Biometric to Bank
Overview
SPUD Contract Services Ltd is a limited company register under English law company number 12454327
SPUD Contract Services Ltd will act as a sub-contractor to their clients, we engage directly with the workforce to ensure they are fully compliant before offering their services to our clients.
All workforce members are invited to add their information to their profile on the SPUD platform, they will add personal information, upload a valid ID and any additional documents to prove Right to Work in the UK, add banking and tax information, training certificates and complete the health questionnaire.
We will then carry out a Right to Work check, all passports will be verified and all members from outside of the UK or Ireland will have their settled status document printed from the HMRC website and stored in their folder.
As per the guidance issued by HMRC each member will be required to complete a joint determination, this sets out the terms under which the worker will be engaged and confirms whether the worker will be required to work under PAYE or they can be classed as a temporary sub-contractor.
Once the determination has been completed SPUD Contract Services will then complete the contractors IR35 determination on the HMRC portal.
When all the terms have been confirmed the contractor will be offered roles provided by our client base and a contract will be issued for each new role.
Your temporary workforce will clock in using SPUD’s Biometric tablets and all information will be sent to the timesheet on your SPUD account. Your project management team will check and approve the working times and submit to your wages page.
Your wages department will then check the times and rates and do a final submission.
This information will then be synced to SPUD Contract Services payment portal. An invoice will be issued for payment, upon receipt CIS and required deductions will be taken from the payment, and the workforces payments will be added to the payment run. The workforce will receive a payslip by email on Thursday morning and funds will be transferred to their account at midnight on the Thursday.
How you are protected
We will engage directly with your workforce, their contract of temporary employment / employment will be directly with SPUD Contract Service. In accordance with several settled court cases it has been established that the legal contract between SCS and the workforce is deemed to satisfy the legal framework for engage the workforce member cannot approach the company with an employment tribunal or any form of case for lose of earnings. Several of our competitors offer a guarantee against this but it’s pretty simple, the law is the law and we operate with in it and so will you by using us to engage your workforce.
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Features
How we work
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Terms issued
We will issue our terms with a full breakdown of how our relationship will be formed.
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Offer of service
On receipt of signed terms we will issue an offer of service.
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Data collection training
At this point we will carry out a data collection training session, we will walk you through the process or the information we will send for data collection and identify the amount of information you hold on the Workforce to establish if we can directly upload this information and make the set up process easier for all involved. You will also receive training on the Labour Management Module of SPUD.
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Data collection documents and training guides
We will then issue an email with our data collection documents and guides for accessing and using your SPUD account, you will also receive your login information.
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Project audit schedule
Once all your data has been received we will issue a PROJECT AUDIT SCHEDULE, this will identify when you will expect to receive your workplace inspection.
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Supply chain assessment
We will carry out a full assessment on your current workforce and how they have been engaged to this point. We assess:
Number of workforce
Their relationship with the company or previous provider
If Limited companies are engaged to supply labour only
Are personal service companies engaged
What checks for UK Right to Work and is the correct determination for off payroll working carried out
What documents are in place with the Workforce
How are the Workforce currently Insured
If there are any current or outstanding legal cases
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Project audit
We carry out Project audits to ensure that the place of work meet legislative requirements. We will also carry out a short ISO 9001, 14001 and 45001 audit to ensure the Workforce are correctly briefed, the work environment is safe and meets the requirements of all governing agencies. These audits can be very helpful as we will issue a full audit report identifying any NCR’s established on the Project.
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Handover training
At this point we will carry out handover training so your staff receive full training on SPUD’s Labour Management Module fully populated with your information.
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Refresher training
We will carry out a refresher training course when you are ready to submit your first set of timesheets to make sure your staff fully understand the process.
Dataflow
Site Diary
Overview
The Site Diary / Progress Report has always been a vital tool for any contractor. If you are to make decisions you need the data from your projects. Every Contracts Manager / Commercial Manager needs the information on this report daily for example how much concrete did you pour, how many lads were on site, how did that subcontractor get on. This report gives the information to your team and even allows for notifications if there are issues raised on the report.
Features
Project weather information!
By selecting the project, SPUD’s Site Diary calls up to our weather API and returns Min / Max Temperature, Average wind speed, Average cloud coverage, Average Relative Humidity, Precipitation Intensity, Accumulated Snowfall. This information can be vital when preparing potential delays.
Break report into areas
You can add separate areas to your project which allow you to break your report down into location or activity type for easier reporting.
Priority
When completing your SPUD Site Diary you can set a priority from Low, Medium and High with the High priority sending an alert to the nominated person.
Staff on Site
A full breakdown of the number of different trades on site.
Text fields
A text field allows you to add the important information you need your team to have.
Add images
Add images to show progress, all images added through a mobile device show a map with the location and elevation from ground level so you’ll have all of the data you need at your fingertips.
Attach documents
You can attach any document you need your managers to have in relation to your report.
Dataflow
Fit For Work
Overview
In construction projects the labour trend moves with the programme.
With the requirement to increase and decrease the workforce on a project on a regular basis. A construction company needs to have very rigid processes in place to deal with the legal requirements of bringing a new person into your workforce. Several departments require information from that person. The project team sits between these departments and the new member of the workforce, along with all their other duties. They must ensure that they have completed a company and client health and safety induction, collect personal information like their address and telephone number. They then must get a name and telephone number for their next of kin. They will then be required to answer questions on their health to find out if they require an additional risk assessment before they can work on the project. The required documents then need to be signed to agree to the company’s policies and legislation as well as the ID check. The company must take a copy of their passport, driving licence or identity card. This document must be transferred from the project to the head office whilst operating within the strict guidelines of GDPR.
Understanding requirements
SPUD’s Fit For Work Module establishes the requirements for workforce members to reach compliance for a company. You can choose the sections of their profile that they need to complete. These include personal information, banking and tax details and Identification. You can create an electronic questionnaire with pass/fail answers as well as adding a declaration and signature. You can also attach hard copies of documents for them to print out, sign and then attach to their profile. The profile is marked as ‘Fit For Work’ when all the set requirements have been completed. If there are outstanding elements, indicators are shown on the users profile and for the manager saving and submitting the timesheet.
Features
Now all members of your workforce can upload their identification for review by your office with the strict guidelines of GDPR (insert link) with expiry notifications so you can ensure your workforce are fit for work.
Internal Training
You can now create internal training like ‘Tool Box Talks’, Inductions, RAMS and Task Briefings. Have your team complete them with the audit trail for having passed the information to them and the confirmation that they have read and understood the information by answering the questions you’ve set. When they complete the training it automatically populates in SPUD’s Internal Training Matrix, making it easy to see at a glance how compliant your workforce are. You can now add a COVID-19 Induction to your internal training and have it identify for all your managers on the Internal Training Matrix.
Tasks
With SPUD’s calendar at the heart of the system you’ve got total control over the tasks you set for any or all your users. Pick the document you want completed and simply schedule the task to be repeated on a regular basis, daily, weekly, fortnightly or monthly.
Document control
SPUD holds all of your company’s documents and puts the information each user needs right in the palm of their hand – but ONLY the information they need. No more and no less.
We’ve designed SPUD with the construction industry in mind, ensuring it can break down a huge mass of documents into manageable categories and sub-categories. Our project management tool makes it easy for you to choose which categories each individual user can see, and generally ease the entire construction process. And every single document has a reference number, an issue and revision dates so you know for sure you’re complying with that lovely ISO 9001 certificate you may well have hanging on the office wall.
So, no more of those mystifying random documents that Mick the Brickie brought with him from his last job! And we’ve made it as easy for your users as it is for you. They just choose the document they want from the category and download it. Then they complete and upload it. Job done – well nearly… Importantly, we know this isn’t information for the sake of it. You need to collate this stuff into various reports – which is why SPUD enables you to add questions/prompts that elicit the key information.
Database storage
What happens when your project’s are all done and dusted? Relax! We’ll automatically store everything for 12 months from the day you close it down (and open it up!). After that we’ll archive it in our database all free of charge for another year… Then it’s up to you – get the whole thing in a readable Zip file or make use of our storage tool for just £2 per month per 100gb of data (and of course, we’ll let you know in plenty of time before we hit your agreed retention date).
If you would like to discuss SPUD in more detail, and how our useful project management software could assist you, please call us today!
Mobile documents
SPUD enables you to create and distribute safety audits to your workforce whilst ensuring there is a complete and compliant audit trail.
Create your document with a range of question types, set weights against your answers to get notifications when issues arise on your projects.
Request a photo for any question and you can even ask the user to sign the document.
We’re currently designing reporting functions on these documents to push data back to management on all project functions.
All audits are exportable from the software tool in PDF, so far, we’ve helped customers set up:
- Site Audits
- LOLER Checks
- PUWER Checks
- Pre-start plant checks
- Pre / Post pour inspections
- Excavation check sheet
- Near miss reporting
- NCR
- Handover Sheet
- Permits to work
This list could go on forever.
Dataflow
Labour Management
Overview
SPUD’s Labour Management solution has been crafted to match the needs of the construction industry. After looking at the processes being carried out by construction companies across the country, a large section of the industry are still processing hard copy paper timesheets from projects.
Yes, this works and you can (with the right amount of people involved) get the timesheets to the head office, transfer the data onto a spreadsheet, get it to the director for approval and then get the details to payroll. The process we’ve designed from scratch allows construction contracts to catch all attendance for the workforce using a Biometric tablet, Facial Recognition or Geofence APP.
SPUD’s Labour Management solution adds all times to the timesheet which has been designed to collate the data restricting the times added by the conditions you’ve set for the project. Approval processes from project through to final submissions by the office allow you to take full control and have a complete view on your labour costs from start to finish.
SPUD’s Biometric Tablet works with fingerprint or an RFID card
SPUD’s Geofence APP
SPUD’s Facial Recognition Scanner
Features
Once you have invited your workforce to join your SPUD account, they have the ability to populate personal, banking and training information which is automatically available to every department of your business that requires access. Notifications are issued against the information entered to alert your safety department if the person has health issues or essential training has expired.
By using SPUD’s Labour Management Solution you can connect your project to your head office with no effort.
Geofence APP
SPUD’s Geofence APP is available on Android and iPhone for free. The app can be accessed by anyone who has been issued user details for SPUD. Your workforce can clock in using the Geofence perimeter you’ve set up for the project. You have the ability to move the project pin around the map then set a circumference distance around the project. Your workforce member must be stood inside this circle with their mobile phone to clock in or clock out. They will need to take a photo to prove it was them on site helping to remove the risk of dead men on your projects.
Biometric tablet
Our biometric tablet is one of the best in the world for biometric operations, we can be pretty sure of this as we’ve tried and tested our biometric tablet against many others on the market. Your workforce will need to register a fingerprint against the biometric tablet, and then at the beginning of their shift they press start on the tablet screen, add their fingerprint to the biometric scanner and they will be asked to confirm that the image and name shown on the screen is them. After they have clocked in, their attendance is visible on every managers’ dashboard, all clock in / out times are added to the time sheet and clock report.
Our biometric tablet is sold directly to you with a bespoke design stand and fixing bracket. The biometric tablet will work with Wi-Fi or we can provide a 4G sim card.
To allow our customers to adapt to the current issues with COVID 19, we have introduced RFID cards so your workforce can still clock in / clock out with NO TOUCH POINT REQUIRED.
Facial Recognition Scanner
SPUD’s Facial Recognition unit is manufactured by the world leader on access control. The Facial Recognition scanner picks up the worker as they walk towards the entrance and automatically clocks them in which is fantastic for keeping records of who enters and leaves the project. We can carry out a project survey to advise you on the best locations to install the SPUD Facial Recognition scanners.
Timesheet
SPUD’s Timesheet collates all clock in information registered against your workforce so your site managers can approve the times worked. Admins have the ability to set shift times for the project or the individual workforce member. The timesheet will automatically calculate the shift for each worker in accordance with the shift setting so all overtime will be approved with an audit log for the person approving. Your site managers will have the ability to edit and save the timesheet and your Head Office staff will have the ability to submit the timesheet so it can no longer be edited, enabling all costs to be added to the CVR for project cost tracking.
Training Matrix
SPUD’s Training Matrix is automatically populated when your workforce upload their certificates in the Labour Management section. The Training Matrix has a traffic light system to help you identify the current status of your workforce training. Notifications are sent to your health and safety department and project team to alert them to training certificates that are due to expire. With one click you can download a workforce members’ card or certificate. Handy filters allow you to search for workers with the certificates to assist with labour management.
Labour Report
The holy grail of any labour management system is the data. Our labour report gives you everything you need including a full breakdown of hours, projects and cost codes (trade type). All of which are exportable in the format you require meaning moving data to your payroll couldn’t be easier.
Clock Report
Our clock report allows you to drill into the detail. It records the history of edits and clock in / clock out times. These are filterable and exportable for when you need to have the conversation showing you hold all the cards.
Dataflow
