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Coachman Caravans
Based in Sutton Fields in Hull, the Coachman Caravan Company was established in 1986 and is one of the UK’s leading caravan manufacturers. Over the years Coachman has built a reputation for high quality craftsmanship and attention to detail.
This quality isachieved through meticulous planning, first class design and commitment to thoroughly testing each caravan before it leaves the Hull factory.
Customer Challenge
Coachman currently employs 133 people – 101 of whom work in a factory environment and clock in and out at the beginning and end of each working day. While they only operate one shift each day, time and attendance data needs to be collated accurately to ensure each member of staff is paid the correct amount.
The company previously used Winbase recording software but this was causing the company problems and was proving insufficient in coping with the day-to-day demands placed upon it. To bring it into line with the demands of the modern workforce, the old Winbase system would have needed updating considerably but this wouldn’t have been cost effective for Coachman.
In December 2008 Coachman decided the best course of action was to replace their Winbase system with Auto:Time Premium.
The Coachman Caravan Company and Auto Time Leeds have enjoyed a strong working relationship for the past 15 years. During this time, Coachman’s time and attendance system has developed in line with the technological advancements of the workforce management industry, progressing from traditional clock card machines to state-of-the-art workforce management software.
The Business Solution
The project had to be completed within tight time scales to ensure it caused minimal disruption to Coachman’s payroll process. Auto Time Leeds installed and commissioned Auto:Time Premium "live" within the pay week. In other words Coachman’s payroll was completed on Friday lunchtime and Auto Time swapped their data and hardware over within two days ready for the following week’s payroll.
The main benefit of the new system is that it has improved Coachman’s payroll efficiency, accurately calculating the hours worked by employees prior to the payroll being processed. With everyone following the same rules there is no ambiguity and everyone knows where they stand – if they don’t clock in correctly they don’t get paid correctly!
Employees simply clock in and out at one of three magstripe terminals located across the factory floor. This data is automatically processed using Auto:Time Premium ready for management to process the payroll.
Any clocking errors are automatically highlighted by the software ready for manual override by the managers. Personal records have also been created for each employee, allowing management to gain a greater insight into staff attendance and holidays, to ensure necessary production levels are maintained throughout the year.
Recommendation
Currently 133 use the system on a daily basis, of which 101 are based within the factory. This excludes senior managers and directors.
Steve Shipley, Accountant at the Coachman Caravan Company says: “The new system from Auto Time has helped make us a more efficient company when it comes to payroll and timekeeping. Although the system is predominantly only used to collate time and attendance we would be lost without it – if staff do not clock in correctly they do not get paid correctly!”
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