National Retailer

The challenge

Previously, maintaining rosters was done using paper printouts or spreadsheets specific to each location. At the start of each week, 70 store managers copied their data into a centralised spreadsheet, which created timing hurdles and delayed payroll processes.

In addition to creating a better way of managing rosters, the retailer wanted the ability to easily run reports that would provide a clear understanding of why there were variations between actual hours worked and budgeted hours, so managers and key stakeholders could draw meaningful insights from this data.

Our solution

OptimySME implemented RosterTime™ to handle rostering and timesheet recording and integrated this application into the retailer’s existing payroll system.

The rostering system enables the retailer to define all the roles within each shop, and to allocate employees to those roles. Rosters are easily maintained based on centralised data. Managers can set the roster for their store location in advance, providing better clarity for their team members.

Store managers are presented with proposed timesheet records based on roster data. The store managers can edit or add details as required to reflect what actually happened in the shop each day.

Payroll administrators can review the timesheet entries at any stage to ensure entries are complete before creating the payroll entries. The creation of payroll now caters for overtime at a daily and weekly level, plus any leave, and helps the retailer better manage statutory leave obligations. Once payroll data is confirmed, the final result is exported into a third-party system.