8 Signs Indicating That You Need Capacity Planning and Time Tracking Software

Lost in shift planning? Not sure which of your co-workers is on vacation and if there are enough properly trained people on the production line? Do you have to cull data from several different systems? If the answer to any of these questions is yes, then it seems you need a capacity planning and time tracking software. In this blog post, produced in partnership with Bosch Rexroth, we show you what signs to look out for and what you can do to digitalize and optimize your workforce planning.

What is capacity planning and time tracking software?

A digital platform to manage staff resources transparently and in one place. It connects different areas of workforce management, such as shift planning, competency management and attendance records. The software saves time by automating tasks that were previously done manually and also makes reporting easy. It also helps increase workplace productivity and employee satisfaction and retention.

One such solution designed specifically for industrial use is DSS StaffManager, developed jointly by DSS Consulting and Bosch Rexroth.

How can you tell that you might need workforce management software?

Once manual HR processes are costing you more time and money than you could save with software, it’s time to move to a digital solution. What are the signs?

1. Overworked staff

Symptom:

Manual workforce planning places a lot of responsibility and tasks on the colleagues responsible for this area, which is often difficult to cope with. This is stressful not only for the HR department, but also for shift managers and production line workers, reducing productivity and lowering morale.

Solution:

With Staff Manager, you can save time, reduce staff workload and increase productivity.

2. Manual reporting

Symptom:

If you are still manually collecting data on workforce use for various reports, you are wasting time and effort.

Solution:

With StaffManager, you can automate data collection so your team can spend more time on other tasks. The data generated by StaffManager can be easily used to generate on-demand reports using Microsoft Power BI.

3. The competencies of the workforce are unclear, making shift planning difficult

Symptom:

Industrial companies are often faced with the need to ensure that they have the right people with the right skills for specific tasks. A lack of the necessary competencies, the expiry of qualifications or a lack of vocational training can create serious obstacles to work processes and affect productivity and quality. Manual monitoring of competencies is not only time-consuming but also error-prone and does not provide up-to-date information.

Solution:

StaffManager’s competency-based staff scheduling feature allows companies to pre-define the competencies of their employees, ensuring that all tasks are performed by staff with the right skills and knowledge. The system also manages competency sets, allowing for consistent and set-by-set management.

During shift planning and check-in, StaffManager checks the competencies of employees, taking into account the expiry of qualifications and sends an alert when necessary vocational training is due. In addition, a schedulable, automatic skill level reduction feature helps keep track of competencies, ensuring that the company is kept informed of the current skill level of its employees.

4. Human errors that can be avoided

Symptom:

The manual collection and updating of data inevitably leads to errors such as duplicated or inaccurate data, which can cause problems, for example, in month-end cost allocation.

Solution:

StaffManager (integrated with an access card system) automatically records working time data, eliminating errors and inaccuracies due to manual data entry.

5. Issues with integration and authentication

Symptom:

HR managers and HR experts in industrial companies often face integration challenges when trying to align the management of human resources with the rest of the company. This symptom becomes particularly acute when the flow of data between different systems is hampered or when the management of user privileges is not transparent and accurate enough. Integration difficulties can lead to disruptions in reporting and data management, while confusion over user privileges can pose a security risk and prevent work from running smoothly.

Solution:

StaffManager offers a unique approach to addressing integration and autentication challenges. With options for both active and passive integration, the software integrates seamlessly with existing enterprise management systems, ensuring a smooth flow of data and accurate management of information. Active Directory authentication and flexibly customizable user privileges provide clarity of responsibilities between users, enhancing data security and supporting efficient workflows.

6. A quality audit is a major challenge

Symptom:

Industrial companies, especially those operating under ISO 9001, IATF 16949 and other quality management systems, are subject to strict auditing requirements. Successful completion of quality audits is key to meeting standards, maintaining customer satisfaction and ensuring competitiveness in the market. The challenge lies in the need to document accurate, comprehensive and traceable data during audits, which may relate to activities that took place years ago. Manual records and weaknesses in data management systems often make it difficult for companies to demonstrate ongoing compliance with quality management processes during audits.

Solution:

StaffManager is specifically designed to support industrial companies in complying with quality audits, including ISO 9001, IATF 16949 and other standards. The system’s traceability function enables companies to accurately document and archive all data related to workforce, time, project management and other relevant activities. This allows data to be retrieved and analyzed years later, making it easier to prepare for and successfully complete quality audits.

7. Inadequate protection of personal data

Symptom:

One serious disadvantage of manual or Excel-based time tracking is that it does not ensure proper protection of personal data, as anyone can access all kinds of data, which can be a cause for concern in terms of GDPR compliance.

Solution:

With StaffManager, you can ensure that your data is securely stored and protected in compliance with GDPR. Everyone only sees the data that concerns them, so personal data cannot fall into the wrong hands.

8.  The company is falling behind in digitalization

Symptom:

The digital transformation of industry is advancing at a rapid pace. Companies that don’t keep up will be left behind their competitors.

Solution:

Staff Manager can help reduce the digitalization deficit. The transparent flow of information improves capacity planning, supports decision making and cost allocation, and makes data easier to trace.

Want to learn more about how DSS StaffManager can help you with capacity planning? Why not discuss it over a good cup of coffee?