John XXIII College

• Time consuming manual process for creating and managing rosters.
• Considerable overhead managing staff availability through emails and post it notes and difficulty manually applying availability when creating rosters.
• Unable to 100% accurately track working times of staff – leading to known and unknown time creep with shifts and approved leave.
• Time consuming process to track down staff generated paper timesheets each week.
• Unable to track staff performance and quickly reference reports on staff attendance for performance reviews / pay negotiations.
• Laborious payroll processing with potential for error causing additional resolution overheads.
• Unable to have 100% visibility and understanding of labour costs or budget requirements across departments within the organisation.

• Staff managed availability / leave with an approval system for departmental supervisors and administration head office.
• Streamlined roster solution to enable departmental supervisors to maintain their own rosters.
• Automatic communication systems that have streamlined communication between staff & department supervisors / managers. Shifts, swaps and changes all communicated to staff via email / SMS.
• Biometric ‘self-service kiosks’ for accurate staff clocking, checking shifts, viewing notices.
• Automatic synchronisation of staff shift times with online timesheets, preventing the need to chase down paper timesheets each week.
• Customised business rules system to enforce budgets throughout the system.
• Real time access to clocked times and attendance levels, accessible from any device with an internet connection (i.e. at work, at home, head office, on the run).
• Award management system for easy management of relevant industry awards coupled with a redefinition of payroll categories to significantly improve payroll process efficiency.
• Timesheet approval system including exception handling for departmental supervisors and managers.
• Timesheet processing system for automatic application of relevant awards to fortnightly timesheets to generate payroll totals for all staff.
• Automated payroll solution for instant transfer of data from Easy Employer to MYOB for payroll processing.
• Accurate labour cost and attendance reporting for departmental supervisors, managers and the administration head office.
• Centralised multi-site management system to access all departments within the organisation from a single online interface with one user account, accessible from anywhere with an Internet connection.

Time savings:

• Considerable time savings (up to 10 hours per week) for admin office staff when managing availability / leave, creating and maintaining rosters and authorising and approving timesheets and leave.
• Significant time saving for payroll processing – currently estimated at around 80% of total
  time spent processing payroll.

Cost savings:

• Eliminated large amounts of paper required for rosters, timesheets, leave requests and
  payroll.
• An estimated financial savings is hard to determine but Easy Employer has eliminated excess wages paid for staff time on extended paid breaks, unpaid lunches, late starts, unauthorised late finishes, countless hours of supervisors checking paper timesheets against roster, data entry errors resulting in multiple changes, additional pays to correct payroll errors and up to 10 hours each fortnight spent solely on payroll tasks.The time saved now allows the Business Manager & Finance Officer to focus on other duties. End result: money saved, time saved, resources saved – all of substantial monetary savings.
• Return on Investment (ROI) made within 6 months.

Eliminating errors:

• Increased accuracy across all areas of staff administration.
• Eliminated the potential for human error with manual processes and data entry into payroll system (timesheets, new employees, pay rates).

Gaining visibility & control:

• Increased accountability as staff working times are automatically recorded and reflected in timesheets.
• Departmental supervisor are given more information when making staff management decisions (rostering more staff, approving additional shift times, etc) reducing the management overhead for administrative staff.
• Detailed labour cost and attendance reporting across the organisation.
• Gained control of their staff management processes and now have peace of mind knowing things are being done effectively.