OPINION Where will your T&A solution fit into the above process? What functions does it need to perform to improve the payroll process? What duplication might it add to the business? These and many other questions need to be asked to clearly define the place of the system in the process. As the provider of a centralised system that manages all aspects of your cleaning contract in a single place, we always advocate that T&A should only be used to capture hours. This ensures you keep control of your payroll process but improves it by capturing hours in real-time. If you do not use a centralised system, it may be wise to expect the T&A solution to perform other functions like award interpretation, budgets and payroll if these are not already catered for.
Look for one system that fits the entire business Considering the challenge you will face with cleaners and their mobile phones, it is perhaps wise to consider a mix of capturing technologies. T&A systems use a broad range of technologies such as landlines, fingerprint scanners, Bluetooth tokens and Wi-Fi units to aid the capturing of staff hours.
Look at your site portfolio and consider that a mix of systems might be the best way forward. Sites where security is critical might need a hardware device onsite such as a fingerprint scanner. Perhaps a landline-based system for those sites that are outside of cell phone range? If your T&A system only has to provide start and finish times to your centralised business solution, this is possible to achieve as you can set site-based integration.
Budget for the cost when you tender Another common mistake that is made starts at the tender stage. If your prospect demands T&A information, consider what the best solution would be for their sites. Critical sites may require a larger investment in on-site devices, and if so, ensure you include it in your budget and tender. Yes, it will increase the costs to your client but if they take it seriously, then you are already a step ahead of those contractors who did not specify a suitable solution. The biggest mistake you can make is to find an extra $2000 capital expense at each site that you did not budget.
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Look at your existing systems and ask yourself, “what exactly does the T&A need to do and how will it fit into the rest of the business?”
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Mark Fermor is owner of Facility ERP. ■
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