  • 19. Making a Decision • Can they accommodate the functional requirements? • Do they have the right implementation approach scoped? • Is the vendor supporting the business case? • Can this vendor support your business in the long term? • Will this be a partnership? • Make a decision 19
  • 20. Example Business Case • Current state of ABC Company • 3,000 employees located in 4 Canadian provinces • 2,000 hourly and 1,000 salaried workers • Roughly 24 sites • Manual time keeping across the enterprise • 4 payroll operators and 1 payroll manager • Roughly 100 managers/supervisors 20
  • 21. Key Benefit Areas • Improved productivity • Reduction in payroll errors • Reduced payroll inflation • Lower overtime costs • Elimination of paper & courier costs • Reduction and/or reassigning of resources
  • 22. The Process Highlights • Analyzed the time collection and payroll processes • Collected manual cheque data • Analyzed the timesheet data • Assessed error rates at supervisor/manager level • Understood time to audit • Defined workload for administrative resources • Collected data on paper and courier cost • Assessed annual overtime costs • Assumed theft of time 22
  • 23. Highlights of the Results Area of Opportunity Type of Saving Estimated Savings Payroll Error Hard $474,000 Improved Hard $150,000 Administrative Productivity Reduction in paper Hard $4,500 and courier costs Improved Manager Soft 5.5 hours per week per manager or Productivity 28,600 total hours per year Total Hard Savings Hard $628,500 annually • Additional considerations • Reduction in buddy punching • Reduction in overtime • Soft Savings not included 23
  • 24. Visit our website for more information on Comprehensive Workforce Management Solutions Thank You! Paolo Gilfillan, Director of Sales & Marketing Synerion (formerly TimeTECH) pgilfillan@synerionwfm.com www.synerionwfm.com