Empower Your Employees

iSelf ServiceIntelligent Self Service

Available on mobiles, tablets, laptops and desktops, iSelf Service is available whenever and wherever an employee needs it.

Empowering your employees. Something you dream of but don’t know how to achieve? Sounds like a tall order or something that will take an age to implement? Think again. We’ve got something to help. Something to make this a reality for your employees and your business, in a realistic time frame. And, it’s really very simple, but also very intelligent.

Intelligent Self Service does what it says on the tin. It allows your employees to carry out certain HR functions themselves, when they need or want to.

iSelf Service is a truly flexible system that can be used with your existing infrastructure, minimising set up costs.

The four key features include:

• Online Clocking

• Holiday and Absence Calendars & Booking

• Personal Data Records

• Shift Swapping

Empower your employees

Online ClockingGot staff who work remotely? Web based clocking could be the answer for you. Its strength lies in the ease of deployment and its cost effectiveness. Allow your staff to administer their records on a range of platforms including mobiles, desktops and tablets.

Employees are not only able to clock in and out. They can also records their breaks, when they change to a new activity, and allocate tasks to specifics jobs and cost centres – allowing for more accurate reporting and invoicing.

Employees can also view their hours worked, and what has been signed off by their manager. If pay rates, hours or overtime records are incorrect, this can be flagged instantly and rectified. By giving instant access to this data, it greatly reduces payroll discrepancies, and therefore increases employee satisfaction, and allows for any changes to be made before the payroll process is started

Holiday RequestsProviding a protected web environment, employees can use iSelf Service to view access their holiday, sickness and absence records. Not only can they see days taken at that point in time, they can also see their remaining leave balance for the rest of the year and any upcoming days schedules. But, more importantly, you can allow your staff to book holiday there and then, as it suits them, with the option to set up automatic approval or refusal rules.

No more waiting weeks to get a paper holiday form signed and counter-signed!

For example, you can set up rules to specify that employees must give at least 7 days’ notice of a holiday and that no more than 3 people can be off on the same day. If an employee submits a request that fits these rules, they would be sent a message in SelfService confirming the leave request, and their calendar will be updated to show the requested leave. However, if they do not meet the rules – only giving 3 days’ notice, or 3 people have already booked that day off, they will receive a holiday refusal message, informing them that they cannot have the day off.

In all instances, managers will also receive an email confirming the outcome of the request, and calendars will be updated to show that employee as absent on the relevant days and cannot be assigned to work.

Managers will also be notified if an employee goes sick or is absent on a day that they have previously been refused holiday.

Personal Data RecordsiSelf Service gives your employees access to their personal records, and allows them to update their details, such as a new address, next of kin and contact details.

All changes are notified to HR and the line manager to ensure they are pulled through to payroll and other HR systems.

By allowing employees to update these details themselves, it not only gives them the responsibility to ensure their details are up to date, but also frees up a huge amount of admin time for HR and managers who would normally process the changes.

Shift SwappingIs finding cover for shifts a time consuming and arduous process? With iSelf Service, you can let you employees swap shifts and even sign up to cover additional shifts.

Fully compliant with the working time directive (WTD) and fully integrated with iSchedule and iTime, employees are able to view a list of available shifts to swap with. Once a shift has been accepted by the employees, an email is sent to their manager(s) to notify them of the changes and the employees will be automatically scheduled to work the available shift.

Employees can also put up their own shifts that they would like to swap with a colleague (if enabled), and send messages to certain employees to request a swap or shift cover. When two employees agree to swap, their manager(s) will receive an email to authorise the swap, before their shift and schedule is amended.

Benefits of Self ServiceImplementing iSelf Service brings with it a wealth of employee and business benefits, including:

Employee Benefits:

• Empowerment of their working time and holiday.

• The ability to see current and future shift patterns in a calendar format.

• Booking leave at a time convenient to them.

• Access to all of their working records and personal details allows employees to be in control of their working lives.

• Accessibility to all functionality at home, at work and on the go.

• Allows employees to manage their pay-checks and ensure the hours they’re getting paid are correct.

• Available in multi-lingual formats.

Business Benefits:

Leave Booking

• Frees up management and administration time previously spent sorting out and processing leave request forms

• Reduces employee questions on leave approvals and balances

• The setting of leave rules and levels saves huge amounts of time spent processing requests.

Payroll

• Greatly reduces payroll queries and errors after payroll by giving employees full access to their clocking data and authorised hours

• As soon as overtime is authorised it will be shown in the employees information page, detailing the rate of pay and the hours worked.

• Any deductions are also shown - e.g. for sickness or unpaid leave.

• Employees can easily check their clocking records to ensure their pay and hours are correct.

Shift Swapping:

• Shift swapping frees up management and administration time.

• Eliminates paper shift-swap forms

• Setting skill requirements for shift-swapping allows them to be automatically approved, saving hours of management time.

© Capita plc

Capita Workforce Management SolutionsChurchward HouseFire Fly AvenueSwindonWilts SN2 2EYUnited Kingdom

www.capitawfm.co.uk

info@capitawfm.co.uk

For more information about our software, please call our Sales Team on 01793 715475, visit www.capitawfm.co.uk or send an email to info@capitawfm.co.uk