Manningham YMCA (MYMCA) is an association of Australia YMCA providing health, wellness and community development programs for more than 13 years. MYMCA employs a mix of 270 full-time, part-time and casual staff in various positions – from admin and reception to personal trainers and childcare attendants.
Prior to installing TimeTEQ in early 2007, staff scheduling and employee attendance was handled manually, which was cumbersome and time consuming. Processing fortnightly timesheets took two full-time staff two days to complete.
Time to Automate and Save
Burdened by manual processes and driven by the awareness that efficiencies could be gained through automation, Adam Hawken, MYMCA Chief Executive Officer, led a team to select an automated solution. “We looked at several solutions but selected TimeTEQ for its ease of use and ability to create department-specific schedules”, said Mr Hawken.
From early in the project, the time savings and reduction in errors were evident. “Staff are more punctual and the payroll processing time has been radically reduced from 30 hours to 2 hours per fortnight”, said Mr Hawken, who went on to say, “The time and effort required to build schedules has also been drastically reduced, giving managers and supervisors more time for value adding activities, such as client service and staff management. The savings created by TimeTEQ have paid for the entire implementation in just over 8 months.”
Simplifying OH&S Adherence
Prior to implementing TimeTEQ, supervisors selected staff for shifts as needed without the knowledge of the hours those staff had been scheduled to work within other departments. It was difficult to adhere to occupational health and safety guidelines, which require staff to take appropriate breaks between shifts. TimeTEQ assists applying best-practice workforce scheduling by seamlessly applying the business rules. Scheduling Managers only see a listing of employees who meet the predefined requirements, and employees are forced to take the required breaks between shifts.
Adhering to Labour Budgets
MYMCA now have historical information to aid future planning and they are able to review and analyse seasonal trends when developing labour budgets. The budget vs. actual reporting helps MYMCA to keep within their labour budgets as variances are easily identified. “Adhering to budgets is almost effortless now, as we can see the cost of a shift during the rostering process”, said Mr Hawken.
In Summary
The intuitive nature of TimeTEQ ensured the transition from the previous manual system was quick and painless. Manningham YMCA staff quickly adapted to the new procedures which meant they quickly identified efficiencies and fast tracked their return on investment. |
