The challenge – Centralising HR information and scheduling

Odenberg Ireland has long been a user of Sage Micropay Professional and Sage HR to support its payroll processing and back office requirements. However, related legacy processes did not provide centralised data management capabilities that would enable the company to reap efficiencies.

“The company had been using a manual solution to process applications for holidays, sick days, and related employee requests,” Tara says. “For instance, let’s say that an employee wanted to submit a holiday request. He or she would submit that request to their team manager using a standard paper-based Word Document. The manager would approve the holiday by signing the document, and note the dates of the holiday on an Excel spreadsheet. I would then receive a copy of the holiday approval.

“However, many times I would not receive the copy. To make things even more challenging, every team manager had their own Excel spreadsheet. Therefore, holiday requests and scheduling were difficult to track and manage. Too, the lack of a centralised HR-related data store made it difficult for our Payroll Department to accurately track employee holidays, sick days, and related absences.”

Tara and her colleagues at Odenberg began to search for a solution that would help them to centralise critical HR-related data including holiday and sick time requests, help them to manage and schedule holiday times, and provide Payroll personnel with accurate employee holiday data to ensure accuracy.

Sage PeopleLink is a web-based employee and HR manager interface that accurately tracks, and communicates, HR-related data among employees, their managers, and Payroll and HR departments.

Easy to set up, learn, and use, PeopleLink integrates with Sage Micropay Professional to provide a seamless method that minimises double-entry requirements, while allowing managers to accurately track and schedule employee holiday time and sick time, while also reducing costs and increasing efficiencies.

Accurate Employee Management and Scheduling

Tara explains the substantial benefits of Sage PeopleLink. “With the old manual system, we could inadvertently approve employee holidays that might leave us shorthanded. However, having installed Sage PeopleLink about a year ago, we have been able to centralise employee holiday and absentee data and management procedures.”

Today, eleven approved Team Managers have access to the PeopleLink online solution. All company staff also have access, but on a much lower level. To request a holiday, employees simply access the system, and request the dates. Team Managers are notified of the request via an email, and can approve or decline requests based on staffing level requirements.

“PeopleLink helps us to ensure that we meet high customer service levels by ensuring that we are properly scheduling holidays thereby maintaining required staffing levels,” Tara explains. “As the System’s Administrator, PeopleLink also allows me to access a complete and comprehensive record of all data: a master holiday schedule, holidays taken annually by any single employee, sick days per employee, and related critical data.

“Sage PeopleLink not only significantly increases our ability to track and schedule holidays, but provides additional information that enables us to better manage our business.”

Managing for Efficiencies and Cost Savings

PeopleLink’s centralised, 24/7 capabilities also reduces costs for Payroll and employee data gathering. “Prior to PeopleLink, and like many companies, we were posting employee payslips directly to staff,” Tara explains. “Using PeopleLink, employees now have direct access to online Payslips. In fact, each employee has access to up to one year of Payslips. We no longer have to post out employee payslips, which has allowed us to reduce costs.”

Managers can also update specific personal information of their direct reports including telephone numbers, addresses, and similar data. This increases data accuracy by providing up to date information. Updated data can be automatically migrated to Sage Micropay Professional, thereby reducing double-entry requirements.

Installation and Training Made Easy

Tara is also impressed by the support that she has received from Sage PeopleLink’s support team. “We’ve received excellent support from Sage,” she observes. “While we have had few major problems or requests, when we have needed them Sage personnel have reacted to our needs quickly and professionally.

“They’re always there to help, and right there when we need them.”

Tara recommends Sage PeopleLink without reservation. “I recommend PeopleLink to other companies for the benefits that I’ve already outlined.

“This web-based solution is available 24/7. It’s easy to learn and use. It increases HR efficiency by providing exceptional holiday request and scheduling procedures. It accurately tracks employee holiday and absence data. It enables the company to work within Health & Safety requirements.

“Sage PeopleLink does exactly what it says on the tin. It links us to our people helping us to manage more effectively, and serve our customers even better.”

With its Head office in Dublin and offices in the U.S., The Netherlands, France, and Italy; an on-the-ground presence in the UK, Germany, and Spain; and manufacturing facilities in Slovakia; this global company prides itself in excellence.

Employing over 160 people globally, and with 56 staff working in its Dublin Office, Odenberg’s commitment to excellence has been central to its growth and strategy since the company’s founding over forty years ago. For more in formation on Odenberg Tel: +353 1 413 6200 Email: info@odenberg.com or visit their site at http://www.odenberg.com/