Time and Attendance Software Central » Time and Attendance

How to effectively note down time and attendance:

admin — Mon, 07 Nov 2011 09:49:22 +0000

It is a famous saying that time does not stop for any one, thus we should try to utilize each and every second so that in future we don’t have to regret for our any act. Time plays an important role from the beginning till the end of our life, decisions made on time means that there is a proper time of doing any work and if we delay then for sure we will regret for it. Time and its management is not only necessary for the adults but also for the children, some times we taught our younger ones to make a proper timetable but we ourselves are unable to make a proper schedule for ourselves. Managing the time is normally look like very easy but not for every one , many people make a schedule for themselves but doing your work according to your schedule is a way more difficult job to do so.

Time and Attendance

We people sometimes don’t understand the importance or the value of the things around us and take them leniently, similarly some things are really important and have to be done right away but we delay them and so it is called the lack of management. Time and Attendance system is such a system used by almost all employers to have full control on his employees and to have all the information regarding their duties. Time and attendance system is an impressive way of doing business it also encourages the employees to do overtime and get more income. Much software are there for the companies which provide them an easy go software within their budget, some employees in order to spread their organization and to get more progress put time keeping challenges in front or the workers and these software helps employers to deal with such kind of challenges. Such software help in getting rid of manual system as in manual system a lot of time as well as the money is wasted whereas in automated system there is no worry of any sort of error or blunder.

Time and Attendance system helps in tracking the attendance, maintaining a proper schedule, solve the payroll problems and payroll frauds also. It also looks after the overtime and manages it and fixed it in their payrolls. It makes the employees confident and they know about their self service very well. Through this system the time and attendance is not only recorded without any errors, but also there is a very low chance that the results will be biased as the human element can not interfere in the recording process and hence, distortion of data is never an issue in this case. At the same time, for all those who think that this process or system might be expensive, for them it is to remember that these software are not all expensive as a matter of fact are a one time investment that is often quite less compared to the monthly expense that a person will be incurring if he goes to any other approach in particular relying on clerks to carry out the same task.

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The dynamics of the new time and attendance automated systems:

admin — Thu, 13 Oct 2011 11:35:09 +0000

It is often said that time is tantamount to money, but on a close inspection of the day to day working of different successful organization, it is reveled that indeed that is the case. Time is indeed considered to be one of the most precious assets that any company can possess and indeed does poses. This is the reason why each year, different companies spend millions of dollars on making sure that their workings and operations are time efficient and indeed the employees or the workers that the organizations have are regular and punctual. As far as the process in concerned, it is without any shadow of doubt that the process can be streamlined by the installation of certain advanced equipments, but for an organization that relies solely on its employees or in other words, on human capital, making them more time efficient can be a troublesome task. To make them more time efficient, we need to make them be more punctual and regular as far as their job is concerned.

time and attendance

Having said that, punctuality and regularity is reflected by one’s attendance and the amount of time that he works hence by monitoring the attendance and the amount of time any employee work, we can monitor his dedication to the cause that is the company while at the same time, by helping the employee overcome his shortcomings as far as attendance and time is concerned, we can cultivate a culture in which a person will become more responsible and dedicated to the cause.

So what are the techniques that are being employed by managers to keep an eye on their employee’s time and attendance and indeed on the total working hours? Firstly, the use of automated attendance and time system has been introduced. This system is a fusion of two elements namely hardware and software. This new integrated system helps the manager to not only record data without any fault, but also it gives a chance to the manager to actually make some meaning out of that data by giving at his disposal certain analysis tools that are easily customizable and can vary from department to department depending upon the use. This is quite revolutionary in its own sense as it allows the manager to actually not only just record data but to also to gauge the performance of the employee in depth by the application of certain tools while at the same time, to carry out tasks such as different HR functions and Finance functions that otherwise would have used an expert but now, its just a click away. Secondly,Secondly, this time and attendance system is accurate without any flaws and there are no inconsistencies with it so it is reliable. Finally, the analysis and the reports of the analysis performed can be accessed remotely from any given location required that you have authorization.This means that you do not to be in the office all the time to keep an eye on your employee or the amount of hours he or she has worked today; you just need an internet connection.

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How Time and Attendance can be used to improve Workforce Management?

admin — Mon, 10 Oct 2011 16:31:38 +0000

Workforce management is a new term that has come to companies and its employees to work more efficiently and productively and to do wonders that would astonish the world around them through the proficient and well organized use of time and workforce. Through this workforce management companies and its employees are collectively bringing the best for the company and for its employees as well.

Time and Attendance

Now the question arises what is this workforce management? Workforce Management is a complete system that is used by companies of almost all sizes from small to large and from large to multinational or conglomerate to record each and every minute of working hours of employees working to be paid on hourly wages or on fixed per hour wage rate. This method is also useful for companies who prepare their costs on the process of job costing as in it; it is a requirement for companies to make a complete record of the number of hours that have been spent to finish that task or job order. The wide use of workforce management is found in production factories where labor is working in shifts and on flexible working hours completing specific production orders on the desired time. A delay in completion of the orders is a loss not only for the company but also for its employees because this would delay the overall process of converting raw materials to finished goods and the selling of finished goods to earn profits and the distribution of these profits to pay the wages of the employees. So the company and each and every one in the company try to manage time sensibly to avoid incurring losses.

When the management style of workforce management came to the business world it created many problems and difficulties for the company especially for the accounts and human resource department because they would have to not only control the workforce but also have to record large volumes of data of how many hours each employee or labor unit has worked for the completion of specific order they have been working on. This resulted in payroll frauds and decrease of confidence of employees on the company and of company on the employee. To avoid this many mangers took assistance from software houses and thought of shifting the whole system of recording attendance data from manual to automatic because the automatic system is user friendly and the chances of errors are very few. As the automatic workforce management system records each and everything required by the accounts and human resource department through the use of barcode badges having complete information of the employee, biometrics using biosensors of hands fingerprints or facial, magnetic strip cards and touch screen. Now when ever the employee or labor unit enters or leaves the company he/she has to show his/her card or biometrics to the machine installed at the entrance of the company and then the doors of the company are opened or closed for them. So now when the employee or labor unit entered or left the company is recorded in the most efficient way and with confidence.

The data accumulated from the machine is then used by the accounts and human resource department at the time of payment of employees and labor unit. The time and attendance of the employees or labor unit is multiplied by the hourly wage rate and the daily, weekly or monthly wages are calculated. The time and attendance of the employees or labor unit is also used in calculating any bonus and benefits. So in this way through the use of modern technology many successful companies are improving their workforce management day by day to bring out the best for them and for their employees!

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badge log used for attendance

Advantages of Managing Employee Time and Attendance

admin — Sun, 31 Jul 2011 18:24:07 +0000

As new businesses continue to enter the market and grow exponentially, it is inevitable that the workforce employed by them will grow too. If you have a small enterprise with the employees being people you know, keeping a tab on their comings and goings may not be a priority. However, for multinational corporations employing hundreds of people across several departments, keeping a track of employee activity has many advantages.

The greatest benefit a company gets from tracking its employees’ timings at work is that it allows for greater accuracy in salary calculations. Since most people work on an hourly wage system, it is only fair that they get their effort’s worth of payment as well. If there is no way of documenting how many hours a particular person has put in, there is a high chance he may be paid for less time than he invested. This will tend to bring down worker morale and may even cause the employees to deliberately become inefficient. On the other hand, some employees may try to cheat the system and receive a greater salary than their work-hours may allow; the lack of documentation works in their favor. If the situation goes unchecked, it will have a negative effect on the workplace and create tensions which prove counter-productive.

Aside from making payroll calculations easier, recording employee punctuality and diligence can aid in acting as a filter. Data collected over a long term will reveal those employees who have always come to work on time and those who excessive absentees. This data can be used as a factor of evaluation when considering candidates for promotions or bonuses, thus allowing only the deserving a chance to climb up the ladder. Administrators will be more pleased with people who prove their ability to conduct themselves professionally, as opposed to someone who will frequently be tardy or unavailable for work.

Even from a security standpoint, it is a good idea to manage employee attendance and work-hours. With terrorism and other threats becoming more real, it would be wise for any enterprise to know its employees whereabouts. In the event that anything untoward may happen to the business, it might be possible to point out the suspects based on peculiar trends in their attendance records. This is not to say that an enterprise must be mistrustful of all employees, but it isn’t an unwise precaution to take.

Whether for the safety of the business, the efficient management of salaries or sifting for the best, employee time and attendance is an important variable to manage. There are several programs available today that allow companies of any stature the ability to monitor its workforce. Through the use of these programs, human resource departments can obtain important time and attendance statistics which can be used in re-allocating employees between departments or even determine their employment status. The bottom line though is that maintaining such a database allows excellent insight into the way your workforce functions. If used correctly, it can greatly boost the efficiency of your endeavor.

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Data Collection For Time And Attendance

admin — Thu, 21 Jul 2011 18:31:27 +0000

Time and attendance data is extremely important for organizations. This data after being collected is fed into the time and attendance systems and software so that effective data management can be performed. With the modern time and attendance systems and software, the design is such that data from any device or source and be read by the system and then the software can use this data for preparing various reports and showing trends throughout the organization.

There are many different kinds of systems and devices that are used by organizations for the collection of employee time and attendance data. One of the widely used and most authentic of these systems is based on biometric devices being used for data collection purposes. These devices use physical characteristics for identification purposes and hence are very effective in validating whether or not an employee is present in the office or not. The installation, management and maintenance of these devices is relatively easy. The best thing about these devices is that they offer high levels of accuracy and reliability In addition; the administration and office management is also saved from the hassle of making identification cards for the employees. Biometric data collection devices can also help in elimination of buddy punching.

The barcode devices are also used as a method for collecting employees’ time and attendance data. Under this system, employees have cards that they can swipe. These cards have a barcode and helps in performing access control and also in tracking employee attendance and schedules. Another data collection method used by organizations is the RFID readers. Every employee has a card with an RFID tag on it. These tags are unique for individual and cannot be copied.

Magnetic stripes are another way of data collection for time and attendance. In this system, there are devices that read ID cards. These ID cards have a stripe of magnetic oxide tape attached to them. This method of data collection is very cost-effective. In addition, with the Magnetic stripe, more data can be held as compared to Barcode.

Organizations that cannot spend excessively on extra hardware and devices for time and attendance data simply place PC workstations or laptops in the office. These play the role of data collectors and use a password. With these workstations, any kind of devices or peripherals can be added for reading time and attendance data.

All these methods for Time and Attendance data collection are those used for keeping the data of the employees who work from the office. Many companies also have employees who work from home or other remote locations. For them, there are mobile devices that can be used for data collection. Many companies use landline phones for voice authentication and granting clearance and marking attendance. GPS technology plays a very significant role in Time and Attendance data collection for companies. All the collected data associated with time tracking and employee attendance is managed in a very organized manner by the software and helps in managerial decision making.

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Best way to keep Time and Attendance

admin — Sat, 16 Jul 2011 15:13:31 +0000

For companies, it is very important to keep correct record of time and attendance. This is important for many reasons. The very top reason is for the calculation of salary of employees. Other than this, regular, timely and reliable record of employee time and attendance gives an insight into the employee performance in your organization. In the past, there have been many ways in which time and attendance have been measured and kept record of. Largely, many manual methods were used for keeping time and attendance.

There were a few drawbacks to these methods of keeping time and attendance. The most prominent one was that these records were not completely reliable because they were manual and could easily be manipulated and exploited. In addition, there was subjectivity involved in the records. The administrative cost was also high. There was also high likelihood of mistakes and errors being made to the records.

This gave rise to the need for automation in keeping time and attendance. Improvements started being made to the time and attendance recording. Companies started using time clocks for keeping time records. Employees were given punch cards. These cards used RFID and barcode technology. These cards are still in use in many organizations. With these cards, accurate record of employees’ checking in and out time can be recorded when the card is swapped.

While this method of keeping time and attendance records was good relative to the previous totally manual system, this was not the optimal level of accuracy. This was because of many reasons. The first and foremost of these reasons was that anyone could swap someone else’s card and the system was not able to know whether the person who swapped the card was the owner of the card. This system did nothing to stop buddy punching. People brought colleagues’ punch cards and swapped them in the system even if the owner of the card was very well absent.

In these circumstances, there was great need for a system that could not be fooled and which was the best of the best. There are many companies that are using such systems. These systems are based on biometric technology and identify people through fingerprint, irises and voice to record their time and attendance.

Biometrics allow for recording Time and Attendance in a way that is based on state of the art technology. The biometric technology devices are connected to computer systems. There is a high level of integration between these systems and the computer software. As a result, everything from data collection of Time and Attendance to the management of this data, everything is perfectly accurate and completely objective without anyone’s personal judgment tainting the records. The best way to keep time and attendance record is to keep them completely up to date and current. This will also ensure accuracy and fairness in appraisal of performance. Most of the organizations have yet to go a long way towards optimization of time and attendance recording.

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How Time and Attendance Helps Manager in Understanding the Workforce

admin — Sun, 10 Jul 2011 10:30:25 +0000

Usage of Time and Attendance in organizations is becoming highly common lately. Time and attendance methods and processes used in organizations are commonly considered all about tracking the employees. The use that the organization and management make of the time and attendance systems and software depends upon the organizational view of the system and the perspective that is held about time and attendance.

Contrary to the typical view, time and attendance is not all about the tracking of the whereabouts of employees. There are many other functions that time and attendance can serve. Time and attendance systems and software show the trends of timings and attendance of employees on various days. However, there is much more that that to it. It is not important to just notice the trend of time and attendance, but making sense of it is also very important.

By looking at the trends of time and attendance and then doing some analysis, the manager can get to notice trends and patterns of employee behavior and the performance. With many of the software of time and attendance, workforce analysis tools are available so that the manager can analyze absence and employee timings in a more detailed and sophisticated manner.

By identifying patterns and spotting various trends related to employee time and attendance, managers can identify if some employees have made a habit of being late or being absent from work. Considering that this kind of behavior disrupts the business, it is important for the manager to get to the bottom of it and understand if there is any problem and if it can be solved.

Being a manager is not just about getting things done but it is also about doing it effectively. It can be done effectively by enabling employees to do it and by making sure that the employee has the right skill set for performing the task that he or she has been assigned with. The incompetence of an employee is not his or her alone, but also reflects on the incompetence of the manager, as it is the manager who is supposed to enable the employee and get the job done.

Through the extra tools and features that are available with time and attendance system and software, it becomes possible for managers to study in detail the causes of the absence or delay on part of employees and then also study the frequency of such behaviors.

Whether an organization or manager wants to use time and attendance in the most basic manner for the most basic tasks and tracking and timekeeping or there is in depth analysis of the various trends noticed is entirely up to the management of the organization. Organizations that are focused towards employee excellence and are moving towards effective workforce management are more inclined towards using Time and attendance for much more than the mere tracking of employee attendance and timings of work. They identify behavioral patterns and then devise solutions for any possible problems that may be there.

Saving through Automated Time and Attendance

admin — Thu, 23 Jun 2011 14:49:05 +0000

Time and attendance are important aspects in HR and are significant toward effective employee performance and organizational performance as well. Automation of these factors has made things a lot simpler and easier for HR managers. They now don’t have to emphasize on supervising the entering and maintenance of employee attendance and time tracking data. Rather managers can monitor the time and attendance through the automated systems and take corrective timely action for resolving any problems that arise.

Through the implementation of automated systems for time and attendance, it becomes possible for organizations to save on many different fronts. First and foremost is the extensive payroll costs. Through the automated system, the payroll costs are eliminated, which means that the resources previously used for entering, updating and maintaining data are not required anymore. This also saves the organization the costs that previously used to be incurred when payroll errors were made.

Another great benefit of these automated systems is their report-generating feature. The system is capable of generating reports that are pre-built. Hence, the HR manager can automatically be alerted towards any employees who are on the verge on incurring overtime. This means that the costs previously incurred on monitoring and report generating are also eliminated. In addition, there is the increased benefit of getting very timely reports that don’t require any tedious work on part of the manager.

For organizations that use manual system for time and attendance tracking, automation means elimination of all the costs on the ribbon and ink in case of the typical punch clock system. Automation can save the organization all these costs in long-term and there is also the benefit that reviewing of all the information becomes much easier for the managers.

Considering that every organization has different issues and organizations vary in size, different kinds of automated systems are likely to be suitable. That is why; proper research should be done before a system is purchased.

Time theft is a common problem in many organizations. This incurs labor costs for the organization and also costs the organization in terms of the valuable time. Time theft can be done in the form of late arrival on part of the employees, or going early or in the form of wasting time during lunch hours. If multiple employees in an organization do this everyday, multiplying the number of employees by the stolen time by the number of days get a very high figure. By implementing an effective automated system for monitoring time and attendance, this problem can be solved once and for all. This is likely to bring the organization lots of savings in the form of fully utilized time that creates value for the organization instead of being a nuisance.

When we weigh the expected benefits of automated Time and Attendance, the benefits are much higher than the costs. After doing a one-time spending on the automation, the organization can reap the benefits of the automation of Time and Attendance for years to come.

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Benefits that come from tracking of Employee Time and Attendance

admin — Sun, 19 Jun 2011 13:55:07 +0000

Employee Time and Attendance tracking is an important area for any HR manager and requires constant attention on part of the manager. This is important not only for maintaining the efficiency and productivity, but also an important input in employee performance management.

Considering that there are automated systems for tracking employee attendance and their time, it is important to bear in mind that it is just a system and it only tracks and measures the attendance and timings. The rest is in the hands of the HR manager who is responsible for paying attention to the indications provided by the system and then take actions accordingly. There is a need that excessive absences should be noticed and then action be taken to remedy the situation so that it does not have any long-term side effects.

Tracking Time and Attendance actually highlight for the HR Manager indications about the level of absenteeism and turnover is the organization. The onus of responsibility lies on the organization to make sure that its employees are healthy, not only physically but also mentally. By the tracking of the time and attendance of employees, one gets insight into the level of absenteeism of each employee. Absenteeism is a clear indicator for burnout and exhaustion and turnover. Hence, knowing the level of absenteeism helps HR managers to look into possible solutions for keeping the employee happy with the job and organization.

Rewards are another area in which employee performance with respect to the attendance and timings count to a great extent. Completing jobs before the specified time is an important factor in employee performance. In order to encourage employees and to have an overall positive environment in the organization, rewards can do wonders. Whether these rewards are monetary or merely in the form of recognition, they tend to increase employee morale and motivation. Rewards on the basis of work hours and attendance can be arranged.

Before any systems are applied for the tracking of attendance and work hours, it is important that different kinds of leaves and absences should be defined in categories. When each and every category is defined and documented and there is clarity regarding the absence policy, the employees are going to follow the proper method for taking time off and providing the reason for absence.

Having good systems for employee absences and leaves is going to have the advantage that long absences of employees are going to be done after application and notification. This gives the HR manager the opportunity to plan how to cover for a particular person and get someone to fill in for that person.

When there are systems present for Time and Attendance, people can also devise ways for taking advantage of the system. In order to avoid this and get the best of Time and Attendance, it is important to remember that the systems only offer the main indicators and it is the manager who has to make adjustments regularly on a real-time basis in order to get the best from the systems.

Time and attendance tracking should be easy

admin — Wed, 25 May 2011 18:29:13 +0000

Prior to the existence of software and systems which aimed at monitoring employee time and attendance, everything was done manually. There was a lot of paper work which had information on each employee of the company and the management was required to be organized and correctly update the information every day. Along with the tiresome paperwork, the management in charge of tracking the time and attendance of employees spend hours and hours just to maintain and update the records. Not only that, the work extended to payroll management of each employee which had to be done in accordance to the individual work schedule, pay rate and the actual hours and days worked. Due to the tedious nature of the work, managers mostly skipped the step of checking the hours and days worked by each employee, and resorted to paying the employees assuming they worked the required hours.

It doesn’t have to be that way now in the world of today. There are various software and systems which allow the management to cost-effectively and easily monitor the employees. Such time and attendance systems are easily available everywhere, even on the internet. All the management has to do is initially input the information of each employee. The systems mostly come with performance enhancing machines like biometric time clocks which correctly identify each employee and match and input the information accordingly. At the time of arrival and exit, all the employee has to do is come in contact with the scanning machine which is used to input information. These machines could be hand scanners, fingerprint scanners or simply punching card machines. Once the employee uses the machines, the system automatically registers the time and attendance of each employee. The system helps identify employees who are slacking or consistently absent by matching the information obtained everyday with the standard or benchmark hours and days required to work.

Moreover, the time and attendance software help in payroll management. These software are customizable and usually come with additional features which do more than just track employees. All the management has to do is click on the option of generating payroll of individual employees. The software automatically creates payrolls keeping in consideration the different pay rates and work schedule of each employee. Not only that, the payrolls generated by the software also takes into account the employee’s pay based on the hours and the days worked by each employee. This eliminates the company’s chances of wasting money paying employees who do not even deserve the money.

Time and attendance tracking is extremely important for a company if it needs to be profitable and productive. The time, energy and resources wasted by tracking employee time and attendance by use of traditional manual method is detrimental to the company’s overall economic and managerial health. So why not make it simple and easy by adopting the time and attendance software which are readily available and come with various additional features which cater to every company’s individual needs.

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