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Optimizing human resource and shift management for factories and production enterprises



The management of human resources is a constant concern for most firms. Human resource and shift management are particularly challenging today for factories, Food & Beverage industries, and manufacturing firms. So, is there a way to help firms get above these difficulties?

The essence of shift management for manufacturing enterprises

In order to manage employees, factories and production enterprises require an overview of the operation process of each employee, including working time, timekeeping,… from there on time. provide an adjustment direction to make production activities run smoothly, ensure progress and achieve high productivity. Therefore, for businesses with a shift work model, each employee’s work schedule is very important and needs to be accurate when updating. Factors such as punctuality, sufficient number of employees and appropriate shifts, will directly affect the performance of the business.

However, when the number of employees working in warehouses and factories reaches hundreds, or thousands of people with many different working shifts, the human resources department will have to “headache” because of facing other tasks. problems such as summarizing, arranging shifts or calculating salaries and bonuses for each employee. Because at enterprises in the manufacturing sector, the number of shifts assigned to each employee is often more than one. Therefore, when compared to companies with fixed shifts, it is much more difficult to arrange shifts, timekeeping and salary calculation for employees of manufacturing enterprises. The human resources department needs to carefully consider the issues “How many shifts does that employee have a day? How many staff does each shift need? How is the time allocated for each shift?”

What are the disadvantages of manual shift management?

Indeed, the characteristics of human resource management in manufacturing enterprises already presents numerous challenges. However, most firms in the factory and production sectors continue to manage staff shifts using traditional management methods such as assigning shifts on Excel, books, and so on. The employee will then report to work and execute timekeeping depending on the previously allocated or notified shift. It is clear that employing the aforementioned manual management methods will not remedy these deficiencies; on the contrary, it will produce unnecessary errors that will affect the quality of work of both individuals, members, and organizations.

The first disadvantage when the HR department assigns shifts on Excel or books is that employees cannot quickly update their own shifts. Not to mention the case, employees can register to work weekly, or often have the need to overtime, cancel shifts, change shifts for colleagues.

In addition, the human resources department will have to perform an additional step of entering shift information into the system so that the timekeeping information is appropriate for the employee’s shift. This manual method unnecessarily increases work for the human resources department by having dozens of issues such as taking a long time to review and process information, making mistakes easily, and confusing this employee’s data with that of other employees. other members, as well as the chance of document loss owing to fragmented storage.

Finally, the human resources department must export the file from the timekeeper, synthetic shift table from departments, and process leave applications from employees every month in order to calculate the timesheet, the total actual working time of each employee to serve the salary calculation.

It is obvious that, for the enterprise model in the production and factory sectors, the management of staff, the management of the shift, still suffers from a number of shortcomings caused by the manual technique.

Apply technology into human resource and shift management 

To overcome the above inadequacies, many businesses have chosen to apply technology to the operation process. The application of technology will help businesses somewhat reduce effort, time as well as limit errors that may occur with a large number of employees. Developed on a technology platform, terra brings human resource management solutions to businesses through comprehensive human resource management software – terra HR System. Difficulties in the synthesis and calculation of work shifts will be solved quickly and simply from beginning to end during the salary calculation process as follows:

Shift arrangement (regular and overtime)

In the stage of shift arrangement, in order to create convenience for managers and employees in the process of creating and refining shifts, terra has designed a function that helps users to fully operate this stage online.

For decentralized management, you can create, change shifts, select employees in shifts, and adjust shifts right on the system.

For employee decentralization, you can create overtime orders, change shifts, take leave and view the browsing process directly on the software. In particular, both managers and employees can review the actual working time, changes in shift arrangement help control shifts well, prevent from assigning wrong shift. 

Timekeeping stage

Combined with HANET camera, wifi to record working hours, reducing the time for personnel to extract fingerprints from timekeepers, when using the solution from terra, businesses can see the real time of employees without must log in to the server (fingerprint data).

For decentralized management, it is possible to check the number of working hours, check-in/out hours of employees instead of having to manually check or log in to the server to view them as traditional forms of time attendance (cards, etc.) hand,..). This plays a very important role in reducing the time and effort of reviewing and entering data for payroll and at the same time limiting fraud.

For decentralization, employees can also perform timekeeping and view timekeeping data similar to decentralized management.

Data aggregation and salary calculation

Integration between time and attendance software and payroll software, all personnel data will be stored on the same system. From there, the human resources department can easily use timekeeping data for payroll work. In addition, the system also helps to calculate the work for different shifts (day, night, broken shift), automatically deduct the number of vacation hours, unexcused hours, overtime hours.

In addition, terra also provides payroll outsourcing service – terra Payroll to thoroughly solve the difficulties of the human resources department in payroll work. When choosing terra Payroll service, customers will be able to use all the features of the comprehensive human resource management software – terra HR System, including the shift management function mentioned above.

If you have a need to receive advice and free trial of terra solutions, please leave your registration information here.


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