Overview
BSRC is one of 7 Research Councils that work together as Research Councils UK (RCUK). It is funded from the Government's Department for Business, Innovation and Skills (BIS). BBSRC currently supports a total of around 1600 scientists and 2000 research students in universities and institutes in the UK. BBSRC have been located within the Research Councils Head Office in Swindon since 1989.
Other councils using Intelligent Time include Shared Service Centre (SSC), Economic and Social Research Council (ESRC), Natural Environment Research Council (NERC), Engineering and Physical Research Council (EPRC), Science and Technology Research Council (STFC).

System History
In 2002 when Isys Group (previously Intelligent Time Systems) first made contact with BBSRC it was a different picture compared with today. BBSRC employed 200 scientist compared to the 1,900+ scientists it now employees in 2009. With vastly different employee numbers over the years BBSRC’s requirements have evolved and changed greatly as has the relationship with Isys Group.

We initially upgraded BBSRC from an older product to Intelligent Time, providing them a SQL based platform and product range to support their extensive needs for scalability and development in workforce management. At this stage other council’s still used older generation systems, the majority even archaically paper based. “Before BBSRC acquired a Time and Attendance system, there was a vast amount of manual paper look ups when it came to booking holidays, recording sickness and tracking employee’s working hours. This lead to a considerable amount of administration time being spent on routines tasks meaning that labour was not being used effectively” Anne Norman BBSRC HR Manager

Over the years the Isys Group has slowly worked with BBSRC and helped provide centralised Time and Attendance, Access Control and HR management to all the councils including ESRC NERC EPRC STFC across their 2 sites; Polaris House and North Star House.

Procurement
When BBSRC fist auditioned Intelligent Time Systems it was a tough process, 2002 Time and Attendance was a highly competitive market and many competitors wanted the Research Councils business.
Anne Norman, HR Manager at BBSRC ... “After going through the tendering process and inviting many organisations into demonstrate their software Intelligent Time was chosen due to its scalability and flexibility to operate across all councils. It’s ease of use and simple look and feel for both administrators and users was a main selling point. In addition the ability to customize the system to each council’s configuration needs was a real plus. Having the system located on the one central database allowed for easy access rights across the council and provided us with the ability to grow the system as the Research Councils themselves grow”

System Overview
The Research Councils use three of Isys core products; Intelligent Time, Intelligent Access and Intelligent Self Servicing.

Intelligent Time is used to manage 1,975 employee records every day by over 25 users. With data captured from 8 proximity clocking terminals using the latest and most secure HID I-class readers and cards.

Intelligent Access provides 30 x Access Control doors including the main receptions speed gates and the car park barriers and pedestrian gates.

Intelligent Self Servicing provides all employees the ability to make working conditions more flexible through the use of flexitime hours and home working. In addition the ability to self service holidays, sickness and business absence is functionality that frees up valuable time in the HR department.

All Isys Group ‘Intelligent’ products work from a single database and use the same contactless smart cards and fobs. This simplifies support issues with the Isys helpdesk being the single point of contact for BBSRC. It also aids administration, simplifying the issuing of new or replacement cards to new starters or temporary workers.   “The one card solution was another major plus point for Isys. Previously employees had to carry multiple cards around with them to clock in on Polaris House, gain access at the car park and then gain access in North Star house. Isys are able to meet all of time recording and access needs on one card”. Anne Norman BBSRC HR Manager.

In addition using data collected from a single Time Management and Access Control system, enables administrators to quickly and easily complete data correction. For example if a person has not ‘Clocked In’ the administrator can from the same admin screen view that persons access control records and enter the missing valid start time. This cross-referencing approach applies throughout the system.

Data Export
The councils use Oracle HR for the storage of all personnel information. Isys has provided an interface with the Oracle HR database to allow for an automatic transfer of data when new employees start or existing employees book holiday, sickness or absence. “The Oracle link was an important part of the total solution specification, when BBSRC bought into back in 2002. It was absolutely critical in reducing wasted administration and avoiding unnecessary errors. I am very pleased Isys delivered and was able to integrate into the Oracle product as promised.” Anne Norman BBSRC HR Manager

Ongoing User Group Meetings
To maximise usage of Intelligent Time Intelligent Access and Intelligent Self-Servicing regular ‘user group’ meetings were established early on in the relationship between Isys and BBSRC. A regular event aimed to provide all users a forum to discuss how they are progressing with the system and how they can grow with any new demands they have. These meetings were monthly when the system first rolled out and are now quarterly. To ensure speedy and prompt decisions are made Isys software support and development engineers also attend these meetings. “The support we have received from Isys has been brilliant. BBSRC use the system to its full potential and new requirements are always arising. Such requirements are always dealt with and fulfilled with maximum efficiency. We are always made aware of new upgrades and shown the new features that Isys feel will benefit the council. We enjoy a positive relationship with Isys and any support questions are always dealt with very quickly”. Anne Norman BBSRC HR Manager

Conclusion
Isys group feels this case study concisely demonstrates our ability to work successfully with a changing company over an 8 year period where that business has seen dramatic changes in the size and nature of its business. Using a wide variety of products BBSRC is a good example of a customer making the most of Isys Groups integrated product portfolio. As is often the case it’s the relationship between customer and provider that makes this success story possible and Isys would like to take the opportunity to thank the Research Council and BBSRC for the opportunity to publish this article. “With the high initial capital cost of a new workforce management system it is essential companies make the right choice in their provider. Therefore Isys Group offers all potential customers an involved product demonstration and pre installation discussion based on your requirements. If you are considering upgrading or using a workforce system for the first time, please feel free to contact Isys Group sales team to arrange a demonstration.” Howard Lancaster BBSRC Account Manager