Understand where your workforce administration time goes.
Measure the current effort behind scheduling, attendance, payroll and employee payments. The assessment establishes a neutral operating baseline using your own process data.
Your business
A few details help put the administration effort into context. No estimate is treated as 'good' or 'bad'.
Scheduling & rota administration
Estimate frequency, people involved and time per occurrence. We calculate monthly person-hours automatically.
Initial rota preparation
Time building the first draft of the work schedule for the period.
Rota review / approval
Time a manager or supervisor spends checking and approving the rota before it's shared.
Rota changes after publication
Time adjusting the rota after it's been published — swaps, cover for sickness, last-minute changes.
Communicating rota to employees
Time sending out or explaining the finished rota to staff.
Attendance & working hours
Capture the administrative effort involved in collecting, checking, reconciling and correcting working-hour information.
Collecting working hours
Time gathering how many hours each person actually worked (from the device, sheets, messages, etc.).
Reviewing attendance records
Time checking the attendance records are complete and look correct.
Planned vs actual reconciliation
Time comparing the rota (planned hours) with what employees actually clocked, and sorting out the differences.
Corrections & missing records
Time chasing and fixing missing clock-ins/outs and other attendance gaps.
Overtime & break verification
Time checking that overtime and break entitlements are correct.
Payroll preparation
Measure the work between closing attendance and having payroll ready for approval.
Preparing payroll inputs
Time gathering and entering approved hours, leave and any extra payments into payroll before it is calculated.
Payroll calculation
Time running or preparing the actual payroll calculation.
Payroll verification
Time reviewing the calculated payroll for errors before it's approved.
Payroll corrections / recalculation
Time fixing and recalculating payroll when something needs correcting.
Payslip preparation / distribution
Time preparing and sending payslips to employees.
Salary payment preparation
This section measures preparation effort. Bank authorization remains a separate control activity.
Preparing payment instructions
Time preparing the instructions to pay each employee (amounts, references).
Checking employee bank details & amounts
Time verifying each person's bank details and payment amount before sending.
Bank file / transfer preparation
Time creating the bank file or entering the transfers into online banking.
Final verification / authorization
Time on the final check and sign-off before payments are released.
Exceptions, corrections & queries
Rework matters. Record how often errors, attendance discrepancies and employee questions require additional handling.
Attendance / payroll queries
Time answering employees' questions about their hours, attendance or pay.
Supervisor clarification requests
Time going back to supervisors or departments to clarify or chase missing information.
Post-calculation corrections
Time on corrections discovered after payroll was already calculated.
Roughly how many attendance mismatches you find each pay run — missing clock-ins, wrong hours, and similar. A pay run (payroll period) is usually one month.
Roughly how many fixes you make to payroll before it's approved each pay run.
Roughly how many corrections come up after payroll was already approved.
How many times a month employees ask you about their hours, attendance, or pay.
Your current-process baseline
These figures describe your current administrative process only. They are not a claim about future WorkforcePi savings.
This describes your current administration only. It is not a claim about future WorkforcePi savings.
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