Loch Lomond Golf Club adopts Isys Time Management Systems

Loch Lomond Golf Club adopts Isys Time Management systems and reduces admin workload from 30 man hours per week, down to just one.

Loch Lomond Golf Club is one of the finest private international Clubs in the world, with a membership spanning over 30 countries. The Club sits in 660 acres of the historic Clan Colquhoun estate where the 18th century Rossdhu House, the ancestral home of the Colquhoun Clan, serves as the member clubhouse. Set in the heart of some of the most breathtaking scenery in Scotland, Loch Lomond Golf Club boasts one of the most enviable locations in world golf.

System History

In addition to golf, the Club has over 40 suites on site, providing luxury accommodation for its members and their guests. Exceptional standards of service and world-class facilities, including a Spa, are provided throughout on a 7 day/24 hour basis to meet the requirements of its international membership. With up to 350 employees working at different times of year across the site from greens crew to house keepers, recording and reporting Time and Attendance was becoming increasingly difficult from an administration point of view. To alleviate the administration burden and easily record employees fluctuating shift patterns, the decision was made to invest in a new Time and Attendance system. In 2008 Loch Lomond Golf Club approached Isys to replace the manual time sheet practice that was in situ.

“Our old manual time sheet system cost the business 30 man hours per week. We needed a way to reduce this overhead and capture a variety of data quickly and easily”. Justian Cross – I.T. Manager

Moving from a Manual to Electronic system not only provided the opportunity to reduce the administration time spent on HR and Payroll duties but, equally as important, allowed for all key Workforce Management data to be stored onto one flexible central system. As with any organisation using a manual system, Loch Lomond Golf Club had a variety of different spreadsheets and means to record working hours, overtime, holiday/sickness and personnel records. By using one SQL database, the Isys Integrated Time and Attendance and HR system was able to collaborate all of this data into one system whilst also providing the ability to interface with the Club’s staff intranet site, the perfect hole in one!

“Working with Isys, we have been able to integrate the Time and Attendance system with our current intranet site. This has enabled us to display key reports, fire lists and display who is on or off site within the staff directory. This was achievable as the Isys system is built upon SQL technology enabling custom views and integration into other systems” – Justian Cross - I.T. Manager

After a painless installation and roll-out period, it was not long before the Club started to receive the benefits and time savings from the integrated Isys solution. Administration time spent in areas such as recording and authorising overtime, recording and updating employees ever changing shift patterns and collecting data for payroll, had been cut from 30 man hours per week to just 1 hour per week. The flexible Company Tree Structure within the system allowed for Line Managers to manage their own department’s activities, planning and adjusting their department’s working rotas in advance.

“Since using the Isys Time and Attendance solution, we have reduced the time spent on our administrational practices from 30 hours to just the 1 hour, helping to achieve a huge Return on Investment”. Justian Cross – I.T. Manager

With Isys educating and consulting the staff and users within the Club, knowledge levels and skill sets quickly increased. Alongside the two Ethernet Clocking Terminals some staff soon started using the Isys Web- Based Clocking Utility. This enables employees to clock in and out on their computers. These were often found in the remote areas of the Club where a Clocking Terminal installation was not viable. Furthermore, with Time and Attendance and HR fully embedded within the organisation culture, Loch Lomond Golf Club expanded its use of the Isys portfolio with the introduction of Gate Barrier Access Control onto site.

“The installation process was both thorough and painless. The Isys Project Team covered common stumbling blocks and areas of concern with staff”. – Justian Cross – I.T Manager

System Overview

Loch Lomond Golf Club currently uses the following Isys products;

Intelligent Time & Attendance

The Time and Attendance system is used to capture and record the working hours of up to 350 staff across the Club. There are six full-time administrators of the system, ranging from I.T, HR and various Line Managers, all of whom are responsible for maintaining and reporting upon data for the site as a whole, down to their specific departments. In conjunction with the full-time system administrators, other Managers and key members of staff are automatically emailed specific Time and Attendance Reports on a set period via the Isys Report Wizard

Intelligent HR

Loch Lomond Golf Club utilises the powerful HR system to record staff Training Records, Skills Sets, Appraisals and Disciplines. Furthermore, due to the flexible customisation, the above areas can then be drilled down to store sub sets and records, recording the required information in the most comprehensive detail. Due to the seasonal peak that any company within the leisure industry is accustomed to, the HR system offers the ability to mail merge key documents such as (Letters of Employment) and stores these against each individual’s personalised records within the system. This allows for easy access as required throughout the year.

Intelligent Web Clocking

With Loch Lomond Golf Club spread across 660 acres, the Isys Web Clocking is the perfect solution for recording working hours in remote areas. Staff can clock in and out via their computers as well as adjust their Working Activities and Cost Centres throughout the day. Furthermore they can submit any holiday requests to their Line Managers who are then informed by an email alert to either accept or decline.

Intelligent Access

As with any prestigious and exclusive location, security is of paramount importance. To help maintain and monitor access on and off site, Isys has supplied and installed the Club with Gate Barrier Access Control. Upon presenting their card to the Gate Reader, staff and members can then access the site. Any visitors then simply press an intercom, which is fed into the Club’s telephone system, to speak with reception in order to gain access. This is then reported upon within the Intelligent Access System.

Intelligent Payroll

To help streamline the payroll processes, Isys has provided Loch Lomond with a bespoke Payroll link into the Club’s third party Payroll system. Intelligent Time & Attendance captures all of the hours that each employee has worked and then automatically exports these hours, and their subsequent pay rates, into the Payroll system via a CSV export file. This has eliminated the need for extracting dates from the Time and Attendance system and then manually entering it into the Payroll system.

Conclusion

Isys Group feels that this case study demonstrates our excellence in working with our customers who are implementing a computerised Time and Attendance system for the first time. By overcoming culture change and providing staff with the required skills and confidence to obtain maximum usage of the system, Isys will work with its customers throughout the whole implementation and roll-out process whilst delivering a fully tailored solution. 

 Isys would like to thank everyone at Loch Lomond Golf Club who made this case study possible.