Home Contact A2Z Computer Products Login 17 May 2008

Time Sheet Data Collection Software

MyTimeSheets™ is application software for quickly and easily collecting timesheet details from a workforce distributed across many different geographically located sites. Being web-based, as long as an internet connection is available, time sheet data can be input from anywhere and be immediately available for payroll processing.

With employee, site and typical employee hours per site stored, site managers locally confirm or amend employee hours per site per pay period and generate the time sheets for their respective sites.Once all employee/site time sheets are generated, MyTimeSheets™ automatically issues and transmits an exception report to the managers/directors responsible for all sites over budget. Via restricted access, those responsible for each site will investigate the exceptions and either amend, approve or reject those exceptions.

Upon completion, an authorized member of the payroll staff will initiate the creation of an industry standard file containing all the required information to import into most, if not all the popular payroll processing systems.

The data collection methodology of MyTimeSheets™ eliminates the duplication of input associated with conventional manual or pseudo semi-automated systems, thus increasing accuracy, efficiency and management control and at the same time dramatically reducing overhead cost.

It is now a well known proven fact that embracing web based solutions can dramatically reduce overhead costs and at the same time improve efficiency and management control, especially when there a need to collect data from numerous different geographical locations.

One user of MyTimeSheets™ operating bi-weekly, 4-weekly and monthly payrolls for a workforce of nearly 2500 employees across more than 150 client sites, has calculated an overhead cost saving per payroll run, equivalent to staggering 10 man days! Such tangible benefits cannot be ignored.

Sy-Mech are resourced so MyTimeSheets™ can be supplied either as a supported application software solution for clients to operate on their own equipment by their own staff or as a managed outsourced solution including payroll processing.

Company Background

KGB Cleaning and Support Services Ltd was incorporated in 1995 offering Cleaning and associated services to a wide customer base. The company grew rapidly, increasing revenue by 50% year on year. Initially, clients were small to medium businesses mainly operating in the greater London area. Over the last 5 years, the company has expanded geographically with contracts spread from Hull to Kent, and Manchester to Boston.

The Problem

There were several problems associated with the rapid expansion of the business:

• the manual system in place only allowed for a single fortnightly payroll
• large contracts often employed monthly paid or 4-weekly paid staff, which needed to be TUPEd across on the same terms
• clients pay monthly; having to pay the wages fortnightly gives substantial cash-flow problems
• the manual system only produced wages costs once the wages had been paid; too late to resolve any budget issues, or enable ongoing monitoring of costs before they occurred
• although some reporting was available, it was not possible to monitor wages on a site by site basis
• supervisors / managers sent paper time records to a central office, to be keyed into the SAGE payroll system. This process was both time consuming and error prone.

The solution

The most difficult step in the payroll process is collecting the timesheet data. Most payroll bureaux are set up to accept the summarised timesheet data into a SAGE like system. This is the easy part of the process – in our system this step takes 2 man days for 2000 staff. We needed to simplify the collection of timesheet data such that:

• budgets could be monitored prior to the payroll process. Wages represent 80% of our costs – if this is in control then the company is in good shape
• any over-budget situations are reported so that action is required (e.g. approve overspend, reject overspend, change budget)
• managers can see exactly who is being paid what prior to it being paid, providing the information needed so that they can carry out their responsibilities
• staff “churn” can be managed locally, in line with the centrally held payroll systems
• any pay frequency is handled in the same way
• data is input only once, reducing the opportunity for errors arising from several hand-offs.
• Central admin to be reduced by at least 50% with no ongoing costs added locally