Manchester based Engineering Company implements People Inc. Time (Time & Attendance).

Background

Our client an engineering Company delivering specialist support solutions for high reliability and safety critical products and systems have been a customer since 2016 after upgrading their Vizual Personnel Manager software to People Inc. HR.

In 2021 they decided to replace their existing Time & Attendance (T&A) system as they wanted something that was more up to date and that integrated with their People Inc. HR Software.

Requirements

They had a wide range of requirements including:

• Be able to manage various shift patterns for different employees
• To enable employees to clock in and out in order to accurately calculate hours worked against their shift pattern each day.
• To be able to configure ‘rule’s to automatically process recorded time including (Arriving Late,  Leaving Early, Overtime etc.)
• To generate accurate hours worked within the period for payroll.
• To provide a facility for employees to to update their personal details and request holidays via Employee Self Service to reduce admin.
• Ensure Holiday requests are automatically reflected in the Time & Attendance records to save duplication of effort.

After an initial consultation period the client opted to implement the People Inc. Time & Attendance and Employee Self Service modules.

People Inc. Time (Time & Attendance)

People Inc. Time is an optional Module for People Inc. specifically designed to allow employees to record their time against a Rota.

Rota’s/Shift Patterns can be configured for each employee or groups of employees.

Various rules and settings can be configured such as Holiday Allowances, Overtime rules, Grace Periods etc.

Employees are required to clock in and out at a proximity terminal using a key fob.

Their time is recorded within the system and compared against their rota to ensure they have done the correct amount of hours.

The information is displayed on the ‘Daily Record’ and entries are colour coded to easily identify if an employee was Late/Left early; didn’t work enough or worked too many hours; if they were absence; or if they worked their standard shift.

If too many hours are worked these can be automatically calculated as overtime at different rates based on the ‘rules’ that have been configured.

The system also notifies the manager and/or HR if an employee has was late or left early each day, or if they did not work enough hours during the period.

Individual day records can be adjusted by the administrators as required.

Reports can then be generated to show hours worked against the rota in order to calculate payroll. 

People Inc. Employee Self Service.

The Employee Self Service Module for People Inc. is also an optional add on that provides access for employees via a web browser to enable them to perform self service tasks such as booking holidays and updating personal contact information.

Holidays are requested by employees and approved or rejected by managers via the self service portal.

Approved holidays are automatically integrated in the Time and Attendance Records and employee entitlements are calculated automatically. 

Implementation

A scoping exercise was initially carried out to identify all requirements and specific ‘rules’ that would need to be configured during the implementation.

The project was completed in phases over a period of several weeks to ensure a successful implementation and roll out.

Firstly, the Employee Self Service module was installed by one of our consultants. All the work was carried out remotely and took place over a few days.

Then the People Inc. Time module was installed by the specialist Time and Attendance team at our partners P&A Software.  This required a 2 day onsite visit to install and configure all the hardware and software components as well as provide end user training.

A pilot project was run on a small team of employees to ensure the system was running smoothly before the system was rolled out to the rest of the company.

Benefits from People Inc. Time and Employee Self Service.

Building on the success of using People Inc. HR for several years, implementing People Inc. Time and Employee Self Service was the logical approach to provide further benefits to the business including:

• One central system with a single, secure data source to manage HR, Time and Attendance and Self Service functionality all in one place.
• Drastically reduce time spent on Admin whilst providing more accurate Time & Attendance information.
• Record hours worked in real time against a Shift Pattern when employees clock in/out.
• Automatically calculate overtime at various rates depending on additional hours worked and when.
• Able to check employee Time & Attendance status at a glance via the Daily Records screen.
• Employee Self Service drastically reduced admin in relation to booking and approving holidays and for updating employee contact information.
• Holiday bookings integrate with Time and Attendance automatically – no need to record twice.
• Quickly generate accurate reports for payroll.

More information

PeopleFirstHr’s 25 plus years of experience working on HR Software Solutions means we can provide an unrivalled level of service and support for customers looking to get the most from their People Inc. HR Software and Streamline HR Processes.

If you would like more information about how PeopleFirstHR can help you with People Inc. HR contact us on 0330 223 6180 or enquiries@peoplefirsthr.co.uk