Management for the people Templa MD, Rick Stoor, explains how to get the best out of your greatest asset.

In the competitive world of FM and contract cleaning, the UK’s most labour-intensive industry, there’s no more crucial task than efficient, cost-effective frontline operative management.

Welcome to the world of workforce management – ensuring that the right staff are in

the right place at the right time, completing their contracted shifts in full and being paid correctly. It sounds easy, but managing hundreds of remote staff in a way that leaves clients satisfied, but keeps your wage budgets and profit margins intact, has never been easy.

Workforce management means using a combination of contract management software and tightly integrated mobile apps to manage your staff- related processes. The diagram shows how, using TemplaCMS, you control this vital element of your company’s day-to- day operation.

First steps

New starter details are captured and authorised to an electronic form on our mobile app, along with RTW paperwork and photos, before being synchronised with head office, authorised by HR and saved to the database, creating employee records and contract assignments.

Once loaded to the system, staff rosters are viewed and managed by operations managers online. Work scheduling, cover and holidays are planned using drag and drop. Timesheets update automatically to reflect changes.

Shift details in TemplaCMS integrate seamlessly with time and attendance systems at your client premises – via landline, RFID card, mobile app or biometric. Non- attendance alerts allow prompt absence response and help manage lone worker safety. Operations managers see in real-time who is checked in, short hours can be deducted and excess hours or payments avoided.

Extra features

Operations managers can maintain centralised timesheets 24/7, with real-time updating of new, varied or terminated contracts, as well as new starters, leavers and changes


to their terms. Real-time financial control helps manage wage budgets and variances, with workflow automating exception approval.

With real-time timesheets available to both payroll and operations staff, continuity is built into the system when dealing with operatives’ pay. There is no need to re-key hours from paper timesheets to payroll software, wasting time and risking data errors. With actual versus budget wage costs visible in real-time, any variance is known before the payroll is released.

You manage payroll performance against budget and send up-to- date summary data on attendance, RTW compliance and financial performance to a dashboard seen by your manager every time they log in to TemplaCMS.

Remote working

operatives use their smartphones, at a time convenient to themselves, to view payslips, holiday and

absence data, along with personal details held on the

system. They can request holiday and change of details. You can send messages to individuals or the whole

company, engaging staff on important issues.

Periodic and one-off work assignments undertaken internally are communicated to your mobile workforce via the mobile app. No one-off work can be carried out without labour being allocated and the client invoice being created, ensuring that you never fail to invoice clients for work done over and above the routine contract. Clients view invoices and much more via a secure portal.

To fully embrace digital technology and its benefits, you can manage all these processes with our single, integrated, contract management system. This integrates dynamically with the payroll and accounts packages. There’s no data entry duplication or data export between unconnected systems.

With TemplaCMS, workforce management becomes part of the wider software system you use to control your business. It reduces administration time, controls overhead, protects margin and gives you full visibility of business performance.

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