In the last issue of PrintIT, we published the results of a survey by Adobe showing that 78% of HR departments are frustrated with paper-based workflows, including the ineffiiencies of working with paper forms. This month
we show how St Andrews golf course is using HR software to eliminate paper timesheets and streamline time recording and payroll.
Established more than 600 years ago, St Andrews Links is known throughout the world as the Home of Golf. Each year, more than 230,000 rounds of golf are played on its seven public courses, with visitors also making use of three clubhouses, fie stores and a golf academy.
The St Andrews Links Trust employs a permanent workforce of about 250 to maintain greens and fairways throughout the year, run the golf shops and manage clubhouse facilities. In addition, during peak periods, it takes on as many as 100 seasonal workers.
Because the workload changes throughout the year in line with hours of daylight and seasonal peaks, employees work flxible hours. Seasonal workers are paid by the hour, while permanent staff members have annualised contracts, under which they are paid a set monthly amount, based on a rostered working week over 12 months, with the agreement that they will work flexibly to meet seasonal demand.
To work properly, this system depends on accurate time and attendance records. The St Andrews Links Trust used to employ a system based on manual timesheets, which was not only time-consuming to administer but error-prone, with staff sometimes forgetting clock-in/out times and dates.
In order to eliminate these ineffiiencies, the Trust’s Human Resources Manager Ann Stuart turned to Carval HR Unity, a fully integrated Payroll, Time and Attendance and HR software package.
“Our business is very seasonal and we annualise staff working hours to simplify administration and make the system transparent and fair. We originally had a paper-based system but wanted something that we could use to capture hours accurately for all staff and generate the payroll. Carval’s system could do everything we wanted it to do and we could tailor it to meet our specifi needs,” she said.
Now all staff, permanent and seasonal, clock in and out using proximity cards. As well as recording and streamlining the administration of working hours, the software’s payroll function integrates seamlessly with the accounts department nominal ledger from where BACS payments are processed.
Having one automated system for capturing hours worked and managing payroll saves time and has enabled St Andrews Links to administer the process with just one full-time manager and one parttime employee. Such staffig levels would have been unthinkable in the days of paper forms and manual processing.
All department supervisors and managers use the system to manage staff hours, including exceptions that would once have created additional paperwork and complexity.
For example, when events are held off-site and clocking terminals can’t be used, managers can log a business absence within the system to ensure that the correct hours are maintained. An absence tracking feature provides an audit trail should there be an attendance issue or dispute.
Holidays and sickness are also administered through the system. A self-certifiation form has been created, as well as a return to work form, saving time for managers and staff alike.
The recruitment module within Carval HR Unity has brought further effiiencies to the HR team. “The whole recruitment process is handled automatically, from receiving the application form to completing the HR records. I really like that – it saves a lot of time,” explained Ann.
Easy to use reports
Another major attraction of the software is its customisable reporting function, which makes it easy for the HR team to produce accurate records for staff and regular monthly reports for managers and directors, detailing staff numbers, hours worked and associated costs.
“Staff and managers really like the visibility provided by the system. It means that they can keep track of their hours, take advantage of flxible work requirements, knowing that their hours will be balanced and that this is managed in an equitable way that is fair to all,” Ann said.
Summing up the benefis of Carval HR Unity to St Andrews Links Trust, she added: “Carval HR Unity enables us to manage a highly diverse workforce, delivering a world class service to our customers. We are able to meet seasonal demand effiiently while ensuring that our staff members are looked after during the winter months, when there is typically less work. For example, our Castle Course is only open from March to November. This could have caused staffig issues, but thanks to Carval we can manage this.”