Absence Management

Mitrefinch's time and attendance management software can easily track absence patterns and identify problem areas early on - before they get out of control.

This gives you a chance to discuss the situation with an individual and find out if there are ways to make positive changes - especially if there is an underlying reason for their poor attendance record.

In many cases, just knowing that there is an automated time and attendance system in place is enough to deter staff from taking unnecessary leave.

Key Features and Benefits

• Keep a central hub of all employee absence records, tracking all leave types such as Holiday or Personal leave 
• Calculate leave eligibility based on an employee's hours worked and hire date
• Track direct costs associated with absenteeism, such as wages paid to the absent employee
• Analyze indirect costs, such as lost productivity and cost associated with “fill in” staff
• Create work schedules that factor in employees on leave, ensuring you have sufficient cover to meet customer or project demands and deadlines
• Compare clockings to schedules and set notifications for managers and supervisors when clockings fall outside planned parameters
• Identify potential problem employees before they have a significant impact on your organization’s bottom line
• Manage requests for holidays and time off with our self service tools
• Employees can also check attendance information such as flexi-time balances and entitlements, absence history and planned leave
• Leave Slots allow supervisors to restrict the number of employees that can be absent from a particular group, on a specific date or time period

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Skills Management

Ensure you have the right staff, in the right place, at the right time – every time!

How do you build your most effective team? What skill gaps are missing? What training need to be refreshed or updated?

Mitrefinch's skills and ranking tools can help you manage your talent more effectively - ensuring you have the best team on hand to meet your business goals and provide the level of customer service that you need to be competitive.

The Skills Matrix lists employees by organization, department, team or shift and shows the skills of each member of the group. Users can update skills and training, keep track of upcoming training, ask to be notified when an employee requires additional or updated training and can search for employees currently on site with a specific skills set.

Key Benefits and Features

• Ensure shifts, departments and teams are covered with skilled employees
• Assess strengths and weaknesses and make adjustments as needed
• Using current data, plan for future requirements
• Identify training needs and ensure that training and certification are current
• Quickly, easily and immediately identify employees with particular skills
• Ensure skilled cover during holidays, sick leave and other planned and unplanned absences

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Systems Integration

Mitrefinch Time and Attendance software can integrate seamlessly into your company's Payroll solution, Outlook, Sharepoint or Intranet, delivering the benefits of automated HR and Workforce Management across your organization.

In addition, Mitrefinch have a large in-house development team. This means our customers benefit from the most up-to date functionality available in our products.

We can also undertake bespoke work to develop specialised solutions for your business. By having a highly experienced team we can offer realistic costs and time scales for such work.

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Budgeting and Labour Costing

The ability to accurately manage performance and cost jobs is an extremely valuable strategic asset, allowing you to measure the capacity and efficiency of departments and employees, and make swift decisions on production priorities.

Mitrefinch Labour Costing functionality allows you to track projects by hour, quantity or cost, compare planned jobs and budgets with actual jobs and budgets and use this data to save money and improve budgets in the future.

Key Benefits and Features

• Real-time view of work in progress
• Visual display for easy access to information - data can be viewed as graphs, planners or custom reports
• Generate reports that show totals and overtime hours worked by employees
• Track projects by hour, quantity and cost and identify items over the estimated budget
• Use current data to manage future resources, ensuring that workforce deployment remains within budget
• Avoid unexpected job-related expenses with labour planning and overtime control
• Ensure jobs are on track and within budget

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Reporting and Analytics

View employee data in real time, and take the hassle out of forecasting workloads, resources, and budgets.

Use inbuilt reporting and analysis tools to ensure your organization, departments, and teams have the right number of skilled employees to meet forecasted workloads, using both current and historical data.

Analyze data and forecast business activity, preventing both understaffing and overstaffing - which can have a negative impact on your profit margins.

Key Features and Benefits

• Use current and historical data to ensure your workforce meets forecasted workloads
• Explore “what if” scenarios that aid you in making proactive decisions
• Save money by reducing understaffing and overstaffing
• Ensure you are compliant with work rules and industry legislation

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Biometric Data Collection

Biometrics is a method of recognizing an individual by a physiological characteristic - such as a fingerprint.

Mitrefinch biometric time clocks eliminate the need for multiple passwords or swipe cards – an employee simply places their finger on the biometric sensor and access is either granted or denied accordingly. Our biometric time clocks can be used as the sole means of registering attendance, or to verify identity along with an ID card or key fob for added security.

Employees can be easily enrolled direct at the biometric terminal rather than having to produce ID cards or issue proximity fobs – which can be particularly time consuming for organizations with a high number of casuals.

We partner with industry leaders, Lumidigm, whose biometric sensors are among the best in the business, which means they work in real-life conditions - dirty or sweaty hands, damp or cold environments, even through a latex glove!

Key Features and Benefits

• Biometric Devices can be used alone, or in conjunction with swipe cards or key fobs
• Powered by Lumidigm multi-spectral imaging technology which looks beneath the surface of the skin to eliminate common fingerprint capture problems
• Prevents ‘buddy punching’ or time fraud
• Minimizes unplanned absences and improves punctuality
• Increases security by monitoring employee and visitor access to certain areas
• Verifies identity, as fingerprints can’t be replicated

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Timesheets

The Mitrefinch Time and Attendance system generates work records based on an employee's clocking in and out activity.

These work records are available as intuitive timesheets via a web-based portal and can be maintained by employees and their supervisors as required.

Key Benefits and Features

• Enter all your hours for a period of time at once
• Create and modify a working record in an intuitive and visual manner
• Draw and expand work shifts on a time based grid
• Set up a 'favourite' hours bands - saves you from having to set up identical hours schedule over and over again
• Allocate time to certain projects
• Timesheet changes can be automatically sent to the Supervisor to be checked off and authorized
• Supervisors can view group timesheet – displays a group of employees

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Data Capture

We provide a range of data capture options designed to collect project, time and attendance information across a diverse workforce.

Regardless of where your workforce is located, be it in the office, factory floor, out on the road or at remote sites, we can tailor a solution to meet your specific needs.

We can provide you with:

• Robust wall mounted time clocks (Barcode, Proximity Fob and Biometric Fingerscan)
• Kiosk clocking (TAS Kiosk)
• PC based clocking
• Web clocking
• Mobile Phone Apps
• Online Timesheets
• Desktop Biometric Devices
• SMS Text Messaging

Click here to find out more about our comprehensive range of time clocks and data capture options

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Mobile Workforce Apps

Using a smart mobile device workers can easily and accurately log in and out from any location.

The clocking information is then transferred to the Mitrefinch Workforce Management system where it can be reviewed, edited and analyzed by supervisors and managers in real time.

If the phone is equipped with GPS, the actual location of the employee will be recorded during the log in and log out processes -allowing supervisors to easily keep track of employees, no matter where they are.

Key Benefits and Features

• Reduce time and attendance errors associated with mobile workforces, and minimize costly over-payments
• Ensure that your mobile workforce complies with work rules and be notified of anomalies
• Enjoy all of the benefits of a mobile workforce and easily and efficiently manage flexible working practices
• Supervisors can clock assigned employees in/out times via our Supervisors App
• Clockings created when there is no network access are stored on the device and synchronised with the server when it becomes available
• Available for iPhone, Android and Blackberry handsets

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Self Service Tools

Mitrefinch Self Service tools are particularly attractive to organizations with flexible, mobile workforces.

Using the web or a mobile device, employees can track and manage their time and attendance information, request time off or shift changes, and view payment, entitlements and annual leave balances.

Supervisors can also access the system online allowing them to check, edit and approve anomalies, plan for absences and shift changes, and generate reports - regardless of whether they are in the office or not.

Key Benefits and Features

• Automate time-intensive administrative tasks
• Supports today’s flexible working practices, such as mobile workers, remote offices and flexi-time
• Leave Management - Employees can request leave, shift and work record changes, supervisors authorize or decline requests automatically
• Employees can also check attendance information such as flexi-time balances and entitlements, absence history and planned leave
• Leave Slots allow supervisors to restrict the number of employees that can be absent from a particular group, on a specific date or time period

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Staff Communication

Mitrefinch Messaging functionality facilitates improved communication between supervisors and employees.

Send a notification to employees on upcoming shifts available and then record their responses. Once approved, the system automatically allocates the employee to the relevant shift or working pattern.

Notifications can be sent to qualified employees by email, SMS text message, or via our Employee Self Service web portal - employees are able to respond to messages to indicate if they wish to work.

The system also displays a shortlist of people who have sent positive responses.

Key Benefits and Features

• Employees can specify their availability via a web portal
• Easy to use - employees simply send a text message
• The system is capable of receiving an unlimited number of texts
• Supervisors can schedule recurring message to be sent out at a specific time
• Facilitates better communication between management and employees

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Flexible Working

New technology and communication devices are making flexible and mobile working practices more and more commonplace.

Mitrefinch's web-based functionality can assist employers in effectively managing and tracking their mobile or remote workforce.

Staff can remotely clock in and out of tasks, appointments and projects via desktop PCs, laptops, notebooks and the latest communications devices and smart phones.

Self Service tools also allow employees to view their holiday entitlements, apply for leave, and request updates to their personal records without having to converse with HR staff.

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Award Interpretation and Entitlements

The Mitrefinch Time and Attendance system takes the stress out of payroll processing, award and entitlement calculations.

Easily calculate base and overtime pay, weekend and public holiday penalties, as well as leave loading and shift penalties, ensuring consistent application of your business rules and compliance with workplace legislation.

A direct interface to your external payroll application further reduces payroll administration and the potential for costly payroll errors. 

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Outlook Widget

Available in Supervisor or Employee mode - this intuitive add-on saves you significant time by reducing the amount of desktop applications you need to have open.

Employees will be presented with an Employee tab in their Outlook task pane - this displays a list of recent clockings and the project they are currently working on (if applicable). They also have the ability to submit annual leave requests.

While supervisors can view a list of users, their onsite status, and a list of pending leave requests - which they can address directly without having to log into the Mitrefinch Time and Attendance system.

Key Benefits and Features

• View real-time Onsite Lists direct in Outlook
• Analyze recent clockings, flex balance, hours worked, and hours allocated to projects
• Employees can submit Annual Leave requests directly from Outlook
• Supervisors can approve Annual Leave requests
• Synchronize the Absence Profile with your Outlook calendar
• Supervisors can monitor particular employees and set notifications to appear when the clock in/out

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