Posts Tagged time and attendance systems
The dynamics of the new time and attendance automated systems:
Posted by admin in Time and Attendance on October 13, 2011
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?
Posted by admin in Time and Attendance, Uncategorized on October 10, 2011
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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Basic Questions Regarding Time Tracking Software
Posted by admin in Time Tracking Software on August 18, 2011
For a major company, time is equal to the profits that it can make from the market. For this reason many corporations take monitoring and tracking software seriously, since it allows them a specialized level of control over
their workforce. Most of the time these programs are easy to understand and operate and they provide reports which are highly useful in employee and productivity analysis.
People often have some pressing questions to ask about time tracking software. Amongst the most common is regarding who’s doing the monitoring and recording of the data. This is natural because most people have grown up seeing their attendance being recorded and compiled in some manual fashion, which is why the advent of software confuses them. The fact of the matter is that these programs are installed onto a central computer connected to the office network. Every employee must access their workspaces through the software and only the main server has right to access and alter any options. This way, employee activities and durations are monitored on a live timescale.
Some also wonder which activities are actually recorded, given that these time tracking programs have several customizable options. Essentially, a time tracking software monitors all employee activity performed on the computer. This includes the time spent working with software related to the task as well as internet browsing history. Some software also offers the ability to log the applications launched by an employee as well as the names of documents accessed, in order to ensure that this individual is focused on his task. Based on this data, a manager evaluates how well an employee is contributing to the workplace and how productive he’s being. If an employee or a group is underperforming, it is the manager’s responsibility to take steps to correct the problems and bring everyone back up to speed.
Given the nature of these tracking software many employees feel threatened and scrutinized beyond their comfort threshold. These people believe that having a time tracking software installed in your office is the equivalent of spying software, which will infiltrate their privacy and could be used for unfair and illegal purposes. This is completely untrue; tracking software is made specifically to aid managers in monitoring the work environment and not spy on it. The capabilities of such software are restricted to prevent any infringement of personal space, and hence they lack keystroke logging and the ability to access email accounts and personal information. As stated earlier, only the server has the right of access. When you send an email or type a document, the manager will not be able to access and read the content that you are typing; he can only see the nature of the activity you are engaged in.
Time tracking software and scheduling software are two assets to a company. Through the data obtained from the time tracking software, a manager can use the scheduling software to create suitable work scenarios in advance, complete with the hours required to finish a particular task and the nature of the task as well. This way, office communication is improved and the workplace is able to accomplish more in less time. And at the end of the day, time is indeed money.
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Getting Time Tracking Software on the Go
Posted by admin in Time Tracking Software on August 17, 2011
Time tracking software is generally thought to be something meant for only corporate use. This belief is not completely invalid; many companies, big and small, use such software to monitor their employee’s time habits. It
helps eliminate buddy punching, decreases the cost of labor and increases accuracy of the business.
With the rapid advancement of technology as we know it, time tracking software is becoming increasingly portable. Given that the modern office setting is also changing, with many employees working from home or remote locations, the presence of portable time tracking programs is an asset. It reduces hassle of manually collecting information, the risk of error and allows greater work flexibility.
The portability race has gone so far that today employees can download a customized time tracking application onto their smartphones and use them to punch in their attendance regardless of location. For people with jobs that require going to remote locations frequently, these applications are a lifesaver, allowing them to communicate with headquarters easily. Because everyone has access to a smartphone, obtaining the applications is also not very hard, and the setup process is also smooth. Whether you are a construction worker, a field-based tradesperson or even a plumber, there are many advantages to obtaining such software on your phone.
Based on the workflow of the company, the mobile-based software can be customized to carry out any number of tasks. Not only will it track how much time the employee spent while at work, but also keep a record of the amount of time spent on lunch breaks and the likes. The main software located at headquarters can communicate with the mobile devices and maintain an updated record of each employee’s activities easily.
Because of advances in smartphone technology, employees can transmit data remotely from their phones to the office. Because of this, offices can keep track of an employee’s progress at work while at the same time keeping track of his productive time at work.
Some employees may think that there is no way their supervisor can know where they are, so they’ll try clocking in to work from their home and go back to sleep. However, the advantage of having portable time tracking software is that it incorporates the use of GPS. When you clock in, your phone immediately transmits your current location to the central database as well, enabling your manager to know exactly where you are at a given time. This reduces incidents of workplace defrauding, and ensures that the employees go to work as they should.
Most smartphones are capable of acting as biometric scanners owing to the in-built cameras. Through the use of these, the time tracking software ensures that each employee clocks himself in. with a reduction in the incidence of buddy punching, the time and attendance software at headquarters will be able to record all data more appropriately. This reduces the hassle when it comes to calculating amounts for salaries. Time and attendance software also helps in finding cases of excess absenteeism subsequently helps in weeding out inefficient workers. Time tracking software is a great way for employees to further prove their worth to the workplace.
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How is Forecasting Made Easy with Employee Scheduling Software?
Posted by admin in Employee Scheduling Software on August 16, 2011
There are several different kinds of programs available in the market that helps organizations in monitoring employee habits. Scheduling software is one such program which keeps a record of employee task assignment and
ensures workers spend the maximum amount of time on productive work.
This kind of software is not only used by corporations but also by software developers who like to keep a track of the time they’re spending on each phase of a particular project. Plenty of programs are available which allow the manager of a company to oversee its employees on different dimensions. Project managers make use of scheduling software to make cost-cutting moves and complete tasks in an economical manner. It also has great implications in the realm of task forecasting, since the programs allow for insight into work habits of employees and tasks are assigned according to their capabilities.
Forecasting essentially relies on a manager’s ability to accurately estimate the time it will take to complete a certain task. This is necessary because clientele have strict deadlines and even the slightest errors in time could cost the company grave setbacks. In order to avoid incurring any financial losses, a manager must have excellent insight into his employee’s habits. With scheduling software in place, his job is made much easier; the program records the time spent by each employee on an assigned task and generates comprehensive reports on their efficiency. Because everything is done automatically, the chances of error are greatly reduced and this improves the reliability of the data. Using the reports generated, a manager can gauge the average time taken by his team to complete projects, and hence choose the kinds of jobs he takes up for them to do. In this way, scheduling software allows the manager to choose clientele he can prove reliable to.
Another way in which these programs are excellent is because the reports they generate can be specified to show individual and team performances. By reviewing these, a manager can decide on reallocating diligent workers with a consistent record to areas their skills can be utilized best. Also, when forming a team to tackle a particular job, these reports will be able to help the manager select the most reliable crew.
Following on the same area, managers can also use the reports generated from scheduling software to create work scenarios that are in accordance with the comfort of the employee. This prevents the workers from suffering stress due to their work or burnout due to pressure. A happy employee will tend to put in effort to complete his work on time and maintain the standards expected of him. In short, the software helps create a more relaxed yet productive work environment.
Time and attendance software help keep track of employee work hours and their frequency of attendance, but the presence of employee scheduling software in the workplace is a great additional tool for employee evaluation. While time and attendance software will only tell a manager if they are coming to work or not, the employee scheduling software is capable of telling the manager how efficient a worker is. Whether in consideration for an increment in pay or a promotion, an employee is only as good as the outcomes he produces.
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What are Some Popular Features of Employee Scheduling Software?
Posted by admin in Employee Scheduling Software on August 15, 2011
As modern corporations continue to grow in size and open branches in different geographic locations, it becomes exceedingly difficult to track each employee’s whereabouts down. Not only this, but keeping a check on their
work hours and the tasks assigned to them is also becoming harder to accomplish.
In order to ease the process and attain maximum productivity, there is a need to employ the appropriate kind of employee scheduling software. Using the right software can really facilitate calculating work hours and the amount of time spent by each employee in a quick and comprehensive manner. However, just one program is not capable of catering to all companies; each corporation uses a different, personalized version of the most popular programs.
Beyond being a log of the number of hours worked and the time spent on particular tasks, there are other common features of today’s employee scheduling software. Among these are the ability to import and export data, generating regular reports and online schedule-posting.
The most effective employee scheduling software store their data on a central server, which can be easily accessed by any individual who is authorized to do so. When the software is first set up, all the employee data can be automatically imported onto it from the existing database, thereby saving the hassle of entering everything manually. The information is quickly integrated and organized for the system for its use. Exporting the data is also easy, since managers can pull up reports on a particular employee’s performance and send it to a particular computer or server located elsewhere with a simple click of a button. It is even possible to send data on to a portable device to carry around.
Since the software keeps track of employee habits, it is possible to generate reports on a regular basis, as per the managers needs. These will show the employee’s time spent on assigned tasks as well as give a few statistics on the average time taken, the number of tasks completed and the total time worked in the company. Using the data from these reports, the manager can gain insight into his employee’s productivity and use this as a tool to assign certain high priority tasks. The best software also allows managers to obtain reports on how consistent an employee has been in the long run.
Online schedule-posting is another feature that is quite popular among new software. It allows managers to draft a work schedule based on the reports generated by the scheduling software, so that the employees are given work according to their capacity. This prevents employee burnout and reduces stress levels. It also allows the employees a clear idea of what is expected of them for a given time period. When the entire company is on the same page, it helps achieve maximum growth.
Employee scheduling software is truly a blessing in disguise. In conjunction with time tracking software it is capable of creating the most optimum work conditions possible. With time tracking software a manager can look at the amount of time his team members spend productively working, and using this data in the employee scheduling software will produce the most efficient schedule for completing tasks. It depends on how well the HR manager can handle the situation at the end of the day.
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Why not to Trust Online Demos on Employee Scheduling Software?
Posted by admin in Employee Scheduling Software on August 14, 2011
Online media websites like YouTube and MetaCafe contain several videos posing as demos to create your own employee scheduling software in just a few steps. These short videos make the process of creating your own
software seem like a breeze, when in fact it is quite the opposite. What must be understood is that they are only about 5 to 10 minute long and show the bare minimum aspect of creating the most basic kind of software. They do not capture the amount of time that it takes to understand the various software tools necessary to create the software, nor do they show how time consuming the overall process actually is.
These videos are misguiding because they don’t tell you the exact time needed to create scheduling software. Only gifted developers can get a decent program running in five minutes worth of effort; if the process was really that simple there would be no need for professionals at all!
Most of these programs contain complicated features which only a professional developer has a sense of. Even if a layman is able to create a basic program the fact remains that it is a basic program; for companies employing hundreds of people such a setup will not work at all. What the demos do not show is how well they work in a practical scenario such as a company. If this was done, it would prove the capabilities of the software and enable people to gain some confidence in the videos. Assuming that a person is able to create practical software in minimum time, another problem presents itself; different companies have different needs, and no basic software has the ability to cater to every need.
Developing software from scratch is not only a waste of time but also of money. This is because the company must hire additional personnel and pay for their services as well as for the development of the software itself. The amount adds up to becoming a lot, and this sets back companies by a fair amount. Also, the internet is replete with a large number of programs that cater to your specific needs. Only in the event that your company has very unique demands and no conventional software is helpful, should you consider hiring a professional developer for a customized solution.
It is quite easy to be mislead by these videos of employee scheduling software, since there is no guarantee of their reliability or their authenticity. Given the fact that there are so many vendors of time and attendance systems and employee scheduling software, one should first approach them and seek a competent program. In the long run it will save you and your company the time, money and frustration involved in creating your own time and attendance systems. As managers of HR departments, quality is an item that cannot be compromised on, and hence it is your right to demand the best product. Only then will your business be able to gain the right benefits and grow in terms of its productivity.
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How Can I Protect Information On My Time & Attendance Systems?
Posted by admin in Time and Attendance Systems on August 11, 2011
Almost every company has an HR department responsible for monitoring employee habits. Part of this involves recording the time and attendance of the workers as well, which is normally done by a centralized time &
attendance system. While initially the process was carried out manually, today’s company’s prefer employing a more cost-effective, automated method of maintaining attendance records. This saves the company costs of hiring added personnel as well as on resources like paper. Surely, a system that saves the corporation human, financial, and natural resource is an amazing thing to have.
The time & attendance system eliminates manual work and computerizes the whole process. However, even automated systems are not fool-proof and are at risk to security breaches. For companies using biometric technologies such as thumbprint or retinal scans, employees worry about the use of this information if it gets in the wrong hands. What they don’t know is that modern systems allow for limited or restricted access to data, unlike being openly accessible to everyone. By using the features available, management can secure personal information like social security numbers and insurance ownership of its employees. With options allowing for highly restricted access, it is possible to prevent different departments from viewing information about an employee that is not of use to them.
Apart from limiting access it is also possible to encrypt the data stored on servers using complex algorithms. Software developers offer services which make it easy to encrypt the data and protect it. In order to obtain the information in its original form, the decryption software must be provided with a unique key. This key can be made available to only those personnel who need to make direct use of the data stored on the servers, while all the others will be unable to decipher the content.
An employee’s personal information is a company’s responsibility to protect and if there is reason for the staff to believe that security is inadequate they must pressurize the management into taking proper steps. Otherwise hackers and other individuals may breach into the server and extract data which could be used for illegal purpose.
Some systems offer a chance for data to be rotated continuously through several remote servers connected to each other. This method may not be as safe as encryption, but the continuous rotation makes it hard for any illegal breach to occur. Systems can also be designed to annihilate data or export it to another location upon detecting a breach; however the time taken to export huge quantities of data means that some will be lost to the perpetrator.
There are more and more options available to protect your time & attendance systems. Software developers are also always available for consultation and can help devise customized security solutions for your time and attendance software. However, one thing is important to remember; irrespective of the steps that you can take to protect your time and attendance software or time & attendance systems, the real responsibility lies in the HR manager’s ability to handle them effectively.
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Why Managers Love Today’s Time & Attendance Systems
Posted by admin in Time and Attendance Systems on August 8, 2011
In order to effectively manage employee working hours the time & attendance system is a tool used by all companies whether big or small. This system is responsible for automatically collecting and updating data, which
makes it highly efficient and greatly simplifies the job for human resource management. With highly customizable features, the system can be used on a wide variety of platforms according to specified criteria and can be employed in areas of government, healthcare and even retail management.
The modern HR manager loves such a time & attendance system because it offers quite a few benefits to him, because of which the company is able to run on optimum. These benefits extend to several areas of management and hence make time and attendance systems highly useful.
A good time and attendance system can cause a reduction in the payroll administration. This reduction is not just in terms of time, but also in risk of error. If employee attendance was maintained manually, a lot of time would be invested in analyzing clock cards and recording things down by hand. The risk of error in reading data correctly and recording it accurately would also increase owing to the manual nature of the work. Because of increased automation, an employee’s work hours are accurately recorded and all relevant payments are saved immediately.
Managers also tend to love these systems because they allow managers to draft a complete history of each employee’s attendance record which is easily available. A full annual absence calendar can also be created which tracks each employee; this calendar can act as a good performance evaluation system. The same tracking system will record how many holidays have been assigned to a particular employee, how many they have used and how many are left. Employees can access the database to find out how they’re faring and plan their next vacation according to the number of free days they’ve got left.
Since all workforce attendance entries are recorded, a manager attains greater control over his staff. He can easily keep a check on the comings and goings of his subordinates and check on the jobs that an employee is working on at a given time. By reviewing this information a manager is able to assign high priority jobs to those employees with a consistent track record and thus ensure that all clientele are delivered their outcomes on time.
The modern time & attendance system is capable of controlling access to allow only authorized individuals in specific areas of the company. Managers are thus able to create rules to restrict entry and maintain company security.
The time & attendance systems of today has come a long way from its predecessor. It is highly sophisticated, flexible and of great use to a company. Through the use of systems such as this and scheduling software, managers are able to make decisions to change office policy to make it more conducive to productivity. Together with the time & attendance systems, scheduling software has allowed managers the ability to work on a whole new dimension; one that can help the company excel.
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Collective Agreements and the Time and Attendance Systems
Posted by admin in Time and Attendance Systems on August 5, 2011
Time & attendance systems are used by a diverse array of companies both big and small. Regardless of size, these systems are an invaluable asset in efficient management of employee records. The employer receives the
benefit of having complete oversight of his employees’ work hours and attendance frequency, thereby allowing him to calculate payroll accurately and avoid any future inconveniences.
Collective agreements refer to an agreement in writing between the workers and administration of a company regulating the duties of each side and the terms and conditions of the workplace. It is unlike labor union and company agreements because they can be drafted for a small or a large group of employees looking to find the best deal for themselves. While this may seem like a way to manipulate the workplace to gain benefits at the employer’s expense, there are quite a few benefits for the boss as well.
Through the bargaining process, employers are able to get better estimates of human resource budgets since all pay increases are scheduled in advance and can be fed into the time and attendance program at the start of the year. This will eliminate the need to continuously update the process and saves a large chunk of time in the long run. Employers can also take into account any retirement plans or staff reallocation through promotions and the likes according to the terms and conditions of the workplace. At the end of the day, productivity shows a positive trend because of the increased staff retention and sustained faith in the boss.
The employee gains better value for himself in the workplace, since their job status is secured and they are protected against any unjustified dismissal or layoffs in times of crisis. Through the bargaining process, employees can gain better wage rates, flexible sick leave conditions and improved office settings which are conducive to their needs.
The collective agreement has some basic provisions, and it is a priority that the time and attendance system not clash with any, since it is the basic tool used for employee evaluation. Both the worker and the employer recognize each other’s rights as well as their own, and acknowledge the protection of the group or union as well. Aptitude tests, medical examinations and health coverage are parts of this provision.
Work organization is also something which shouldn’t clash with the time & attendance system. The distribution of workload – such as job rotations or work sharing –should be accounted for in the system for a fair division of labor.
There are other components of collective agreements that time & attendance software must be independent of, but the basic principle is the same; the reports generated by the time & attendance system must be consistent with the agreements made. This is because HR managers across the world utilize time & attendance software to understand employee dynamics, and if there is no way to justify the behavior, it will be seen as incompetency on part of the staff, forcing changes in policy. For a business to operate smoothly, it is necessary that all the components are on the same page, therefore making the time & attendance system the most important tool.