timesheet management

Employee attendance management coming to a cloud near you

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Soon managers will be able to monitor attendance, authorise hours and calculate pay for their mobile or office-based staff on the move and without any need for a PC whatsoever.

Our development team is currently building a web browser and Android version of our popular e-Log attendance management software  with Html5, CSS3 and PhoneGap development tools. This will allow our clocking management solutions to be operated on the cloud, anywhere and anytime – and with any kind of device.

Watch this blog for news of trial downloads in the near future.

Currently easyLog offers a range of staff clocking options using NFC-enabled Android tablets and phones.

Posted by administrator in Business support, Care home management, Clocking and employee attendance, Domiciliary care and supported living, Latest news, Payroll analysis, Rota software, Timesheets, 0 comments

easyLog’s staff scheduling software factors in the Bradford Factor

The Bradford Factor is a simple formula to help manage short term sick absences and determine when these have become excessive. Named after the University of Bradford Management School, where much of the original absenteeism research was conducted, the calculation was initially associated more with the public sector and very large corporations.

The Bradford Factor (B) formula is:

number of occasions sick (S) x number of occasions sick (S) x total number of days absent (D)

Using this formula an employee taking several single days of absence will generate a larger points score than a member of staff who has one extended period of illness within the same timescale. Although the calculation should always be viewed on a case-by-case basis, the implication is that the higher the points score the more prone the worker may be to casual absence.

In today’s changed economic climate, frequent short-term sick absences have become a significant cause for concern across all sizes of business – and use of the Bradford Factor has spread accordingly.

In response to this easyLog has implemented a Bradford Factor report into its market-leading e-Log+S staff scheduling software. The report can be run for any range of staff across any period of time and be introduced into a regular personnel review meeting or run on an ad hoc basis when concerns may arise about a specific employee’s attendance record.

The Bradford Factor is just one element in a range of employee reporting tools included as standard within the e-Log+ staff scheduling software – functionality designed to present managers with the information they need to run their workforce most efficiently. You can find out more about using the Bradford Factor and easyLog’s staff scheduling software to monitor patterns of employee absenteeism by watching our latest video – Absenteeism management from your staff rota.

Posted by administrator in Business support, Rota software, Scheduling software, 0 comments

easyLog: Bringing further cost controls to your staff schedule

easyLog has introduced some significant functionality into its market-leading staff scheduling software module. Clients now have the option to enter daily predicted sales targets and then see an automatic projection of their anticipated profitability from the total number of hours on the rota and the employment wage costs for each day.

Although this feature would be welcomed by any type of business, it is especially helpful to easyLog’s growing number of clients in the retail and service sectors where daily wage costs are the biggest overhead and therefore the largest influence on bottom line profitability. The facility is incredibly easy to use. You simply enters your projected net sales and the software then displays the staff schedule hours total, the daily wage spend (based on the hours worked per person at their individual hourly rate held in the system) and daily wage spend as a percentage of projected sales. This latter statistic is often used to determine the manager’s budget for staff on any given day and is therefore especially useful.

An early and enthusiastic adopter

One early and enthusiastic adopter and user of this functionality is Jake Harris, owner of the busy Mokoko Coffee (formerly Jacob’s Coffee House) close to the main tourist attractions in Bath. “We operate on a daily budget, so we look at each day and work out when it’s going to get busy, when it’ll get quiet, when the peaks and lulls are likely to be, and how much money we are going to take,” Jake explains. “We needed the scheduling tool to be able to tell us what we would expect to spend on wages so we could make the necessary adjustments, such as shaving half an hour here, trimming an hour a day there.” Read our Mokoko Coffee case study here.

If you would like more information on easyLog’s range of staff scheduling solutions or wish to view the software, please contact easyLog on 01892 834406.

Posted by administrator in Business support, Flexible working, Latest news, Rota software, Scheduling software, 0 comments

Get your teeth into Android Lollipop

If you are thinking about upgrading your existing handheld devices, or are planning to start using smartphones and tablets for the first time, there’s no need to worry about running your easyLog rota management and staff scheduling software on your new hardware. All our apps have now been tested and are working on Android 5.0 Lollipop.

And remember, if you need any help and advice on choosing equipment, just give us a call. We’ll be happy to help.

Posted by administrator in Business support, Care home management, Latest news, 0 comments

Full-time, part-time, extra shifts – no problem

A flexible workforce is good for your staffing budget – but it can be a major headache when it comes to managing the rota and calculating pay.

If you have staff working full-time, part-time, extra shifts or a few hours here and there, read our case study to find out how one employer is using our software to take the guesswork out of managing his highly flexible workforce.

“We operate on a daily budget, so we look at each day and work out when it’s going to get busy, when it’ll get quiet, and how much money we are going to take,” he says.

“If we know we’re going to have a busy day we can afford to have more people in and on a quieter day, fewer people. So it’s not just about filling spaces or job functions but also about hitting the budget.”

Our case study features a retail catering business but we can create similar systems for all kinds of employers and industries, from hotels and restaurants to the healthcare sector and college campuses.

Posted by administrator in Flexible working, Latest news, Rota software, Scheduling software, 0 comments

Coming soon – new generation of NFC phone and tablet clocking terminals

Android-branded NFC tags and key fob

In a first for easyLog, we will soon be releasing a new generation of devices based on near field communications (NFC) technology, which will allow tablets and smartphones to be used as clocking-in terminals – and much more.

“This is a great step forward because it means we can supply an all-purpose reader built into an everyday device – a computer or phone – rather than one designed specifically for clocking in,” says easyLog’s Graham Rolando.

“It makes the technology more convenient and flexible and, at the same time, more cost-effective for our clients, which is something we think they will welcome.”

The easy-to-use and fully automated system operates on Android tablets and smartphones, turning them into fixed location clocking terminals or handheld devices carried by individual employees. It works in conjunction with special NFC-enabled tags, which come in a number of formats, including cards, key fobs and stickies.

The pack includes a master tag and user tags. Waving either type of tag near the device, or vice-versa, automatically invokes the software. A user tag will bring up a screen prompting for clock in or out. When an option has been selected, the device sends the record to the host computer. The master tag allows system administrators to configure the device and program user tags.

There are two handheld modes and one terminal mode:

  1. Software on smartphone with tag in fixed location (handheld mode 1) – suitable for domiciliary care or the cleaning industry
  2. Software on portable tablet with tag in fixed location (handheld mode 2) – suitable for night checks in care homes
  3. Software on fixed tablet with tags held by individual employees (terminal mode) – conventional staff clock-in

This product is available for order now. Tags can be configured with i-Button codes for seamless transition from the i-Button system.

Three further products based on this software will be available later this year:

  • NFC Employee Station – wave tag over device to see employee messages, rota and pay information (extension of terminal mode above)
  • NFC Care Room Checks – care records currently available via Care Logger automatically accessed in new front-end when tablet is presented to resident room tag
  • NFC Domiciliary Records – employees wave phone near service-user tag to display care requirements, visit information, care plans and risk assessments relating to the service user (extension of handheld mode 1 above)

For further information on any of our NFC products, please contact us.

Posted by administrator in Care home management, Clocking and employee attendance, Invoicing staff time, Latest news, Mobile worker tracking, Scheduling software, Timesheets, 1 comment

Staff Rota-8 app now available from the Windows Store

Our Windows staff rota app has been officially launched and is now available from Microsoft’s online Windows Store. The app is called Staff Rota-8 and is published by easyLog Ltd. Go to the store to download the app  (to login, insert the username ‘user’ and leave the password space blank).

Posted by administrator in Care home management, Latest news, Rota software, Scheduling software, 0 comments

(TOIL) Time Off In Lieu now available in easyLog+S Staff Scheduling software

For those organisations, especially in the public sector, that operate a TOIL (Time Off In Lieu) system for their employees, help is now at hand to monitor and report on this efficiently within easyLog’s staff scheduling software.

A TOIL system allows employees, in agreement with their line manager, the option to take additional (non-holiday) time off instead of being paid at a higher overtime rate. Like a bank account with a running balance, an employee therefore earns TOIL hours and then has them debited as they take time off in the future. Usually TOIL hours must be taken within an agreed period or the TOIL credits are lost.

easyLog’s implementation of TOIL within its scheduling software allows the manager to see instantly the TOIL hours on the rota. The periods of TOIL both given and taken can be viewed together with the original shifts that were additionally worked  to earn TOIL and the shifts that will not now be worked due to TOIL being taken. Each employee has a TOIL account that can be viewed across any date range and shows the current balance of TOIL at any time together with any notes that the manager made at the point of agreeing, giving or removing TOIL periods.

The TOIL facility is available to any client currently on software support and will be provided within their next automatic upgrade.

Any organisation that is not a current user of our staff scheduling application but would like to discuss or see a demonstration of the software’s TOIL functionality can contact our offices on 01892 834406 or e-mail info@easylog.co.uk.

Posted by administrator in Care home management, Latest news, Payroll analysis, Rota software, Scheduling software, Time off in lieu (TOIL), Timesheets, 0 comments

Get the right biometric reader for staff clocking

Whenever easyLog is asked to supply a biometric reader for recording staff attendance hours we will only make one recommendation based on our current experiences – implement a hand scanner.

Installing a biometric time clock presents many advantages. It uniquely proves the attendance of each employee without any possibility of another member of staff clocking in on their behalf. A biometric reader needs minimal administration because there are no cards or tags to distribute among the workforce and it removes the possibility of staff being unable to record their attendance because they have forgotten their badge or tag. However, these advantages will be lost, and time could even be wasted in calculating staff hours, if the biometric recording device you choose is unreliable in its primary task of correctly recognising an employee first time and every time.

Until easyLog is presented with a fingerprint reader that identifies an employee every time then the following remain true:

1. A fingerprint reader is based on identification of the minute detail of an individual’s finger. A process that is fine for highly secure access control in a clean environment but not always appropriate for busy staff wanting purely to clock in and out.

2. A biometric reader must be compatible with the situation in which it is operating. If workers are consistently involved in a dirty environment, frequently immerse their hands in water or handle cleaning chemicals, for example, a fingerprint reader will always struggle to identify the employee.

3. If a biometric reader cannot identify an employee with 100 per cent reliability it causes doubt. This affords the employee with an excuse for not recording their attendance. The reader is entrusted with providing irrefutable proof of time and attendance and is therefore critically relied upon for the calculation of staff pay. It must work first time and every time.

Based on easyLog’s considerable experience of implementing biometric readers, the only reliable and value-for-money biometric reader at this present time is hand scanning. A hand scanner, appropriately for time and attendance, views the shape of the individual hand and verifies this against his or her record. Its reliability is not impaired by dirt, cuts, hand gels, subtle changes in hand size due to heat or cold or immersion in water. With only a routine weekly cleaning procedure it will carry on working consistently with any size of workforce.

easyLog has implemented hand scanners with all of its time and attendance, pay analysis and staff scheduling software modules. In all cases the reliability of the applications has been completely matched by that of the biometric reader.

easyLog is always reviewing its product offerings and will be very pleased to hear of user experiences of fingerprint readers that differ from our conclusions.

Posted by administrator in Clocking and employee attendance, Invoicing staff time, Mobile worker tracking, Payroll analysis, Rota software, Scheduling software, Timesheets, 0 comments

Managing rotas on the move becomes a reality

A new app from easyLog for smart phones and tablet computers using the Android operating system takes working on the move a step further by allowing users to administer staff rotas quickly and effectively with only a standard wireless or GPRS (smart phone) internet connection.

The new software, developed in conjunction with Abicare, is ideally suited to coordinators who manage domiciliary care staff, work on call and have access to the internet via a home wireless connection or mobile phone with GPRS. Using this connection to link to a small portable device, such as a tablet or smart phone, is more convenient than PC-based options and means that users can easily access and amend the rota at short notice, even if they are on the move – for example, when doing home visits themselves, or during the evening or early morning when no office staff are available.

Users can update the rota system in real time, without returning to the office, and there’s no need for paper copies or follow-up administration, making it a very efficient way to deal with sickness absences and other last-minute staff changes.

“This system gives us access to service user details and enables us to reschedule staff on the move,” explains Sarah Mullins, coordinator of AbiCare’s West Wiltshire office. “This avoids us having to carry vast amounts of paperwork and means that we do not need extra administration when we eventually return to the office.”

Developing our own software means that we can update easyLog’s products in line with technological advances and changing customer needs – and it’s this forward thinking that is behind the latest version of our rota management software for portable devices.

Rotamanagement options include:

  • Spreadsheet view of selected rota periods for all required staff in 15-minute intervals
  • View of call times with client names
  • Indication of employee absence or unavailability
  • Ability to rearrange a call by changing time or member of care team
  • Ability to delete calls
  • Ability to insert calls based on unallocated contracts
  • List unallocated, or over allocated, contracts

Our domiciliary care software for tablets also features:

  • Client access/medical and home visit records
  • View and edit care plans
  • Employee, personal and training records
  • View and add call log/communication log items
  • Off-line function when not in wireless or GPRS range

We also have tablet-based products for care home administration and cleaning management administration. Please contact us to find out more.

Posted by administrator in Rota software, 0 comments

When does a staff scheduling problem not require a staff scheduling solution?

The natural response for care home owners and managers seeking a solution to staffing headaches is to look for staff scheduling software. Logical, but not always the right approach, because care homes present a special challenge when it comes to managing staff rotas and pay rates.

Special staffing needs require specialist software

Unlike most businesses, there are legal definitions for the number of staff required to care for residents and regular inspections by a range of statutory authorities test that these staffing ratios are adhered to.

Care home staff rotas change frequently due to sickness and holiday absenteeism and are often supplemented by part-time or casual staff who can be called upon at short notice. Full-time staff may need to work in different job functions to cover absences and be paid different rates for each role they perform. Hourly rates can be different for weekdays, weekends and public holidays, and change if the employee works over agreed contracted hours.

In addition, care home managers and staff are focused on providing care. Dedicated office staff are at a premium and often the manager or team responsible for creating the rota may find it easier to do so manually or with a general business package, such as Microsoft’s Excel or Word. All these factors point to considerable difficulties in implementing a software application that combines scheduling, timesheet management and payroll analysis.

That’s why easyLog created its e-Log+ software. We recognise that keeping a rota up to date, with the access and constant change associated with a care home, is difficult. The e-Log+ application therefore focuses on simplifying and automating the key tasks of accurate staff attendance records, absence management and producing a comprehensive payroll analysis.

How e-Log+ simplifies the payroll process

e-Log+ does this by comparing the timesheet data of each employee against a set of user definable shift times per job function. If a match is found the hours are passed automatically for payment. Any attendance that does not agree is presented in an authorisation routine that allows the manager to pay or part pay at any applicable pay rate or disallow if appropriate. Staff can be paid at different rates for working in each job they perform so that an accurate and comprehensive breakdown of paid hours can be achieved, no matter how complex the pay rate structure.

e-Log+ holds one more great feature: from the authorised hours of each employee, the software retrospectively produces an on-screen rota thereby enabling a cross-check against the externally held master rota. What’s more the user can enter any holiday, sickness, training or other absence on this rota to provide a comprehensive and complete staff and pay record.

So when does a staff scheduling problem not require a staff scheduling solution?

When the organisation is using the intelligent response provided by easyLog’s e-Log+ software, of course.

Posted by administrator in Care home management, 0 comments