Workforce management technology

Today’s climate of constant change and disruption demands that businesses operate flexibly and adapt to changes quickly. This means being able to reschedule workers, upscale or downscale their workforce, monitor performance and amend payroll at a moment’s notice.

Unfortunately, for anyone using paper-based rosters, Modern Award calculators in Excel, and WhatsApp to communicate with their staff, even the slightest change requires a painful mix of data entry, messaging staff and uploading information to payroll. With a long list of time-consuming tasks to complete, it’s little wonder that these organisations become inflexible to change, and as a result either miss out on profitable opportunities or fail to adapt when external events, like a pandemic, force new regulations upon them.

The solution lies in using workforce management technology to automate time-consuming, complex people management tasks and instantly communicate these changes to those who need to know.

Why an automated workforce management system increases business agility

As discussed in our earlier post, technology plays a crucial role in business resilience, as it supports business continuity via remote working, facilitates effective communications and offers business owners up to the minute data to make faster decisions.  Consequently, KPMG identified automation of tasks as imperative for businesses that are redressing gaps in their technological resilience and ability to withstand change.

This digital transformation starts with identifying manual or repetitive processes that are paper or spreadsheet-based, and subject to human error; these are things which can be automated.  Next comes combining data kept in disparate systems or spreadsheets, into a single database.

Keeping all data and processes together on the one system eliminates double-handling and makes it easier to see the flow-on effect of any changes. For example, it is far easier to change one shift on an electronic roster and instantly send an alert only to affected staff via mobile, than to re-create a roster and send it to everyone.

Organisations can, and should, automate routine tasks like rostering, timesheets, leave approval, Modern Award Interpretation, staff communication and even onboarding.   While initially time-consuming to set up, automation facilitates a rapid response to changes such as lock-downs or localised COVID outbreaks, new pay rules, or amendments to health and safety regulations.

What a designed workforce management system can do for you

  • Store all personnel, time and attendance, and payroll data in a central location; making it easy to extract multi-faceted workforce reports.
  • Allow staff to update their own personal details, apply for leave or view payslips using employee self-service functions.
  • Pre-populate rosters based on previous days, or create rosters using AI to predict the right combination of skills, seniority and qualifications needed for each shift.
  • Change resourcing at a moment’s notice and distribute new rosters electronically to staff via their smartphones.
  • Display staff costs while you build rosters to help identify excessive overtime costs, ensuring you stay within budget and conform with COVID-19 capacity regulations.
  • Automate time and attendance via kiosks to eliminate paper-based timesheets and data entry. Time and attendance data can then be automatically fed through to payroll.
  • Automate complex calculations for Modern Awards and send them straight to payroll.
  • Onboard or off board staff online as your resource requirements change. There’s no need for people to visit your premises unnecessarily to complete paperwork.
  • Manage leave requests quickly, should parents or carers need time off if schools close.
  • Automate the recruitment process and use AI to help find suitable candidates.
  • Integrate with your POS to provide you with actionable insights to help make rostering decisions based on previous days, weeks or months.

Critically, a cloud-based workforce management system allows HR and line managers to complete these tasks from anywhere with just their laptop, so business operations can run without interruption.

How MYOB is changing workforce management for ERP users

Workforce management software comes at a price and is often disconnected from the business’s main ERP, resulting in information gaps, manual data uploads and extra accounts for staff to handle. That is about to change for MYOB users.

Through a partnership with SaaS developer Roubler, MYOB Advanced will launch a workforce management attachment for MYOB Advanced People in July 2021.

This new workforce management package offers you the ability to plan, schedule, track and pay employees with a host of features, including:

  • Employee Onboarding
  • Rostering
  • Time and Attendance
  • Employee Self Service
  • Leave Management
  • Recruitment
  • E-Learning
  • Workforce Analytics

Crucially, the built-in Modern Award calculator takes care of complicated manual interpretation work – from the time you start rostering your employees through to payroll.

These functions integrate seamlessly into your ERP setup to make payroll a breeze.

As with most workforce management software systems, MYOB’s offering is cloud-based.  It’s available on MYOB Advanced People which means, you will need to be using the MYOB Advanced ERP solution, or upgrade to it.  But rest assured the additional functionality, plus the added flexibility you get with a cloud-based ERP, far outweigh the outlay and implementation resources this involves.

As we look with trepidation towards a post-pandemic world, the only thing we can be sure of is that the ‘new normal’ will be ever-changing. Having technology that supports business resilience through streamlined workforce management will give you the best chance of success.

Start preparing for a streamlined workforce management system today.

Workforce Management software can greatly enhance the efficiency of your business, while saving you time and money on repetitive, time-consuming tasks. Contact our Exobiz team to discuss what the new Workforce Management suite can do for you.

About Steve Aish

I love being part of change and seeing that the work we do helping our clients to improve workflows and achieve growth. I also love the ever-evolving tech industry and being part of developing tech that continuously improves.

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