Three Key Features to Reduce Administration
1) Monthly Accruals
2) CRB/ ISA/ Right to Work Information & Reports
3) Paperless Workflow
1) Monthly Accruals
Templa-CMS automates the period-end adjustment which is needed for accurate accounting. With the irregular frequency of revenue billing and employee pay periods in the contract cleaning industry, the finance department is required to calculate a period-end adjustment journal manually, each month.
Templa-CMS is the source of all the data needed for this calculation so the process has been automated.
a) Revenue Billing
The system is flexible and can be configured differently for each contract cleaning company. Using a typical example where billing is done in advance, we will explain how the system calculates the correct revenue.
Next Invoice Date: 28 January 2010
Frequency: 1 Month
Billing Period: 28 Jan - 27 Feb 2010
To calculate accurate revenue for February 2010, the revenue for 28 Jan - 31 Jan is excluded. The system generates an accrual journal which posts the revenue in the correct period.
b) Employee Pay
Employee pay frequency can be weekly, 2-weekly, 4-weekly, monthly, quarterly or annually with budgeted hours varying for each pay period run.
Pay Date: 11 February 2010
Pay Frequency: 2-Weekly
Pay Periods: 29 Jan - 11 Feb & 12 Feb - 25 Feb
The system calculates accurate pay for February by excluding the pay costs for 29 Jan - 31 Jan. The budgeted pay costs for 26-28 Feb is also determined and the correct accrual journal is posted.
c) Work Bills
The system automatically knows which work bills have not been confirmed or for which no invoice has been received. A service received not invoiced calculation uses the work bill cost to calculate the service accrual.
d) Stores Orders
Where goods have not been received or invoiced a goods received not invoiced calculation will determine the correct accrual.
2) CRB/ ISA/ Right to Work & Visa information
The following information can be recorded and reported on:
a) ID Checks
Passport Number / Expiry Date
Driving License Number
Birth Certificate Number
National ID Card Number
NI Number Proof
Address Proof
b) Citizen & Ethnic Origin
Where cleaning staff are non-EU citizens, the nationality will be identified and their ethnic origin recorded.
c) Right to Work
All non UK staff must have the right to work authorised. Templa-CMS hold the necessary fields to report on:
Visa with Expiry Date
WRS Form
Registration Card
d) CRB/ ISA
Certain staff must undertake checks against the Criminal Records Bureau or Independent Safeguarding Authority and Templa-CMS captures the following information for reporting purposes:
CRB Form Required
CRB Form Received
CRB Form ID - Disclosure Number
Cleared Date
Form Expiry Date
e) Police Requirements
If additional checks are required because services are provided to the Police and Security organisations, Templa-CMS can capture the necessary information.
3) Paperless Workflow
Templa-CMS is built on a fully workflow enabled platform. This means the solution caters for any type of workflow Contract Cleaning Companies may need. It also means Templa can easily build custom workflow forms to cater for individual needs.
The following processes are catered for by Templa-CMS as standard:
Contract Configuration
Contract Amendment
Contract Termination
New Employee Setup
Timesheet Processing
Actual VS Budget Variance Approvals (On Anything)
Stores Orders Processing
The approval process and route can be different for each element. Let's use an example to explain:
For all Contracts to be Activated they need to be reviewed and approved by the following people:
Step 1: Quality/PAT Test Manager
Step 2: Financial Controller
Step 3: Office Manager
Step 4: Operations Director
The system will deliver the new contract to each of these people for review & approval. It will store down a full audit trail of the contract and once the workflow is complete, it will become active for use.
For a Contract to be terminated it may have to follow this process:
Step 1: Office Manager
Step 2: PAT Test Manager
Step 3: Personal
Step 4: Operations Manager
Step 5: Payroll
Step 6: Operations Director
These are just examples & by simply ticking a box in Templa-CMS we can restructure this process to fit your business needs.
If you have any questions regarding these features or would like to book a demonstration please contact us.