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“Vizual’s Time & Attendance system, CaptureIT, has given us tighter control and access to information on employee absence and attendance and has made holiday recording and our weekly payroll processes far simpler than it was before." Janet Peggie, Human Resources Manager, DUSA
Dundee University Students’ Association (DUSA), a leading commercially focussed Students’ Association based within the campus, has developed rapidly for the past 15 years as a result of continuous investment in infrastructure, and most importantly, its people.
DUSA has more than 300 employees in a variety of positions of full and part time with a commitment to providing employment to students during term time in an effort to supplement their incomes. To address the varying work hours of its employees and to manage time and attendance, DUSA decided to implement the ERM software product, ‘Captureit’, from the supplier, Vizual Business Tools plc.
Vizual Captureit is a comprehensive Time & Attendance system that can handle varying work patterns. Absence and attendance trends are easily identified and with its real time data capture, gives managers the opportunity to immediately identify attendance problems.
According to Janet Peggie, Human Resources Manager, “Captureit gave us a cost-effective way to monitor time-keeping and attendance for our operation which includes many different and flexible shift operations and night working. ‘Captureit’ gives us tighter control and access to information on employee absence and attendance and has made holiday recording and annual wage reviews far simpler than it was before.”
“The software was easy to install and is easy to use. By reducing the time spent shuffling paperwork and monitoring staff, it has allowed us to focus on our commitment to providing complete customer satisfaction to the student community and strengthening our role in providing a focal point on campus for entertainment.”
DUSA also use other products from ERM Solutions Limited including Personnel Manager and Sage Payroll to provide a fully integrated personnel/time and attendance and payroll system.
Return On Investment Calculations
Return on Investment - Based on 300 Employees, working an average of 21 hours per week at an average rate of £6.00 per hour.
Over Payment
It is well known that if employee's know their attendance is being monitored by a computerised system, their overall attendance will improve. Studies indicate that an average employee can be overpaid as much as 30 minutes per day due to lateness, early finishing, long lunch breaks, unauthorized overtime, etc. ‘Capture it’ will reduce overpayment from the moment it is installed. We will assume a conservative 1% increase in overall attendance for this example. Note: If you do not pay employees by attended time then you will still see a saving because employees will be working longer for the same overhead. Statistics based on term time calculations at DUSA:
| Overpayment Calculation | | | Number of employees | 300 | | Total attended hours per week | 6320 | | Total weekly pay | £37,800 | | 1% Increase in attended hours per week gained | 63.2 | | = Saving per week using ‘Capture it’ | £379.20 |
< Human Error
With no computerised time & attendance system there is a potential for human error at each stage of the payroll process (recording, collecting, entering & reporting data). Companies using a manual system will likely be tolerating a human error rate between 1% and 5%. For this example, we will assume a conservative 0.5% error rate that ‘Capture it’ will recover.
| Human Error | | | Number of employees | 300 | | Total attended hours per week | 6320 | | Total weekly pay | £37,800 | | Rate of human error per week | 0.5% | | = Saving per week using ‘Capture it’ | £189.00 |
< Administration Savings
On average, it's estimated to take up to 7 minutes for managers to manually calculate and edit each time sheet. It can then take a further 2 minutes to manually enter data from each time sheet into a payroll application. ‘Capture it’ eradicates this process altogether. We will assume a conservative 6 minutes per time sheet for the calculation and data entry process.
| Administration Savings–manual clock card system vs automated clock-in | | Number of employees | 300 | | Calculation and entry time per week (hours) | 28 | | = Saving per week using ‘Capture it’ | £168.00 |
< Summary
| Summary of Total Capital Savings | | Estimated capital recovery per week using ‘Capture it’ | £736.20 | | Estimated capital recovery per year – term time only | £24,294.00 |
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