Author: Agent ELF

Saving Time and Money With Employee Self Service

Finding ways to combine operations in order to save time and money is a crucial part of every business. Implementing an employee self service system is just one of many ways a business can achieve this. Employee self service is when all employees within the business have access to the human resource database and can handle the changing of data or management of tasks themselves.

Efficiency is something that every business strives for. Any time it’s possible to eliminate a task or combine operations without sacrificing quality, a smart business will take that option. That is where the idea of employee self service comes into play, and it’s why so many businesses have embraced the practice so whole-heartedly.

What is Employee Self Service?

The simple explanation is that Employee Self Service is when all employees have access to the human resources database in order to handle certain tasks themselves. If an employee recently moved or had a name change then he or she could go into the database and alter his or her private information without having to fill out forms or wait for the request to go through human resources staff. Applications for reimbursement, such as when an employee goes on a company trip and has expenses, could also be submitted by the employee in question rather than by human resources staff. The result? More tasks get done more quickly, and the HR staff can concentrate on tasks that are unique to their department.

Better Working Through Technology

At first, employee self service might look like the kind of task that’s actually more burdensome than the original system. After all, how can employees who aren’t involved in human resources understand what they have to do in order to file the right forms and input the right data?

This is where technology and good ideas merge together: in order for employee self service to work, a business needs to have a system in place that will allow all employees to access the database and make changes. This software needs to be simple to understand, easy to use, and it needs to streamline the process instead of complicating it. The Time and Attendance software produced by ELF Productivity Ltd. was built with this in mind, and it’s why companies who have this software installed will find that employee self service is easier to execute than ever before. Not only that, but this software still delivers access control solutions, accountability, and it will make sure that mundane tasks are taken care of quickly and efficiently, leaving your workforce to focus on the real job at hand.

For more information on how ELF Productivity Ltd. Time and Attendance software can help you streamline your company’s efforts through better employee self service simply, contact us today!

The Two Parts of Access Control

Access control is present within all parts of every business, in order to make sure company and employee information doesn’t end up in the wrong hands. Having this system in place also deduces the number of suspects right down if anything were to happen. Access control is made up of two parts barriers and filters.

Access control is a term that typically comes up in security discussions, but in is present in every part of every business. The short version is that access control means people (personnel, customers, and others) only have access to the environments and resources that they need.

For a real-world example: if a bank drop is necessary, it’s likely that only the manager is allowed to handle that amount of money. By limiting the number of people who can get into the safe a business has just cut down on the pool of people capable of stealing that money. The business has also made that money more difficult to access, (since only managers can get it), but that’s the price of access control.

Access control is made up of two broad categories: barriers and filters.

Barriers

The barrier is the most basic form of access control there is. A locked door, a wall, a safe, these are all obstacles whose job is to stop people who aren’t supposed to have access. This even crosses over into the digital world; firewalls and computers that aren’t connected to the Internet can be used to prevent access by unauthorised personnel. The harder the barrier is to get through, the more limiting the access is.

Filter

A filter is the means by which a barrier is passed. If you have a locked door then the filter is a key. If you have a password locked computer then the filter is the proper password. The filter is important because the number of people who pass it will affect how restrictive (or sometimes how effective) a barrier is. For instance if every employee knows that the code to get into the employee only door is 76498, then that’s fine. If every employee tells his or her friends, or the password isn’t changed so that former employees can no longer gain access, then that filter lets in far too many people.

How Much Access Do You Need to Control?

It’s important to remember that different businesses have different needs when it comes to access control. A bank for instance will want to make sure that money and valuables are carefully protected and that few if any people can access them. In a restaurant, though, customers wandering into the kitchen may not be much of a concern, so there’s no reason to put up a barrier of any sort.

Before implementing any form of access control it’s important to make sure it will solve an access problem. If there’s no problem then the only thing access control is doing is needlessly making it harder for people to get from point A to point B.

For more information about access control solutions and security concerns for your business contact us today.

Tips to Improve Productivity!

Improving employee productivity is important for many organisations as hard working employees earn the company more money. Finding ways in which to do so however can be a difficult task. Take a look at these four suggestions below on possible ways in which to improve productivity.

A recent article gives some great insight on how you can improve your employee productivity:

  • Track your employees’ workday with more detail. The article gives the example of one 8-hour worker who spends all 8 hours working in R&D, versus a 10-hour employee who spends 3 hours doing administrative tasks, socializing, and taking breaks. You may think the 8-hour employee is more productive, but without more detailed information, you couldn’t know for sure.
    • Elf Productivity LTD offers innovative employee tracking software which allows you to record your employees’ daily activity. Our software automatically creates trending charts so you can see any changes in employee productivity.
  • Analyse your data. The article states that when “…analyzing data across departments, roles and skill sets may highlight issues with the structure of your business or identify areas of improvement such as training requirements.”
    • Our software allows you to annotate each employee’s file with detailed role and functions. It’s not just a blank box where you place their rudimentary job title – it allows you to specify what the employee’s actual function is. For analysis purposes, if an employee leaves your company, you’ll understand which overall functions your company will be lacking. The software also gives you the ability to visualise your employees’ functions and skills via visual graphs, charts, and trends, so you can determine if you have an excess or lack of a certain function or skill.

Best of all, our software allows your employees to utilise it from anywhere – even outside your company’s physical building. Thus they can check-in from anywhere in the world which gives them the versatility of working globally without restriction. If you’d like more information concerning our human resource software, contact us today!

Access Control Trends

Over the years access control trends have changed dramatically because peoples attitudes and initiatives are often different year on year. However looking back at these changes there are a number of trends that we feel you need to be made aware of, the top three are listed below.

Looking back at the past year, we’ve noticed a number of changes within attitudes and initiatives related to access control. Taking a look at these changes, we see a number of trends coming to light that we wanted to share with you.

Access Control Trends

  • Ease of use – It’s easier than ever before to moderate an access control system. Now, HR staff can quickly add, delete, or edit staff permissions in one central system. This helps to keep the workplace safer and more productive.
  • Fluid and adaptable – In the past, access control was sort of a “one size fits all” model where you used one proprietary solution for access control, another for security clearance, and so on. These days, access control systems are fluid and adaptable: they can integrate with employee ID, cashless vending, staff parking, and even time and attendance. These trends are also moving toward integrating IT security with access control. Staff will love the convenience of using one card for many tasks.
  • Realtime data analytics – Today, access control systems are engineered to provide realtime data analytics so that anyone with administrative access can quickly see at a glance what is happening. No longer will staff have to run reports after the fact to see how the system is working. All of the information will be time sensitive and easy to access.

To talk more about this, or anything else related to workplace security, productivity, and access, please contact us.

Fully Customised Access Controls to meet your Unique Security Needs

Acess control is a lot more then just the locking of restricted doors. It has now developed into a full customised system that can log clocking times and employee details in order to be analysed at a later date as well as providing limited access to sensitive data.

Access Control is about more than automatically locking doors, and magnetic strip cards for your employees. Could you ever imagine that a fully customised access control system could be used to clock in and out, to record traffic patterns, programmed to change after scheduled shifts, allow limited access to sensitive data, and more?

Other options that are available in the rapidly advancing technology of access control is the type of control used – we are way past lanyards and turnstiles, here. Infrared, biometrics, microchips and barcodes can be utilised in a variety of ways depending on your unique security needs.

With all the versatility, how do you choose the right access control solution for your company?

Sensitivity

The first thing to consider is the level of sensitivity that you require. How sensitive is the data or material that you manufacture, house or transport? Attach a meaningful value to what you do, and that will immediately rule out at least half of the options. Cards with magnetic strips that can be easily lost, stolen, or illegally transferred are out of the question. High priority security settings use advanced code locks, scheduled changing of authorised entrance permissions, and ways to closely monitor the traffic in sensitive areas, including fingerprint scans and infrared controls.

Traffic volume and flow

Security is primary, flow is secondary. Measure the volume of traffic that your business experiences on a daily basis and divide the results into two primary types of traffic: first, how many individuals come and go from outside the premises? Second, how many individuals transit between rooms, floors, and wings within the premises? If most of your traffic is internal, consider a micro-chip card that comes with multiple functions: like cashless transactions (for visiting vending machines and in-house lunch-rooms), authorising and limiting copying, printing and scanning privileges, and clocking in and out.

The possibilities are nearly endless with Ceequel® Access Control, ensuring your premise is safe and secure. Contact us to get a fully customised access control solution today!

Performance-Based Incentives need Hard Data to Work

Paying employees bonuses for hard work is a system that has come under scrutiny for many years now. People believe that if employees are aware that they will be getting paid more money if they work harder, then they are more likely to do so. However the truth behind this is much more complex as there are many potential issues with performance based pay.

Performance-based pay has come under a lot of scrutiny in recent years. There appears to be a basic logic in tying pay or incentives to performance – if you promise rewards for hard work, people will work harder – the truth is much more complex.

The Real Story Behind Performance-Based Pay

There are many potential issues with performance-based pay. True high-achievers are often driven by motivations other than money, and offering money for achievement can actually decrease a person’s internal motivation to work hard and well. But on the other hand, good employees expect to be paid fairly for their work, and rewarding employees with raises or bonuses is a common way to acknowledge and show appreciation for them.

Given these contradictory facts, is there a right way to use performance-based pay?

Performance-Based Pay That Matters

A key to creating a performance-based pay system that actually works is to make sure that the system for giving rewards is fair and transparent. Many employees have become disgruntled by a perception (true or otherwise) that one employee is rewarded because he or she is liked better by management, not because of actual performance. Other employees become unmotivated because management sets production goals that are out of touch with reality.

In order to work, performance-based pay systems need to be absolutely fair and administered according to clear guidelines: here’s where using hard data on performance can help.

Shop Floor Data Reveals True Performance

Our Shop Floor Data Capture system can provide the data needed to make a performance-based pay system work. Data captured by the system doesn’t depend on a manager’s perceptions of employee performance. It provides a true picture of productivity. This makes assigning performance-based raises or bonuses more fair and transparent.

Also, capturing shop floor data gives management a clear picture of what is actually being produced in a given time period. Setting a realistic goal with a clear reward for meeting it is a proven way to increase motivation for both individuals and teams. Using real shop floor data can help management set realistic goals based on past performance.

If your organisation uses performance-based pay and incentives, you need to have hard data backing up your rewards, or your incentive system could do more harm than good. For more information about the benefits of shop floor data capture, please contact us.

Razor-Thin Margins demand Shop Floor Data Capture

A business’s biggest expense is the paying of employee wages and tracking these hours should not become the second biggest. That is why it is crucial for businesses with multiple shops to implement an efficient shop floor data capture system, specifically designed to effortlessly record hours worked meaning less time is spent processing information about individual employee wages, saving you both time and money.

Do you know what the biggest expense is for most businesses? Wages and compensation. Don’t let the costs of tracking employee hours become the second highest! When you have a shop that requires employees to clock in and out, the only way to keep costs down is through an efficient method of Shop Floor Data Capture.

A good program designed to effortlessly log and store hours an employee has worked translates to less time processing payroll, and an immense cost-saving to you. These programs provide comprehensive coverage of the following:

  • Shifts and Roster Scheduling
  • Holiday & Absence Management
  • Payroll and Exceptions Reporting
  • Calculations

Profit margins in retail and manufacturing can be slim enough. The technologies you need to keep the production line moving shouldn’t have to compete with payroll. Endless data entry, editing, and payroll complications can keep you from seeing the revenues you deserve.

Don’t you want to know the performance of your employees in real-time? A great Shop Floor Data Capture program delivers near-instantaneous reports on:

  • No Clockings
  • Missed Clockings
  • Hours More than Expected
  • Hours Less than Normal
  • Late Clockings
  • Unplanned Attendance

With Ceequel® Time and Attendance software, you’re able to sift through to the pertinent details you need to keep your production moving smoothly. Employees are an essential part of your business plan and you can now manage them effortlessly and spot any gaps in coverage due to vacation, holiday, or any other event that brings one of your employees off the line.

There are many advanced features that Shop Floor Data Capture adds onto this versatile software suite to enable you to capture your shop floor data in real-time. Don’t hesitate – contact us today so we can identify your business’ needs and keep you on your track to success.

Internal Skill Matching can save Hiring Costs (and Risks)

In the unfortunate event of having to let an employee go from within your business where do you look when it comes to hiring a new one. Do you choose to contact a recruitment company or do you prefer to promote from within your existing employee base. According to a study done by Wharton school of the University of Pennsylvania, hiring from within can provide added benefits to your organisation.

When you next need to fill an open position in your company, will you focus on outside candidates, or look for an existing employee to promote? A study from the Wharton School of the University of Pennsylvania uncovers some unexpected benefits of “hiring” from within.

Comparing External and Internal Job Candidates

The study found that people promoted from inside the company show a significantly higher level of short-term productivity and success than external candidates. It can take up to two years for an external hire to come up to the level of an internal promotion, measured by comparing employee reviews. But external hires are given starting salaries averaging 18% more than internal promotions, and are far more likely to leave within two years, meaning they never reach a true level of proficiency in their job before they’re gone. Given the cost in both time and money of identifying and interviewing external candidates, this picture makes hiring from outside look like a very risky undertaking.

Getting Behind the Data

There are good reasons for this picture of internal vs. external candidate success. Part of learning a new job is learning about the people and culture of an organisation, and this can be a much bigger task than simply getting to grips with basic job responsibilities. Someone who is promoted from inside has a huge head start in this area over someone who is brand new to the company.

On the other hand, there are good reasons for hiring external candidates in some cases. Bringing in someone new may be necessary to bridge a gap in experience or education, and it can also bring fresh new ideas which will help the company thrive. The data also shows that when external candidates remain on the job for longer than two years, they tend to be promoted faster and show high levels of success.

So there are strong arguments to be made on either side. Choosing the right option when there’s an open position can help a company save time and costs while getting the best people to move the organisation forward.

The Benefits of Skill Matching

This is where great HR software can help. Ceequel®’s Human Resource management module includes a skill matching function which can assist you in both analysing upcoming staffing needs and identifying existing employees who have the right skills and experience to move up into an open position.

Providing opportunities for employees to develop their skills and take on new challenges is key to employee satisfaction and retention. It can also help HR departments remove some of the burden of the hiring process, enabling HR staff to focus on filling positions which truly do need a new face and voice from outside the company.

For more information about Ceequel®’s Human Resource benefits, including skill matching, please contact us!

Access Control is not just for Employees

Access control within a business goes way beyond your employees. Everyone who enters your company’s office needs to be accounted for and some may even need access to different parts of your facility. Our Ceequel Access Control system can handle all of this with ease maintaining complete security, whilst making sure all personnel within your building are safe.

If you are considering Access Control for your facilities, you’ll need to think about more than your own employees. Everyone who enters your building for any reason will need to be accounted for in your access system, especially contractors, such as: cleaning and maintenance staff, outside IT support professionals, people who provide food services, and so on. Authorised visitors and guests will also need access to the parts of your facility they are permitted to enter.

Ceequel® Access Control will handle all of these cases with ease, maintaining complete security for your facility. It will also help to protect all personnel who work in your building, whether or not they are your direct employees.

Right Access, Right Time

Some people, for example cleaning and maintenance staff, will enter your building for regular and predictable shifts. Ceequel’s® access tables can permit these individuals to enter at certain times on specific days, giving them the ability to do their jobs, but limiting their access outside of their regular work hours.

There may be cases where outside contractors need to have a special period of access, for example if HVAC or plumbing repairs are needed, or if outside IT specialists are installing new servers or other equipment. These work periods can be entered in Ceequel® ahead of time to give those contractors access to all required areas while excluding access to the rest of your facility. Their access can also be pre-limited to the period of time in which they are working.

Finally, any authorised visitors can be handled with the same ease and flexibility, giving them the ability to move freely about in areas they are authorised to access, but only within those areas.

Protection For Everyone

Disasters never happen on schedule. Fires, accidents, and natural disasters happen on any day, round the clock. If something happens outside of normal working hours, but during the time when cleaning or maintenance contractors are present, including them in your access controls means you can pull a fire register and make sure that everyone is safe and accounted for, the same as for your regular employees.

With Ceequel’s® Access Control program, everyone who enters your building can be granted the access needed for the time period needed, and accounted for in the case of an emergency. For more information about how Ceequel® can help you keep your facilities secure, contact us.

Accurate Shop Floor Data enables Targeted Training

Having accurate information about your employees productivity levels through every task can be massively beneficial when it comes to implementing training days or development programs. Knowing who needs what, help saves your business time and money. Without an accurate system in place, management will often only have a rough idea of where the slowest parts of the manufacturing processes are and often have no idea how to improve it.

Shop Floor Data Capture gives companies the most accurate data possible for measuring productivity across all workers, as well as productivity of individual workers. As well as knowing what’s getting done, and by whom, smart companies can use real-time data from their shop floors to create targeted training and development programs for increased worker productivity and flexibility.

Identifying Key Points for Improvement

Without an accurate data capture system, management may only have a fuzzy sense of where the slowest parts of manufacturing happen. With a good data capture system on the shop floor, any issues with productivity quickly become clear, which enables management to take direct action; for example, if the data captured by the system shows that all new employees tend to take the longest period of time to come up to speed on one particular task, or in using one work station, that’s a clear bottleneck to focus on for overall performance improvement. Maybe more training, or a new training program, would help employees gain proficiency faster. Perhaps a mentoring system which pairs a new employee with an experienced one to learn that task would be beneficial, enabling experienced workers to demonstrate any “tips and tricks” which speed up the process.

Individual Evaluation and Improvement

As well as making improvements in overall productivity, a good data capture system is beneficial for evaluating and training individual employees. Individual worker data can be used by managers during performance reviews, to acknowledge where workers excel and find the places where they most need improvement. Using this kind of data can help managers train and mentor workers to reach their best personal levels of achievement.

Good training is necessary for good productivity. Using real time shop floor data to enable targeted training can help managers design and refine the most effective training systems to get workers up to speed fast and working at their best.

For more information about how shop floor data could work for your business, contact us!