Develin Management Services

Frustrations

• Time-consuming and stressful roster creation and management, with all rostering controlled from head office.
• Significant administrative overhead managing staff availability through emails and Post-it notes.
• Keeping staff informed of shifts, swaps and roster updates via email is difficult, unreliable and time-consuming.
• Manual, time-consuming process of collecting and processing paper timesheets each pay period.
• No accurate way to track staff working hours, resulting in both known and unknown time creep, as well as inaccuracies in approved leave.
• Inability to track and report on staff attendance for performance reviews and pay discussions.
• Payroll processing takes a full day each pay cycle, with a high risk of errors creating additional administrative work.
• Limited visibility of labour costs and budget requirements across the group.
• Reliance on key head office staff, creating a risk of lost knowledge and expertise if they are absent or leave the organisation.
• No streamlined processes or centralised system to support multiple sites or accommodate the group’s planned growth.

Solutions

• Staff availability and leave management with a centralised approval workflow for head office.
• Streamlined rostering using reusable weekly roster templates.
• Automatic shift notifications, swaps and roster updates sent to staff via email and SMS.
• Biometric self-service kiosks at each site for accurate clocking, viewing shifts and accessing staff notices.
• Automatic synchronisation of clocked shift times with online timesheets, eliminating the need for paper timesheets.
• Customised business rules to enforce labour budgets and workforce policies.
• Real-time access to staff attendance and clocked hours from any internet-connected device.
• Award management for the Pharmacy Industry Award, as well as individual employment agreements.
• Timesheet approval workflows with exception handling for pharmacists and retail managers at each site.
• Automated timesheet processing, applying the relevant awards to generate payroll totals each fortnight.
• Web-based payroll processing, including payslips, PAYG and superannuation, with seamless integration to the organisation’s accounting system.
• Accurate labour cost and attendance reporting for site managers and head office.
• Centralised multi-site management, providing access to all locations through a single online interface from anywhere with an internet connection.

Time savings:

• Considerable time saving of 80% approx. for head office and site 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:

• Considerable money savings achieved from eliminating time creep and applying business rules to enforce budgets – currently estimated at around 6% of total annual labour costs.
• Eliminated large amounts of paper required for rosters, timesheets, leave requests and payroll
• Return on Investment (ROI) made within 5 months.

Eliminating errors:

• Eliminated potential for human error with manual processes and data entry into the previous payroll system i.e. new employees, timesheets pay rates.

Gaining visibility & control:

• Pharmacists and retail managers at each site now have more information when making staffing decisions i.e. rostering more staff, approving additional shift times.
• Head office management overheads greatly reduced as each site has required information and authority to administer operations.
• Detailed labour cost and attendance reporting assists each site but moreover the group as a whole.
• Gained control of their staff management processes and now have peace of mind knowing things are being done effectively.