What is Workforce Management and Who Needs to Automate?
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What is Workforce Management and Who Needs to Automate?



Comprehensive presentation which provides an overview of workforce management, why organizations are choosing to automate and who should automate. The presentation concludes with a discussion of ...

Comprehensive presentation which provides an overview of workforce management, why organizations are choosing to automate and who should automate. The presentation concludes with a discussion of things to consider when selecting a vendor and with an actual case example.



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    What is Workforce Management and Who Needs to Automate? What is Workforce Management and Who Needs to Automate? Presentation Transcript

    • What is Workforce Management and Who Needs to Automate?
      Paolo Gilfillan, Director of Sales & Marketing
      Synerion (formerly TimeTECH)
      August 26th, 2011
    • 2
      What is Workforce Management (WFM)?
      Examples of Manual Time Keeping
      Why are Organizations Automating?
      Current & Future Trends in Workforce Management
      Who Needs to Automate?
      How to Select a Vendor
      Business Case Example
    • 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
    • 4
      Workforce Management Wheel
    • Examples of Manual Timekeeping
      • Paper timecards
      Pen and paper sign-in books
      Spreadsheet tracking
      Manual data entry to payroll
      Punch clocks
    • 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
    • 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
      Accurate data available to make decisions
    • Hard Cost Savings
      Where’s the Return on Investment
      Soft Cost Savings
      Additional Considerations
    • 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)
    • Where’s the Return on Investment
      Soft cost savings
      Reduce auditing time
      Save manager’s time
      Increase employee productivity
      Improve employee retention
    • 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
    • 12
      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
      Today’s Challenges
    • 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 comprehensiveworkforce management solutions
    • 14
      Current & Future Trends
      Mobile technology supporting the mobile workforce
      Smart & optimized scheduling
      More integrated solutions
      Analytics and business intelligence
      Key Performance Indicators
    • 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
    • Define the Problem
      Should you Automate and with what Vendor?
      Evaluate Vendors
      Make a Decision
    • 17
      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 estimatedpreliminary budget
      Identify functional andbusiness requirements
      Begin to research vendors
      Define the Problem
    • 18
      Vendor Evaluation
      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
    • 19
      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
      Making a Decision
    • 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
    • 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
      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
      The Process Highlights
    • 23
      Highlights of the Results
      Additional considerations
      Reduction in buddy punching
      Reduction in overtime
      Soft Savings not included
    • Thank You!