Mitrefinch feature in The Guardian's HR Supplement

The Guardian newspaper in the UK recently published a supplement on HR Software, focusing on how IT is enhancing organisational performance.

The publication examined how different sized organisations, across the UK are benefiting from cost savings, improved efficiency and enhanced commercial performance as a result of implementing HR systems.

Mitrefinch's Technical Manager, Andrew Stead, had the pleasure of being interviewed for the supplement and his thoughts were published as part of the experts’ panel.

Subscribers of The Guardian or The Observer can download the supplement here

Alternatively, we have included Andrew's contribution below:

The Guardian: HR is all about people, so how do you ensure your workforce engages with a piece of software?

AS: By providing functionality that the employees find useful. An example would be the ability to book and view their holidays on-line 24/7. Using this functionality allows the employee to check if any ‘leave slots’ are available first before attempting to book their holiday.

Depending upon the setup of the system, the holiday can be authorised immediately if enough cover is available. If not, their line manager can be emailed, thus reducing the amount of time taken to authorise their absence. As holiday booking is an emotive subject, this immediately provides a major benefit to the employees.

The implementation of an HR solution can often generate employee concerns around a ‘Big Brother’-type environment. By allowing employees to maintain their own personal data, the employee can ensure that any data stored about them is accurate.

By providing visibility to HR data, concerns about the system can be considerably reduced, thus producing a better working environment. Self-service training modules can also allow employees to book themselves on relevant training courses allowing for their own personal development. This can help foster employee goodwill, providing major benefits to both the individual and to the company as a whole.

The Guardian: Does HR software provide one true source of data?

AS: In smaller companies, the HR software can often be the true and accurate source of data. However, in larger organisations, it will more likely be interfaced with data from other sources to provide the full employee record, for example, IT -based data, Time & Attendance and Security Systems.

Because the majority of today’s HR solutions provide extensive import and export functionality, it is relatively simple to link data from several sources together to provide this record. For example, if an employee changes their telephone number via the HR self-service module then this number can be automatically updated in the email system and any other relevant systems.

However, data linked to IT resources will often be updated in a separate application which may, in turn, then update the HR system with this information.

Using this technology ensures data integrity across systems and ensures an authoritative source for all pieces of information. With this in place, it is simple for a company to prove their compliance with legislation such as the Data Protection Act 1998 which includes the requirement that data is accurate and kept up-to-date.

The Guardian: Does HR software just streamline HR administration or is it a business application?

AS: In the initial stages of any implementation, the primary focus will always be ensuring that the HR software delivers on the major benefits i.e. reducing HR administration. When these benefits have been realised, the second and subsequent phases of the implementation will move to making the HR software an integral part of the business.

At this point, the solution becomes more than just about reducing administration costs but more of a business application which helps provide major benefits across the entire organisation. An example of a major business benefit surrounds the issue of absence management.

With an HR solution, it becomes straightforward to investigate where the major absences which impact on the business occur. With this information, the whole company can generate a strategy which will help alleviate the impact of absences on the company. Automating the company’s employee administration can help move the burden to better placed personnel within the organisation.

With this in place, the HR Department can provide more of an employee relations function rather than just standard administrative function. This will help ensure a more efficient and effective workforce. However, it should not be forgotten that any successful HR solution should just be a tool to aid the company deliver a better service/product to their customers.

Any HR solution should never cause an obstruction to this.

If you would like more information on Mitrefinch or our range of Employee Management Solutions please feel free to visit us online, email sales@mitrefinch.com.au or call us on 1300 884 831 (Aus) or 09 363 9557 (NZ)

Are your Payroll and HR Departments ready for the New Financial Year?

As businesses around the country prepare for the end of the financial year, experts are warning organisations they need to be aware of the legislative changes that will come into effect on July 1.

A raft of new legislation including paid parental leave, unfair dismissal thresholds, new minimum wage requirements and award increases will be introduced on Friday, and according to industry experts many companies aren't prepared.

Speaking to SmartCompany, Alison Baker, Partner at Hall & Wilcox advises, “Many employers will need to get cracking and get the right advice about the paid parental leave obligations. There's not much time left."

Here are some of the new legislative requirements businesses will face:

Minimum Wage Increase The $19.40 per week increase on the minimum wage comes into effect from July 1. Employers need to ensure they meet all necessary pay requirements and update their payroll schedules to ensure employees are not underpaid.

Modern Award Increases The recent 3.4% increase in modern award wages, handed down by Fair Work Australia (FWA) will take effect from the first pay period to start on or after July 1. Revised modern awards which include the increased wages will be available on the FWA website.

National Paid Parental Leave Scheme While the Paid Parental Leave (PPL) Scheme was introduced at the beginning of this year, this was only the first stage of a two-phase introduction.

Government processing of the Scheme expires on June 30, so from July 1 employers will be responsible for processing the payments (18 weeks' pay at the national minimum wage to eligible employees who have or adopt a child from that date).

Under the Scheme, employees are obligated to request the benefit from the Family Assistance Office (FAO). Once the FAO is satisfied the employee is eligible for the benefit, it contacts the employer to say the employee has submitted an application, met the criteria, identified them as their employer. If the employer agrees with the application, they then need to provide the FAO with their bank and pay cycle details. The FAO then makes the payment to the employer, who passes it onto the employee.

Baker advises employers to ensure they have processes in place for dealing with the PPL scheme and to be aware that any existing parental schemes they have will also need to be paid.

Still confused? Centrelink have compiled a Paid Parental Leave Toolkit designed to assist employers and HR staff in preparing for their role in providing PPL to their eligible employees. You can download it by clicking here.

Reducing End of Financial Year Stress
Did you know that an effective Time and Attendance System can help reduce the workload associated with the transition to a new financial year?

Here's how:

• Minimise risk by automating compliance with Modern Awards and work rules
• Ensure consistent application of pay rules, policies and workplace legislation
• Cut Payroll Costs by reducing costly payroll errors and inflation
• Reduce Payroll Processing time by automating the transfer of hours direct to your payroll system
• Safeguard you and your business with a complete Audit Trail

Sound like the answer to all your prayers?
If you would like to find out more about automated Time and Attendance Systems and how they can help you manage your end of financial year payroll woes contact Mitrefinch today on 1300 884 831 (Australia) or 09 363 9557 (NZ). Alternatively visit us online

Start the new financial year well-prepared for the HR challenges that lie ahead

Struggling to control labour costs, reduce absenteeism, and manage multiple sites and a mobile workforce? All while trying to comply with the latest legislative requirements?

Sounds like you need a sophisticated Employee Management Solution to help make your life a little easier.

Yet for many organisations, investing in separate Time and Attendance Systems, Rostering Packages and HR Management Software would be out of the question.

But what if you could get all of these systems for the price of one?

Mitrefinch’s Employee Management Solution (Mitrefinch TMS) combines a robust Time and Attendance System with HR Management and Employee Scheduling functionality in one complete package.

Mitrefinch’s Time and Attendance capabilities allow you to manage your staff with greater efficiency. By accurately tracking and analysing your employees’ time, you will benefit from reduced staff costs, increased productivity, better job costing, and more effective planning of future projects - all while taking full advantage of today’s flexible working practices.

Mitrefinch’s HR functionality ensures all your employee data, files and correspondence are centrally stored, making the filing and retrieving of vital information quick and easy to manage, and reducing the risk of error. The stored information can be used to run reports on past and present data, such as training and development requirements.

While Employee Self Service features provide employees with the ability to view their available Annual Leave entitlements and send Leave Requests direct to HR. This greatly reduces time spend on data-input, filling out forms, and dealing with employee questions. Employee reviews and recruitment processes can also be monitored and recorded within the system.

So why waste your time and money on numerous systems when you only need one?

To see how much money Mitrefinch TMS can save your business, try our ROI Calculator online or call 1300 884 831 (Australia)/09 363 9557 (NZ) to book a FREE Consultation or Demonstration.

'Smart' technology set to mobilise the workplace

New research has found that employees will enjoy a more mobile work environment within three to five years as "smart" technology becomes commonplace at work.

The Optus study of 320 medium to large organisations found an increasing demand from workers to use personal smart phones, tablets and mobile applications at work.

However, it also revealed that IT and HR departments are not working together to make the transition possible.

The research indicated there was a disconnect between the policies being developed by HR departments and those being implemented by IT around personal mobile devices.

"If HR and IT departments don't collaborate better, the move to more flexible working environments could be hampered and impact Australian business growth," advised Optus Business Managing Director Rob Parcell.

"IT departments need to educate their organisations on the tools available to support flexible working, while HR departments need to consult their IT teams on tools to support flexible working."

IT survey respondents expect the number of employees working from different remote locations to increase from 27 per cent to 42 per cent, while 84 per cent of employees would be issued with tablets over the next three to five years.

Read the full new article from The Age here

Is your organisation ready to take advantage of mobile working?

Web-based time and attendance software is an increasingly-used and affordable method of workforce management, allowing organisations to take full advantage of today’s flexible working practices such as teleworking and flexi-time, keeping costs low and increasing employee productivity.

A web-based time and attendance system allows your employees manage their own time and attendance in a controlled, accessible and efficient way regardless of their location. Staff can remotely clock in and out of tasks, appointments and projects via desktop PCs, laptops, notebooks and the latest communications devices and smart phones. They can also view their holiday entitlements, apply for leave, and request updates to their personal records without constantly interfering with the valuable time of HR staff.

A web-based time and attendance system also facilitates real-time project tracking, providing accurate analysis of employee activity anytime, anywhere – this greatly increases efficiency and ensures that labour-related costs are genuine. While, powerful reporting functionality enables managers and supervisors to identify the commercial impact of staffing decisions and unplanned absence.

For more information on how a web-based time and attendance system could help you embrace mobile/remote working contact Mitrefinch today on 1300 884 831 or feel free to chat with us online www.mitrefinch.com.au

Are your current HR Software Systems working as hard as you do?

A recent survey conducted by People Management magazine in the UK revealed that many HR professionals are frustrated with their current HR software systems and say they do not help them meet strategic goals.

Only 39 per cent of the survey’s respondents agreed that their HR software systems had all the functionality they require. While 54 per cent were satisfied with the way their systems help them with payroll and administration, this dropped to just 18 per cent for more strategic functions such as talent management.

Most HR professionals were not willing to admit that their own lack of strategic thinking might play a part in their frustrations, with only 18 per cent revealing that their department lacked a clearly defined strategy for supporting the needs of the business. More stressed that a lack of knowledge of the software available might be letting them down, while 46 per cent felt they had a good understanding of the range of HR software tools available on the market.

James Brockett from People Management believes that most HR professionals want to think and act strategically to support their business, and the survey shows that while software can help them achieve that, it can also be a source of frustration if the wrong tools are selected.

He also believes that, “While administration functions are currently being reasonably well-served by software, the findings highlight the need for HR decision-makers to consider their other needs and to make sure they do thorough research when making decisions about new HR software.”

So when should you start looking for new software?

When evaluating your current Employee Management System you need to ask yourself several important questions:

- Is it difficult to get meaningful information from your system?
- Does the system lack integration with your other business systems?
- Do you have to enter the same data more than once across multiple systems?
- Does your system limit the number of users, entries etc?
- Are you still relying on spreadsheets to prepare payroll and create management reports?

If you answered ‘yes’ to any of these questions maybe it's time you started looking for an Employee Management system that will meet and exceed these expectations!

Don’t waste anymore time!

Download our FREE Guide on Choosing an effective Time and Attendance System!

Alternatively, give us a call today 1300 884 831 or visit us online www.mitrefinch.com.au to learn more about our award-winning Employee Management Solutions, including Time and Attendance, HR Management, Job Costing and Time Allocation, Employee Scheduling and Employee Self Service.