TECHNOLOGY
SPONSORED BY: TemplaCMS TEMPLACMS – DESIGNING
SOLUTIONS TO REAL CONTRACT CLEANING PROBLEMS
Rick Stoor, MD of Templa Computer Systems, explains how TemplaCMS is helping steer cleaning contractors through the choppy waters of 2018.
As part of our software development roadmap, there’s nothing we like better than designing new functionality in direct response to our clients’ requirements. During the last few months we’ve introduced six new enhancements that do just that, whilst also supporting GDPR compliance. Looked at from the point of view of which department is going to benefit, they’re as follows:
OPERATIONS If you manage planned periodic work or ad hoc client requests using your own van fleet and specialist operatives, then Special Works Teams Management will help you plan this activity more efficiently. You will be able to generate workbills for all tasks at the start of each period and use a calendar- based resource scheduling tool to optimise the allocation of teams and operatives across the period. At one key stroke, the software will fire off a list of confirmed jobs to your operatives’ mobile devices, showing them where they will be working. The worked hours are compared to budgets and then fully integrated to our employee pay module, with clients then billed automatically, ensuring completeness of income.
Your field operations team will also appreciate our new Roster Management tool that similarly makes use of calendar-based planning. When organising holiday or sickness cover, field managers view their rosters online as far ahead as they like. They simply click and drag the relevant employees to cover the vacant shifts at the same site, or from one site to another. The beauty of this tool is that any changes made to an employee’s schedule automatically update all the affected timesheets – current and future.
Last but not least for operations is Standard 2-Way Time and Attendance (T&A) Integration. TemplaCMS now integrates with a full range of on-site T&A hardware technologies from biometric and one-time-password devices, through to a mobile app or SIM and client phones. TemplaCMS drives the whole process, with a single point of data entry and 2-way real-time data exchange with the T&A system, making data available to operations managers 24/7. Alerts are sent automatically, for example no-shows or late attendance. Reconciliation control is provided for managers between hours worked and contracted hours on the timesheet, giving them the option to apply variances automatically to payroll or review and amend.
ADMINISTRATION AND HR Cleaning is an admin heavy industry due in part to the sheer numbers of staff employed. So your admin and HR
88 | TOMORROW’S CLEANING YEARBOOK 2018/19
TEMPLA MOBILE
OPERATIONS MANAGEMENT
SPECIAL WORKS TEAMS
TIME &
ATTENDANCE SINGLE
DATA ENTRY
REAL-TIME INTERFACE
CONTRACTS Clients Sites
PAYROLL Roster
Management Award
Interpretation Timesheets
Wages Control
ACCOUNTS Billing
Purchasing Expenses
Ops Profit & Loss
CUSTOMER PORTAL
CLIENT SELF-SERVICE
REAL-TIME INFORMATION
SUPPLIER CONTROL
SUPPLIER E-TRADING
SUB-CONTRACTOR MANAGEMENT
PAYROLL PACKAGE Employees Pay Processing Payslips
ACCOUNTS PACKAGE Clients/Suppliers Debtors/Creditors Company Profit & Loss
teams will welcome anything that improves on the manual process of form filling needed to onboard new staff. Advanced Forms does this by enabling the design of bespoke electronic forms, e.g. employee new starter forms, that can be completed on a field manager’s mobile device before automatically synchronising with the central database, entering workflow for approval or action, and automating the creation of new records.
FINANCE If a significant percentage of your turnover is delivered through high volume periodic cleaning or special works, then Advanced Workbills will improve your accounting treatment of this area. This module makes provision for accrued revenues and costs against each activity, as well as accurately allocating materials usage on jobs where they are used. This results in precise budget versus actual spend comparison and a discrete profit and loss report for each job.
FRANCHISORS Franchising is a growing sector of the industry and our Franchise Network Support has been developed to help centralised cleaning franchisors manage their distributed franchisees’ access to the relevant elements of our software. Franchisees within a group often apply different operational rules in key areas such as payroll processing, and yet the central franchisor needs to maintain an overview of franchisee activity in other areas. This new functionality takes care of data security and discrete processing, yet offers overarching franchisor management and reporting.
www.templacms.co.uk twitter.com/TomoCleaning
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