TimeFiler: perfectly integrates with existing Payroll system at Aviation Security Service

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All 800 employees moved from paper to online timesheets.
Big training job? Not at all.

In early 2008, the TimeFiler implementation at Aviation Security (AvSec) was nearing its completion date. Before TimeFiler, employees from eight locations throughout New Zealand filled in paper timesheets which were sent to Head Office in Wellington each fortnight. AvSec immediately realised the efficiency gains by implementing TimeFiler - no more paper waste, accurate payments, no more high pressure deadlines to be met during pay week since the workload could be spread throughout the fortnight, and no more Payroll data entry.

Who are the Aviation Security Service?

The Aviation Security Service (AvSec) is the official provider of aviation security services in New Zealand. With employees based at eight locations around New Zealand, AvSec screens domestic and international departing passengers, and provides security at designated areas of airports.

Needed a simple system capable of powerful calculations

AvSec were looking for a timesheet product that was simple to use, yet with powerful business rule functionality to handle complex payment rules.

“We needed an extremely user friendly system”, says Neil Gardner, Payroll Manager. “Many of
our employees only have basic computer skills so we needed to ensure online timesheets are easy to use. We also didn't want to have to send all employees on a training course just so they knew how to use it.”

Employees usually maintain timesheets on a daily basis, so it was vital to ensure it didn't become a cumbersome task.

“The TimeFiler interface is sheer simplicity. I don’t consider myself a computer whiz, but you don’t need to be to operate TimeFiler. A few clicks and you are finished. It’s very straight-forward and hassle-free” says Ivan Steele, Aviation Security Officer.

Why did they choose TimeFiler?

Aside from a user-friendly interface, AvSec also required a system that would integrate well with their existing payroll system, PayGlobal.

“We didn't want to have to maintain employee data in two separate systems,” says Mr Gardner, “one of the reasons we chose TimeFiler was because it was capable of reading data from payroll including user-defined fields. At the end
of each fortnightly period it is simply a matter of
pressing a button to send payment transactions from TimeFiler to PayGlobal eliminating all manual data entry.”

Implementing TimeFiler

The AvSec implementation was completed on time and within budget, with no surprises along the way.

“Enfinit ensured the entire installation was as smooth as possible, taking care to understand and meet our specific needs along the way and achieve a seamless integration with our payroll system.” says Neil.

“Remaining client-focussed is the key for successful TimeFiler implementations,” says Jo Smith, Operations Manager at Enfinit. “We like to make sure clients get a system that works for them now and into the future. Along the way, clients make suggestions for useful enhancements that are often built into the product quickly which then benefits everyone - our clients and of course, the TimeFiler product.”

What next?

AvSec are interested in using Leave Requests within TimeFiler to streamline processes within the organisation.

“We are really impressed with the new leave functionality offered by Enfinit.” says Neil.

“It would be a natural progression for us to implement Leave Requests to save even more time
and money with TimeFiler. Even better, adding such functionality into our system doesn't increase our monthly fee!”

TNS

St John

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