Time sheet processing can be a time consuming and a very manual intensive task for large and small companies alike.

Maintaining accuracy and correct data entry are the cornerstone of any payroll system.

Time sheet automation resolves this problem.

If time sheets are not processed in time then quite simply employees don’t get paid. Late salary payments lead to discord and disgruntled employees irrespective of the cause of the problem.

We are creatures of habit and at the end of the month we expect our salary to arrive in our designated bank account!

Manually completed time sheets present the following issues:-

• They are often illegible
• Tea stained, ripped, folded and written on
• My all time favourite from my recruiter days – crumpled like its ready for the bin.

Payroll staff feel under pressure at the best of times and they don’t want to let employees down. However, manual keying can result in errors, it’s human nature after all particularly when under pressure.

The payroll department are under pressure to get timesheet data into the payroll system. Automating the system speeds up the process.

How do you automate time sheet processing?

Automating the process makes time sheet processing simpler and faster changing the way time sheets are routed into the payroll department.

• Timesheet automation is triggered by paper copies being converted into electronic scanned images
• Data capture technology with a read success rate of 90% the data is extracted from the scanned images
• Data capture helps a business automate the time consuming and error prone process of manually entering data
• Incorporating a Fax solution also helps you manage the process of electronic fax time sheets
• Document Management automates the record keeping by providing storage, retrieval, data protection and security
• The paper flow is improved by removing the inefficiencies associated with time sheet processing being automatically checked and then pushed to payroll

No system is faultless and there can be a small number of exceptions where documents are illegible when this happens an exceptions queue is created and a person within the organisation will usually be responsible for ensuring these exceptions are managed.

Automating the time sheet process = accuracy = results

• The payroll team can access the electronic time sheets, change and add information or send them back to the member of staff by email for re-presenting
• A captured time sheet that is either incomplete or needs further approval can be emailed back to the sender, moved forward to another part of the organisation or sent to the client for clarification
• Full reporting provides compliance and control
• It eliminates the need for repetitive manual keying of time sheet information
• Query handling time is reduced and exceptions are managed in real time as documents are digitally stored making it easier to find them
• There is no need for physical document storage as time sheets are electronically stored in a digital repository
• Time sheet automation has low ongoing costs and delivers a ROI in just a few months.
  

  No organisation is too large or too small to see a ROI in just a few months!

Mistakes are drastically reduced and payroll deadlines are met!

Next steps

The good news is that no company is too small or too large to save money and benefit from this automation

The post How to automate your timesheet processing! appeared first on Digital Print Management.

One of the biggest challenges facing many companies today is the management of paper, print and print devices.

Implementing a Managed Print Service (MPS) is one of the quickest and measurable way of managing costs because it enables the organisation to consolidate its many devices. 

Organisations often have an excessive number of devices such as desk top printers, old PC’s and redundant equipment that can either be eliminated or replaced entirely with modern technology.

The ratio of 3:1 reduction in devices is achievable and cost savings on consumables is evident when you consider how expensive desktop printers are to operate, manage and maintain on a standalone basis.

In fact if the cost savings are so transparent you’d think organisations would jump at  implementing an effective print management strategy.

But when considering an MPS there can be resistance from your employees’ and their concerns can be:

• You cant take away my printer I will be less productive
• I need this printer because I need to print off confidential information
• Its not an I.T. issue or expense
• I print small jobs so it can’t really cost that much can it?

There are ways to overcome user resistance by being able to communicate to the employee the costs of running their printers and the impact on the bottom line; which the employee may not be aware of.

Making a case to implement a printer consolidation strategy starts with communicating the benefits of consolidating printers such as access to better and more up to date technology and the benefits to the environment by printing on efficient devices.

Modern print hardware provides a better quality printed page gives the user faster printing capability for large jobs and colour printing can be offered to the departments who really need it at an affordable price and there are further cost savings by using duplex printing (double-sided printing).

User secure print technology like “Follow-You Printing” can alleviate confidentiality printing since no print job is printed or released until the user authenticates it at the device. Intelligent print rules and routing software takes the burden off the user to decide which printer is best for each job when hitting print a pop up window gives the user options of where to print the job and the associated costs.

A modern print infrastructure will assist employees to be more productive, documents made more secure, and IT can focus on core strategic activities by not having to provide printer support.

After six months, let your employees know that the company has saved thousands thanks to the implementation of a printer consolidation strategy and their changed print behaviour.

Consolidating your devices will save up to 30% of your overall print costs and create a “greener office” by using one of our Print Management Solutions.

Equitrac Office – For the Enterprise

Equitrac Office print management software helps companies gain control and management of their printing to reduce costs, increase document security and enable sustainability programs. Through measurement, monitoring and ongoing management of print activity.

Equitrac Office measures a company’s printing needs and then deploys the proper equipment to meet those needs. It helps employees become more aware of their printing habits and provides the tools to enforce print policies where necessary, such as routing print jobs to the most cost-effective devices or limiting the amount of color printing.

Benefits:

• Reduce print/copy costs across the whole enterprise
• Improve document security on the network
• Eliminate waste and support environmental sustainability

A large US based Bank saved $2 million in 18 months – Eliminated 88 million print impressions, cut colour printing by more than 50%, saved the equivalent of 70 acres of mature trees and paid for the initial investment within the first 60 days of implementation.

Equitrac Express – For Education

Equitrac Express software brings accountability and control of printed output to any campus, school and Higher Education establishment by providing increased awareness of print habits and their associated costs through user-level reporting, print management helps change print behaviour.

Compatible with leading campus card systems and any printer/MFP, Equitrac Express is used in over 1,000 education institutions throughout helping schools enforce student print quotas, charge for printed output, reduce wasteful unclaimed printing, and make printing more convenient, manageable and secure.

Benefits

• Reduce print waste and increase cost savings
• Recover costs via “Pay-for-Print” – Authenticate with Student ID Card or PIN
• Track and manage print/copy jobs across the site
• Convenient for users – Documents held in a virtual queue, for printing anywhere to any device (depending on user’s print rights)

A large metropolitan University (24,000 students, over 3,100 staff, 3 separate campuses, 26 buildings) realised £310k savings over three years, eliminating over 4.5 million pages of wasteful printing.

Digital Print Management provides mission critical solutions to enterprises that are looking to effectively manage printing environments, reduce print costs, increase security and and lessen environmental impact.

Call us for more information on: 01234-271156 or fill in our contact form and one of our advisors will get in touch.

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The post Managed Print Services – How to manage your print costs! appeared first on Digital Print Management.

I recently wrote about the differences between managing your print in-house V outsourcing/print management.

Here! Two similar sounding models yet distinctly different!

In the article, I refer to the management of print in-house often referred to as MPS (Managed Print Services)

The lines become easily blurred when talking about print management and MPS?

Many businesses don’t really understand or know the true cost of printing and often there is no method employed to manage and control print spend.

How can you take control of this seemingly mundane yet essential everyday business function?

Take Control of your print NOW!!

Why implement an in-house print management  system?

Simple!

1. To manage and recover costs
2. Be able to print anywhere but with the right control mechanisms in place
3. Reduce paper waste
4. Increase productivity
5. Reduce adminstrative costs
6. Improve profitability by removing the hidden cost of printing and making it visible

How does it work?

Take control of your printed output!

The post How managed print services cuts the cost of office printing. appeared first on Digital Print Management.