COINS & TimeFiler Transform Diona's Payroll & Timesheet Process
Diona is one of Australia’s most respected civil engineering companies, specialising in design and construction of complex utilities and infrastructure projects. Having experienced significant growth across the business, with employee numbers doubling, the need to update and improve their payroll and timesheet data collection process was clear.
Challenge
An industry-specific time and attendance system was required to simplify and streamline Diona’s data collection process and integrate with and support its use of COINS Payroll including an approval point for project managers.
Solution
COINS recommended implementing TimeFiler to overcome the challenges of Diona’s manual process. The COINS TimeFiler solution would provide Diona with a highly configurable online time management system, with a single point of data entry, aggregating different data capture points across the business. In short, the system would eliminate the need for multiple forms of data and spreadsheets.
It would also take the headache out of complex, time-consuming calculations with the software easily pre-configured to automatically determine individual employee pay entitlements, including award rates. Further, alerts would ensure users enter information correctly and payments are updated in realtime, reducing payroll queries and retrospective adjustments, allowing for significant productivity gains.
We could clearly see the system would provide accurate and efficient time management of timesheets, drive accuracy of award interpretation and as a cloud service, provide flexible access to payroll data across the business.
Carlos Gutierrez, Payroll Manager at Diona.
Project Details
The Background
Carlos Gutierrez, Diona's Payroll Manager explains the challenges Diona was experiencing prior to implementing COINS TimeFiler.
“While we were using COINS Payroll to effectively manage payroll processing, our company process to collect site timesheet data was not working efficiently and it relied heavily on a multitude of Excel spreadsheets."
"We were spending days chasing missing timesheets, completing data entry to determine EBA based entitlements correctly and fixing data errors that were occurring due to the manual nature of our process.
There was also a lack of visibility for project managers over the collected data and payroll costs prior to the data being approved and processed in COINS Payroll."
It was obvious that COINS TimeFiler was the best solution to meet our key business objectives.
Carlos Gutierrez, Payroll Manager at Diona.
The Outcome
Implementing COINS TimeFiler has significantly reduced Diona’s payroll processing time from 30 hours to 8 hours per week and dropped the outstanding timesheet rate by 95 per cent.
“We can also see a substantial saving with timesheet uploads, which now occur within a matter of seconds thanks to the integration with COINS,” said Mr Gutierrez.
“I’m now able to perform my job as a Payroll Manager rather than spending all my time on data entry and chasing people for missing timesheets.
“The new timesheet approval process is also delivering other benefits across the business. Project managers now have upfront visibility on all payroll costs associated with their projects and an approval point for any related costs.”
One of Mr Gutierrez’s favoured features is the automated reminder function.
“We can easily identify the missing information and send out automated reminders – before COINS TimeFiler we wouldn’t even know a timesheet was late until a manual review of all received timesheets was done against the current list of employees,” he said.
The investment in COINS TimeFiler is one hundred per cent worthwhile and has improved efficiencies across the business far beyond our expectation. Looking at the cost of the saved time, the return on investment is clearly there.
We also couldn’t fault COINS management of the implementation process. The team were pivotal to the success of the implementation, with an excellent level of communication and a solution-focused approach, delivering on time and on budget.
Carlos Gutierrez, Payroll Manager at Diona.
About COINS and TimeFiler
In partnership, COINS and TimeFiler provide a configurable, cost effective and total end-to-end time management and payroll solution.
COINS TimeFiler includes flexible management of timesheets, rosters, leave requests and real-time interpretation of awards. Users are able to access their required information from any internet capable device including native applications for Apple and Android devices.
As specialist providers for the construction industry, COINS TimeFiler provides a flexible, scalable and configurable solution to improve payroll efficiency relevant to the industry.
