TECHNOLOGY
SPONSORED BY: TEMPLACMS
Designing solutions to real contract cleaning/FM problems
With contract cleaning now firmly viewed by FM clients as an innovative and IT- friendly industry, Rick Stoor, MD of Templa, explains how the company is supporting contractors with important new features.
When it comes to our new features, each will benefit departments differently:
HR/Admin Our headline innovation for 2019 is Employee Portal. For reasons we all understand, communicating with remote working staff is a challenge. It’s easy for them to become disengaged, relying on phone calls or emails to payroll, HR or their line manager to access information or submit requests.
There’s never been a better time to make staff communication easier and an advanced ‘portal’, accessible via smartphone, is the optimal solution – a place where a two-way information flow is possible, but with the emphasis on self-service, alerting staff to important messages, whilst letting them explore the available content and access the elements they need at a time that suits them best.
Employee Portal is available standalone or fully integrated to TemplaCMS Pay, Workflow and Document Management. Its key features are: access to payslips and P60s – current and historical; noticeboard with both company-wide and individually targeted notices; ability to view company and employee documents; holiday requests and authorisation; holiday and absence calendar; and the ability to view personal details request amendments.
Operations/HR Staff onboarding is now accelerated using our Advanced Forms and Workflow modules, taking pressure off your admin and HR teams, especially during new contract mobilisations. Advanced Forms are electronic, user-defined documents, designed
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to capture the information needed for your company’s own onboarding process. They can be completed by an area manager on a mobile device, have a photograph added, documents scanned and attached, and be electronically signed.
Once ‘synced’ back to your server, the software’s workflow system shuttles them between departments where data is checked and added, before a simple click of a button transfers the contents to the central database, issuing an employee contract if desired.
Operations/Finance/
Admin Most contractors use janitorial suppliers to deliver materials and consumables to site. Site budgets must be controlled: only permitted products may be ordered, and rechargeable products must be correctly invoiced. Yet things can get complicated, especially in the key tasks of ordering and invoicing.
Working alongside the major suppliers, Templa has created an EDI (Electronic Data Interface) between TemplaCMS and suppliers’ own systems. Product budgets by site, as well as supplier prices, are all pre-loaded to TemplaCMS, eliminating the need to cross reference internal documents when ordering. A system-generated purchase order is then auto-transferred to the supplier via EDI, where it creates a sales order. Delivery confirmation triggers a supplier invoice, which auto-transfers to the contractor’s system for automatic matching with the purchase order. Finally, a client invoice is automatically created for any rechargeable items.
Managing Director Are you an ambitious cleaning contractor planning to grow by acquiring other service providers such as security or catering? Working alongside a national FM contractor, whose business grew out of cleaning, we have made it possible to integrate TemplaCMS, their core system, with the line-of-business systems already in place to run key processes in the acquired services, i.e. manned guarding, catering and workforce management.
The data that would normally be used to manage generic tasks such as payroll, client billing and accounts within these acquired systems is extracted to TemplaCMS and processed there. That way you gain the benefit of retaining your core system, but don’t lose the specialism of the ‘acquired’ software.
In the ‘cloud’ Whilst most of our clients maintain an office server where TemplaCMS is stored, some are now opting for a cloud-based solution. Following discussions with a number of providers, we have now identified preferred partners for contractors wishing to go down this route. At the same time, we are developing web- based applications for key processes such as timesheets and the Employee Portal mentioned above.
All in all, 2019 is set to be an exciting year, with our clients’ requirements firmly at the heart of our development road-map.
www.templacms.co.uk
RROW’S C
S CLEANING YEODUCTS & S9/20
G PRARBOOK 201ERVICES GUIDE 2019
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