StaffRelay

From TeleFlow

StaffRelay is a collection of Human Resources (HR) solutions which help automate the interaction between companies, their employees, and their contract workers.

Contents 1 Employee Absence Notification 1.1 Manager 1.2 Data Updates 1.3 Suitability 2 Replacement Worker 2.1 Interface 2.2 Determination Process 2.3 Benefits 2.4 Walk Through 3 Employee On Site Access 4 Contract Dialer 5 Worker Safety

Employee Absence Notification

This application is a combination of a voice system and GUI application providing employees who are going to be absent or late for their scheduled shift to call into an IVR system which populates the employees data accordingly by validating the caller, and accepting a tardy or absence report. If the report is an absence, a reason is then entered by the employee, and an option voice message can be left.

Manager

Once the employee has entered his or her reason for the absence and optional voice message, a GUI interface on the employee's manager's computer will indicate the absence. The manager can then make arrangements to have the shift covered by another staff member, alternatively the Replacement Worker component can be used to automate this entire process. See Replacement Worker for options for additional automation.

Data Updates

A data management process can optionally update any databases with information about the absence so the HR department can reduce the number of manual entries made.

Suitability

This application can be used within a variety of industries however is ideal within the manufacturing, medical, and Staffing industries.

Smaller companies interested in this service, can contact engenic to discuss hosting options.

Replacement Worker

This application automates the process of employees reporting their absences and then utilizes a Database to search, call and acquire an appropriate replacement workers on short notice. Replacement Worker automatically determines a list of suitable replacement workers and contacts the best replacement employee or contractor when a regularly scheduled employee is unavailable.

Administrators and supervisors using the Replacement Worker system are able to verify and change absence information, as well as review voice messages which have been left regarding the absences. Additionally, full reporting and exporting procedures are available, which allows the absence information to be shared with other software products.

Interface

The Replacement Worker interface is a voice response system that enables regular staff to log their absences via the telephone. The back end process will then identify and call the best-suited substitute contract worker as defined by the business rules.

The Replacement Worker application can be fully integrated to existing Human Resources systems, saving the need for data replication. Upon receiving a telephone call from a staff member, Replacement Worker will automatically:

• Update the Absence Database to reflect the absence
• Call the most suitable replacement staff or contract worker
• Record the replacement information in the Absence Database
• Optionally generate a time sheet for Payroll to pay the replacement
• Update on-leave accruals if the absence is due to illness, professional development or other types of leaves that are tracked in an accrual plan.

Determination Process

Replacement Worker will automatically determine candidates according to several indicators including skill, preference (company and department levels), schedule, history and location. The system will assign weighting for the preferences in order to derive a list of suitable candidates in order of desirability. In cases where there is a favorite candidate, and a message is left for the them, time will be afforded so that the favored candidate may respond and accept the shift or short term contract. As the shift nears, additional candidates will be called until the contract is accepted.

Benefits

Replacement Worker can realize significant time and money savings:

• Employee and replacement data is drawn directly from the Human Resources database, without additional data entry
• No time is spent calling replacement staff who are not available
• No administration time is spent staffing absences
• No central office time is spent staffing absences
• No time is spent manually entering time sheets for replacements
• No time is spent updating leave accruals for absent employees

In addition, Replacement Worker allows:

• Voice mail messaging from absent employee to replacement
• Voice mail messaging from absent employee to their supervisor
• Email and web notification of absence details to administrators or managers
• Replacement preferences can be identified by employee, locations, or at a district level
• Rotation appointments are available
• Proactive absence management
• Union and collective bargaining rules
• Recall system for seasonal workers
• Emergency Mass call-ins or information for health care

Walk Through

A typical Replacement Worker transaction may occur as follows:

• An employee unable to attend work call into the TeleFlow based IVR system and enters the employee number and information pertaining to their absence.
• The employee provides details and an option voice recording about the absence which is then forwarded to the management screens and to the database in general.
• StaffRelay searches through the records of potential replacement employees or contractors, and determines the best fit prioritized by schedule, skills, location, history, as well as management or company preference, if specified.
• A set of replacement workers is returned, and scored by suitability. Replacement Worker then automatically calls the list of prospective replacement workers.
• The person accepting the offer is provided with information about the shift, as well as any necessary messages about the position for that day's tasks.
• Reports and updates are made available.

Employee On Site Access

A common issue in larger companies is on-site access control and measuring. The concerns range from worker safety in times or emergency to ensuring shifts are fully completed. StaffRelay provides a system which relates employee shift schedule data together with absence data and building access data. The resulting web report provides a visual review of late and early on site accesses relative to the scheduled shift.

Contract Dialer

In cases where seasonal work or production sets require a large group of workers, StaffRelay provides an application to mass call a list of potential workers until the required number is met. This application is a highly simplified version of the Replacement Worker application.

Worker Safety

Details soon.