1. payroll
1.1. xero payroll?
1.1.1. Wyong - Using Xero Payroll < 1 year (formerlly Sybiz)
1.1.2. Gosford - Using Xero Payroll over 5 years
1.2. who
1.3. frequency
1.3.1. Wyong - Weekly (Monday to Sunday)
1.3.2. Gosford - Weekly (Thursday to Wednesday)
1.4. how long does it take
1.4.1. Wyong - 1-2 hours (race day) < 1 hour (non race day)
1.4.2. Gosford - 1/2 Day processing (race days and big events)
1.5. how is the data received and what is received?
1.6. who signs off on the payroll and what do they review?
1.6.1. Wyong - Department heads sign off on time sheets and payroll is manually entered
1.6.2. Gosford - Department heads sign off on time sheets and payroll is manually entered
1.7. both clubs under EAs? all staff?
1.7.1. EA - Track Staff EA - Barrier Staff Award - Hispitality Industry Award (HIGS) Award - Racing Industry Award
1.8. process for leave application and approval?
1.8.1. Paper Process - Leave forms submitted for approval and manually entered
1.9. pain points?
1.10. what works well?
2. Preparing the roster
2.1. who
2.1.1. Wyong - Roster prepared by Emma
2.1.2. Gosford - Roster prepared by Matt - 3 weeks ahead on Mon-Sun cycle
2.2. frequency
2.3. approval
2.3.1. Gosford - Casual Roster approved by Matt
2.4. managing costs
2.4.1. Gosford - Costs managed by Matt based on experience and prior race days
2.5. managing changes
2.6. how much time on this
2.6.1. Gosford - Looking to reduce processing times by 50% or more
2.7. how many people and business units are rostered
2.7.1. Gosford - Up to 70 people for a Saturday race day event 12-13 people for a Wednesday race meet
2.8. tracking staff availability?
2.8.1. Potential issues with staff availability with staff working across Gosford, Wyong and Newcastle races
2.9. pain points?
2.9.1. Gosford - 30% of staff currently can't/won't access rosters via email Confirmation and Availability process, would like push notifications and responses for performance management
2.10. what works well?
3. financial reporting of payroll
3.1. what reports are used?
3.1.1. Wyong - Monthly Reporting to board
3.2. accruals v pay period?
3.3. leave accruals?
3.4. allocation of costs to events
3.4.1. Wyong - No event reporting currently, Budget model apportions costs across departments arbitrarily
3.4.2. Gosford - Casual Staff put into Excel and split across divisions (setup, bar, catering etc) and journal into Xero - tracked by function,/race day) Reports to board by event
3.5. pain points?
3.5.1. Gosford - Would like live data of wage costs across divisions to assist with quoting on functions
3.5.2. Wyong - Lots of manual journals EOM to split Wages, super, payroll tax across divisions
3.6. what works well?
4. managing attendance
4.1. clock on and off process
4.1.1. Wyong - Race day staff sign in and off in office with Emma Hospitality staff sign in with supervisors
4.1.2. Gosford - Sign on room for staff on race days Sign on folder for non-race days
4.2. time recording process
4.3. number of locations for check in
4.3.1. Wyong - Race day staff sign in and out with Emma at office Bar Staff sign in with Bar Manager
4.3.2. Gosford - Sign on Room for Hospitality Staff (Race Day) Sign on folder (non race day) Additional sign in locations - Office, Track shed, Mobile one for barrier staff
4.4. breaks?
4.5. non-attendance notifications
4.5.1. Wyong - via employee sending sms
4.5.2. Gosford - Phone/sms
4.6. comparison of rostered v actual attendance
4.7. employee data and attendance reporting
4.8. who approves time recording?
4.9. pain points?
4.9.1. Wyong - Would like sign on/off for 3rd party staff (Security, Cleaners, Maintenance)
4.10. what works well?
5. other
5.1. employee onboarding
5.1.1. Onboarding prepared manually with paper forms
5.2. other HR platforms used?
5.2.1. N/A
5.3. other employee / employment issues to solve?
5.3.1. Wyong - Can solution assist with reviewing casual staff hours in case they are eligible to become permanent staff?
5.4. qualification management
5.4.1. Tracked manually with department managers
5.5. performance management
5.5.1. Would like visability on employee attendance
5.6. managing staff communication
5.6.1. Wyong - Solution will need to be suitable for: *Young Casuals *Core Staff * Race day staff - generally older and less used to technology