The challenge – turning round the inefficiencies resulting from labour intensive processes

The main challenge Patisserie Holdings faced was to overcome the collection of payroll data from across their 170 restaurants on a timely basis. To ensure payroll deadlines were met required a significant amount of head office resource which proved inefficient.

Secondary to this was ensuring that new staff could be enrolled to meet the operational needs of the business in terms of successfully processing them through the HR and payroll process in a structured and well organised manner.

The gathering and analysing of data using Excel, although ideal for the business in terms of control, visibility and analytics, was fairly manual in its creation and required a significant amount of human involvement to ensure that the processes were efficient.

In short there were processes in place that managed the business effectively but they proved labour intensive and did not always fully meet the needs of the Operations Managers and the payroll team.

Patisserie Holdings is a successful brand operating 170 restaurants across the UK employing 2500 staff. The chain creates luxury handmade cakes and patisseries as

well as offering a continental menu in their cafes.

PATISSERIE HOLDINGS - The journey so far

THE GO TO PROCUREMENT SOLUTION FOR THE HOSPITALITY INDUSTRY

Setting the wheels in motion

The appointment of new Group Financial Controller, Suddy Bharaj, sparked the drive

to find a more transparent and seamless process that would match the existing

financial controls in a more efficient manner.

This set the wheels in motion to undertake a full 360° business review of payroll. As a result,

Patisserie Holdings approached us to see if there was a way to integrate payroll into the wider Procure

Wizard functionality as they were already using our Purchase to Pay solution on a daily basis. Using Procure

Wizard was appealing as it removed the need to bring in a new IT provider and training personnel on yet another platform.

Transforming the payroll process

After some in-depth fact finding, project planning and hands on investigation, we mapped out the process that would both meet and surpass the expectations of Patisserie Holdings. The end goal was to completely eliminate all manual processing and provide a complete end to end solution, on a hosted cloud server. This was required to not only transform the payroll process, but provide financial visibility to both shop managers and head office to give them real time productivity KPI data to monitor and improve productivity across the entire business.

Delivering the Time & Attendance solution

In partnership with Patisserie Holdings, we set the timeline for replacing the existing system and migrating to Procure Wizard. This was broken into 3 distinct categories;

• Employee onboarding• Data gathering & approval• Payroll Integration

THE GO TO PROCUREMENT SOLUTION FOR THE HOSPITALITY INDUSTRY

www.procurewizard.com

Implementation period

The project took 8 weeks from start to finish covering all the stages above and the entire payroll process

from beginning to end is now controlled through the Procure Wizard Time and Attendance hub. Importantly

the solutions have been adopted into the business with very little pushback as this was seen as a natural progression

to the functionality that the Patisserie Holdings team were using on a daily basis providing a seamless transition for all.

How it has helped Patisserie Holdings

“We are able to significantly speed up the process of employee recruitment from interview to start to payroll approval, this has ensured the Operations Team have the resources available to meet the customer’s needs, without being hindered or held back by internal processes.”

““We now have visibility on a daily basis available to managers, regional managers, area directors and head office personnel that is both real time and directly linked to our sales to give the managers the tools to achieve the very highest of standards of labour control within the industry.”

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THE FIRST CHOICE PROVIDER TO LEADING HOSPITALITY GROUPS IN THE UK FOR A REASON

716 company dishes

322suppliers

2446 employees’ hours tracked through Time & Attendance

Matthew Armitage Head of Procurement & Supply Chain

Developing for the future

We are actively working with Patisserie Holdings to integrate a wider network of HR related modules into the business including all the management and absence tracking.

The experience of working with Patisserie Holdings has allowed us to develop the functionality that has now been rolled out to our wider client base and we’re delighted to welcome on board a number of new and long standing clients to enjoy the benefits of our cloud based Time and Attendance wizard.

Admin: 0844 801 2009 Support: 0844 801 2008 Email: info@procurewizard.comWeb: www.procurewizard.com

“Working with Procure Wizard doesn’t feel like your typical supplier/buyer relationship. They made sure they interacted as much as possible with us to fully understand our needs which is evident with the finished product. The Time and Attendance solution has exceeded our expectations in every way and transformed our operation by freeing up so much time and making us a

far more streamlined and efficient business.”

Suddy Bharaj, Group Financial Controller

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