Deafblind UK and its social enterprises choose iTime, iHR and Telephone clocking solutions.
Established in 1928, Deafblind UK is a membership organisation of, and governed by, people who are deafblind or have both a sight and hearing loss. The charity champions the rights and interests of all people who are deafblind or have a combined sight and hearing loss, delivering quality services to give these individuals autonomy and control over their lives.
Through its work it aims to raise awareness and understanding of deafblindness, enable people with both a sight and hearing loss to remain in their own homes and provide support, information and advice to people with a dual sensory loss. Deafblind currently provides its services to around 3,000 members across England, Wales and Ireland.
In 2012, Deafblind UK went to market to evaluate workforce management solutions for approximately 200 support workers for the charity, as well as social enterprises About Me and i-decide. At the time, it was using a combination of paper time sheets and Excel spreadsheets to log hours worked, process payroll and manage holidays, sicknesses and absences. This system was laborious, time-consuming and costly.
The main objective of the project was the accurate collection of attendance data for each support worker. From a client care point of view, the ability to ensure that all client visits were being made and the appropriate amount of time was being spent with each of them, was a ‘must have’ requirement. Management of absences and full employee record-keeping were also desirable features. Additionally, the new solution needed to have a comprehensive and flexible reporting suite.
Deafblind UK chose us as its partner of choice for this project after evaluating a handful of potential suppliers – our Intelligent solution ticked all of its boxes in terms of requirements at an affordable price.
Since the initial purchase, the Deafblind UK team has worked closely with our Development team to carry out bespoke work on the system for requirements specific to its way of working. Going forward, the charity has also expressed interest in a number of upcoming products and modules that we are bringing to market.
“We were looking for a single database solution incorporating T&A, Access, HR and Job Costing software. Having evaluated the market,we realised that our requirements were quite bespoke and we were looking for a company to work with that had an in-house Development team with the willingness to customise its products to fit our niche job costing requirements. Capita delivered for us on all fronts. We are extremely pleased with the system we are using and look forward to a continuing relationship with Capita as our activities at Deafblind UK and our social enterprises, About Me and i-decide grow in the future”.
– Helen Meadows – Head of HR & Business Support
Administrated by key members of the team, Intelligent Time is used to accurately capture arrival and departure times of its employees via telephone calls that are made on arrival and departure from a visit. Each employee has a work plan showing days they are due to work and the various clients they need to see each day. This enables staff to log the exact amount of time spent with those clients, analyse that against planned service delivery and then invoice accordingly.
Alerts and scheduled reports are automatically sent out to managers, allowing information to be viewed and administered in real-time. Additionally, holidays, sicknesses and absences are seamlessly managed via user-friendly calendar views.
Although not part of the original requirements, Deafblind UK has found Intelligent HR to be a very powerful tool for the HR team. It provides the ability to set up and manage employee records across the whole UK business, monitoring areas such as training, appraisals, disciplinaries etc. The in-built alerting system notifies users when key dates are approaching, allowing them to be much more proactive in the management of their employees.
Because of the nature of the services they provide, the only viable method of employees clocking was telephone. A simple call to a freephone number using the landline at the client’s residence proves attendance at that location and shows start and finish times.
Once a call has been logged, the attendance information can be viewed immediately. This gives managers an up-to-the-minute view of activity across the whole organisation. As some of the care workers are themselves deaf or hearing impaired, we are also able to offer the ability to clock from a smartphone app.
From a link on the homepage of the Deafblind UK website, employees are able to log into our TimeWeb system. This is a web-based portal that allows employees to check holiday balances and request absences electronically, as well as view and amend personal details. Any requests made are emailed to a manager for approval, before being automatically fed through into Intelligent Time when the approval is given.
Intelligent Data Export
We have provided Deafblind UK with exports to two third-party applications – Sage and SAP. Sage is used to process its payroll while SAP is used to control invoicing. The Intelligent Report Wizard produces a series of custom reports showing all the worked hours, holiday, sickness and absence records, overtime and exceptional items. It then generates bespoke CSV files that can be exported to the relevant application, avoiding human error and the need to manually key in this information.
Benefits of using Time and Attendance
Implementing Intelligent Time has been incredibly beneficial for Deafblind UK.
The import/export with Sage and SAP has seen its weekly admin time reduced from 20 hours to 15 minutes, while managers out in the field have seen their admin time cut from 4 hours per week to 2 hours. By accurately capturing the hours worked by hourly paid employees, the organisation has seen cost savings in the region of £8,000 – £9,000 per year.
In addition to these benefits, having live data has enabled the team to work smarter and more effectively. They are now able to identify potential issues before they become a problem, and make informed decisions to prevent the situation arising again.
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