Success story:
Poletech
Poletech streamlines payroll processing with Access Definitiv.
Location
New South Wales, Australia
Industry
Manufacturing and Sales
Background
Poletech was previously known as AC Whalan Composites. Since installing and commissioning their first filament winding machine in 1995, they have led the market in this area.
Poletech designs and manufactures custom-made FRP Ventilation Ducting approved by the Australian Minerals Department for its fire retardant and antistatic properties. Australia’s newest and longest state-of-the-art Filament Winding facility was commissioned in 2007 in Mt Thorley, NSW. The opening of this facility has allowed Poletech to manufacture additional FRP products for specialised chemical and pressure applications.
Poletech’s workforce comprises Composite Engineers, Technical Product Sales, Filament Winders, and Composite Technicians with experience manufacturing industrial composite products. Most employees work split or night shifts, and as the business is manufacturing, employee turnover is reasonably high.
Challenges
- Payroll processing is challenging in Attaché.
- Manual data entry is time-consuming.
- Visibility of work schedules is not easy
- Employees cannot self-serve, which imposes an administrative burden on managers.
Approach
- A review of the current payroll solution highlighted the lack of functionality to automate time and attendance.
- A review with The Access Group Account Manager highlighted Access Definitiv as an option.
- The requirements were to streamline the payroll process with automation.
Results
- Payroll processing is streamlined.
- Real-time work schedule and time and attendance visibility.
- Employee self-service adopted by employees.
- A single platform for workforce management.
We were reassured by the fact that The Access Group uses Access Definitiv for workforce management.
What were the challenges?
Most of Poletech’s workforce works shifts and clocks in and out. Time and attendance capture is paper-based and time-consuming, and workforce schedules were also hard to see.
Data entry for pay runs is a manual process comprising an Excel spreadsheet and data import into Attaché for processing. Poletech pays weekly, so data entry is an administrative burden.
Poletech wanted to:
- Reduce manual data entry and streamline processing.
- Improve time and attendance capture and reporting.
- Visualise work schedules.
- Improve the employee experience by increasing self-service.
- Provide comprehensive reporting in real-time from a single data source.
We did not look at other solutions as we already worked with The Access
Group. Access Definitiv is the right fit for our needs.
The Investigation and Selection
The Poletech team reviewed how they used Attaché for payroll and accounting and determined workforce management requirements. Their Account Manager at The Access Group reviewed their options with them. Attaché is no longer aligned with their workforce management requirements.
Access Definitiv was demonstrated, and as TimeClock and work schedules were part of this all-in-one workforce management solution, it met Poletech’s requirements. In addition, Poletech was assured that The Access Group also uses Access Definitiv in-house.
Access Definitiv has a mobile app to manage time and attendance for all employees, eliminating manual intervention and streamlining workflow processing.
The Solution
Poletech’s CFO and directors agreed that Access Definitiv was the best choice to manage their workforce. Access Definitiv meets all Poletech’s requirements regarding automation, data collection, integration, reporting, security, and employee satisfaction.
Poletech switched to an updated payroll solution and gained:
- Integrated time and attendance to reduce administration.
- Clearer view of work schedules
- A payroll solution that streamlines payroll processing and eliminates errors.
- Mobile app for all employees to increase engagement and experience.
- Comprehensive real-time reporting.
It took more effort than expected to implement Access Definitiv, but the payroll process has been transformed in the process.
All employees enjoy the mobile app experience for self-serve and clocking on and off shift has been easier with TimeClock, which delivers real-time reporting.
The Result
Access Definitiv has reduced administration costs and improved reporting by automating payroll, data collection, and data sharing and visualising work schedules. Payslips and leave requests can be self-serviced using the mobile app, improving employee engagement.
There is no doubt that Access has already delivered immense value to the business. Poletech is evaluating a phased approach to benefit from more features in the future.
- Payroll processing is streamlined and less labour-intensive or time-consuming.
- Clearer view of work schedules
- Improved comprehensive reporting through real-time data reporting from a single data source.
- Employee self-service provides a better experience and requires less administration.
- The opportunity to phase in features allows time to digest and manage change effectively.
The Access Definitiv mobile app gives employees a better experience, autonomy, and visibility. Having one source of data also saves time and money. Poletech is looking to use the onboarding feature soon.
