Time and Attendance Systems

Time and attendance systems

Time and Attendance Systems are the best workforce managers

6 months ago
by admin in

From small scale businesses to humongous corporations, having a corresponding size of workforce is inevitable. As most employers would agree the productivity of an organization is directly dependent on the efficiency of its employees. Motivated and content workers are the key to making the office environment progressive. At the same time, any feelings of resentment or disgruntlement can leave a debilitating impact.

Time and attendance systems

While most employers concentrate their energy on getting the best out of their employees, they ignore the fact that they are equally liable in their own capacity. Just like employees in any organization are expected to deliver their best, it is the duty of employers to facilitate their employees and manage them in a proper manner. The tasks are numerous when it comes to managing a workforce no matter how big or small. For instance, a few of the basic tasks that need to be taken care of are:

  • Payroll
  • Attendance
  • Reports
  • Scheduling

In previous times, managers had a hard time keeping track of employee details. Filling out manual sheets and managing data was a daunting task. It was not only time consuming but also left margin for mistakes and errors. Similarly, employees were able to dodge the manual system of timesheets by using various tricks. Payroll management was itself intensive work where all calculations needed to be hundred percent accurate taking into account of all hours that were put in overtime or taken off. Any errors led to ugly confrontations between managers and employees.

Thankfully, technology has simplified the task of workforce management to a great extent. Automated systems have left very little or completely removed the possibility of manual errors. There is no file clutter in office cabinets as everything is digitally recorded on such software. More than anything, these systems are a great way to enhance the efficiency of workforce management. Anything automatic and computerized has got to be better than its manual counterpart!

It’s good news for workforce managers because they no longer have to spend hours over processing employee data. Time and attendance systems have opened up new possibilities for offices, businesses and corporations to become better managers. These systems are widely available to meet the specific demands of your office. For instance, the Time and attendance systems required for managing hospital employees are different from those deployed in manufacturing businesses. These systems also provide varying solutions depending on the size of the workforce. These usually cater to small-sized, mid-sized and large enterprises. These systems are specialized for processing data related to employees so even if your company uses excel sheets or any similar methods, the efficiency of these systems is far superior. It would really be an investment in your company’s human resource (HR) department lending it an effective tool for managing employees. It is important to remember that for any organization, its employees are the most precious resource and the top-most priority. An organization can only function properly if its internal structure is efficiently managed with such systems in place.

 

 

 

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Time and attendance system; don’t make it your nightmare

6 months ago
by admin in

If an organization doesn’t use time and attendance system effectively it can be its nightmare. Time management is an important issue for all organizations; it can be proved as more dangerous if it is not processed correctly. A manager can be in severe problem if he needs to streamline for working schedules as well as paid-time offs, vacations, sick leaves and others. This can be a full time job for even a smaller company if an employee has to perform manually.

time and attendance system

Tracking employee hours can be not only the administrative nightmare but also the financial one. If it is not managed correctly then it can be unsafe for company hours due to time theft and some other problems. In large firms this problem create unresolved situation while in smaller company it can be controlled. Troubles rise automatically as the size of the company increases; hence HR department can have more responsibilities.

To resolve this issue some large and small firms have found some time management solutions. With the invention of web-based software, the elimination of time related issues has occurred in organizations. Time management system has become a simple process, and other administrative processes have been streamlined by using these software. Thus, managers can estimate attendance of their employees over longer period of time. With the tracking of attendance in such a streamlined manner, HR and time management has become easier. Small firms purchase affordable software while larger firms purchase expensive and complicated software for the purpose.

With this system, firms have shifted their paper work into paper less work, which in return removes exhaustion of employees. It helps in minimizing the time spent on administrative processes in an organization.  Thousands of Employees who are working in large organizations want an effective organizational system and programs.  So companies have invested greatly in purchasing and implementing different time management software. There is a saying “it is difficult to teach old dog new tricks” so old employees can create troubles if they are introduced with new systems and programs.

Employers can make it a nightmare if this system is not handled efficiently because it is often very complicated and time-consuming that can make them feel frustrated and tensed. In today’s world there is a great need to remain up-to-date and maximize growth of the company therefore using these systems can boost up productivity levels and growth can be increased with minimum efforts. Some systems have drag and drop options which make it simpler to use and data can be entered at fast pace. Employee absence tracking was not that much easier but now benefit hours can be tracked easily with the accurate use of this system.

A violation occurs when an employee doesn’t follow the rules and regulations of time and attendance system. This system keeps closer records of time whenever en employee logs in to the system.  Therefore manager has complete record and employee is paid exactly what he deserves. If you have no trouble with your payroll system then employees can be tracked with an automated tool otherwise it can create more conflicts. Time and attendance system doesn’t need a great deal of money to run smoothly, rather it is very cost effective and can run easily on your PC efficiently.

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Time and Attendance Systems That Use Fingerprint

10 months ago
by admin in

Biometric technology, which makes use of physical characteristics like fingerprint and irises, is based on highly advanced state of the art technology. The authentication and verification of identity that is done with this system is highlyTime and Attendance Systems reliable because of the accuracy that it offers. In other systems that use RFID and bar code, there remains a chance of proxy punching, which is also known as buddy punching. This is because the system has no way of finding out whether the actual owner is swapping the punch card or someone else is doing it to clock in and fill attendance. However, with the use of fingerprint, only the actual person with a certain fingerprint can check into the system.

The accuracy of biometrics is something that has made the use of technology attractive to many organizations. Accuracy is not the only benefit that is brought about with the use of biometrics in time and attendance. Payroll processing costs in organizations also decrease significantly through this system. This is because the need for paper cards is eliminated. When these were used, not only the making of the paper card costs the organization, but the maintenance of the paper cards is also costly.

With biometrics, the time required for the verification of attendance data is also reduced greatly. This makes the entire process much quicker and increases efficiency. The time that is required for calculating the payroll is also reduced through the use of biometrics. When work hours are calculated manually, there is a great chance of making mistakes. With the help of biometrics, the errors are also reduced. This is because of the elimination of data entry by humans and the need for corrections and re-entering.

Through the use of fingerprints in time and attendance, controlling time becomes easier for organizations. The management can manage tasks and time with more preciseness and efficiency through the use of biometrics in time and attendance. Other than that, the formation of rules and their enforcement and implementation also becomes easier. Through these systems, employee shifts can be easily kept track of.

The rounding off rules for employee work hours and shift are clear and policies regarding them are also clear. This makes it easier for managers to keep track of employee work hours no matter what the department of designation may be. The uniform rules apply to all the employees, which make sure that the employees have a perception of fairness regarding their treatment in the organization. This has a positive impact on their psychology and work performance.

With Time and Attendance Systems like biometrics, overtime is also controlled. This becomes possible through the high levels of efficiency that is enabled by the use of highly accurate and efficient Time and Attendance Systems. Through the system, one can also get reports that identify overtime and enable better usage and control of the time. Having these accurate software and systems has the great benefit that historic data is also available through which trends can be identified.

 

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The Implementation of Time and Attendance Systems

10 months ago
by admin in

For any organization, the implementation of time and management systems is a big step, which is meant to lead to organizational profitability. Considering the level of popularity of time and attendance systems, it is important forTime and Attendance Systems organizations to consider their own specific needs during the implementation. It is important that the purpose should not be to follow the bandwagon and the fad of automation. This is why the objectives of the implementation of the time and attendance systems should be listed and clearly specified from the very beginning.

There are several kinds time and attendance systems. The kind that a particular organization chooses depends upon the intent for introducing the system. There are some organizations that introduce time and attendance systems and software in their organizations because of the time theft, taking place there. However, there may be others intending to increase accuracy of salaries and compensation.

Both these purposes are very well served with time and attendance systems. However, these may not be the only purposes. While it is true and proved that salary calculation becomes highly accurate with time and attendance tracking and time theft decreases, there are also other purposes that can be fulfilled with time and attendance systems.

It is because of all this that when organizations start implementing time and attendance systems in their organizations, the first thing is the problem statement and stating the objectives that need to be fulfilled through the use of the system. These objectives may be directly visible and short-term and they may also be undermined and deeper into the long-term.

Knowing the objectives and clarification of the intent for implementation of time and attendance systems is important because only then the degree of success of the system can be measured. By having the objectives clearly stated, there is a yardstick for measuring effectiveness and to see how much more should be done in order to reach the desired level.

In the implementation of time and attendance systems, knowing organizational needs and characteristics of the organizational culture and attributes of workforce is important. This is because all these elements contribute towards the success and effectiveness of the system. If the wrong kind of system is implemented, one that doesn’t go with the organizational characteristics, it will not be suitable in that organizational environment and will lead to failure.

Once the organization knows what it requires from the implementation of the system, it can start looking for the right kind of Time and Attendance Systems and the suitable software to go with it. There are many different vendors who sell these systems. Some vendors provide the Time and Attendance Systems and the software in a single package. However, the vendor that is chosen depends upon organization’s preferences. Vendors offer full support to the clients in terms of installation, support and maintenance for the system. The level of client service is an important determinant in any organization’s choice of the vendor. Training the users of the system and teaching them to use the software is another important step in the implementation of the system.

 

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Biometrics in Time & Attendance Systems

11 months ago
by admin in

When it comes to Time and Attendance systems, there are many different types of them, which are suitable for different organizations, as every organization has its own set of unique needs. Time and Attendance systems are soTime & Attendance Systems advanced now that they are also capable of using biometrics. While a few years ago, the application of biometrics was considered a remote possibility in time and attendance, now; biometrics is used in these systems, and rather successfully at that.

Out of the numerous systems available and in use for the tracking of time and attendance, biometrics is one that offers the chance of a great amount of accuracy and reliability. This is the reason that makes the usage of biometrics in time and attendance a very attractive possibility.

Through biometrics, organizations have the chance to now very accurately how employees spend their time in the organization. This accuracy comes from the ability of biometrics to use the physical characteristics of humans and then use them for identification and verification purposes. Considering that in organizations, different people are authorized to do different things according to their job description, biometrics can help in making sure that only authorized people have access to the classified areas and information.

The means that biometric systems provide the employee are unparalleled. Biometrics use fingerprints or irises and in some cases even voice for identifying employees. In this way, the check in and check out times that go to the system are very accurate, as there is a minimal chance of fooling the system.

Biometric time and attendance systems also allow for organizations to be able to track employees’ time even when they are offsite. Through the biometric systems, organizations can come to know the details of what a particular employee was doing at a certain point in time. Hence, an automatic log is kept for every employee who works in the organization. It is not only the attendance of the employee but also the specifics of the timings that can be tracked.

The biggest advantage of biometrics systems is that there is no chance of cheating or buddy punching. This is because the physical characteristics that biometric systems use cannot be faked or forged

. This makes it easier for the organization to keep track of its employees.

Mostly, organizations that have sophisticated systems are more inclined towards using biometrics in their time and attendance methods. Some organizations consider this a rather expensive method for tracking time and attendance. However, when we see this cost relative to the benefits, there is hardly any other method that offers as much accuracy and reliability as the biometrics systems.

Through biometrics, it has now become possible for organizations to use their Time & Attendance Systems in the best way possible. With the use of biometrics, the organization can be sure that there is not time theft or cheating regarding time on part of the employee. This surety comes from the fact that there is hardly any fooling the biometric Time and Attendance Systems because of the physical characteristics it uses for identification.

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Let Time and Attendance Systems be Your Savior

11 months ago
by admin in

If you haven’t already heard about the time and management software, let us acquaint you with it. With this software it will only take seconds to manage your human resource and that too automatically, without having to invest too muchTime and Attendance Systems time, energy as well as effort into it. This should be great news for managers especially because if they avail this system, they will not have to put long hours into checking up on each and every employee’s performance, and at the same time be able to pay them according to their work.

Previously, managers would not go through the hassle of manually calculating the pay rolls of each employee, and by assuming that they had completed the required work hours, would pay them without keeping in mind that some of the employees, for example the slackers, could be getting the pay without  fulfilling the required work hours. However, with the intervention of technology, now businesses will be able to reduce its costs by efficiently monitoring their employees’ work, while at the same time making the most inefficient staff members, redundant.

The more you invest in this system, the more advanced features it will have to offer you. What’s more all you have to do is enter the names of your employees’, and in just a few minutes it will match each employees name with his information correctly. You can make use of it by introducing this software in your company and let your employees know how to utilize it. They will be able to record their arrival as well as exit timings, just by coming in contact with the system. Hence, in case previously you had absentees as well as slackers, now with the help of the software, you will be able to detect all of them. Thus, this will enable you to take immediate measures to prevent them from making their irresponsible behavior a habit.

However, be sure to introduce this change in a number of steps so that your employees do not resist it. Hold seminars to communicate well its advantages. By arranging meetings you can take the opportunity to avail their feedback, and if it is negative, you can counter it by letting them know about the good it can do to them.

Benefits for employees include that since the work will be monitored efficiently, the hard working lot will be given recognition as well as benefits in the form of bonuses as well as promotions. What’s more it would also create a more competitive environment in the work settings which in turn will motivate them to work harder. This may also advantage the company, for with every employee giving their work a hundred percent, the company will soon become more efficient, productive as well as profitable.

However, be sure to note that the time and attendance systems can be adopted by all employees, only at their own learning pace. Do make sure that they fully understand how to use it. Take this process as slowly as you can, for slow learners might go through a hard time getting used to it. In addition, be sure to invest in a time and attendance systems that are expensive and updated, for it will surely be a one off purchase which will benefit you in more than one ways. Lastly, this software is available everywhere and anywhere, even online, so it shouldn’t be a problem availing it.

 

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Types of Time and Attendance Systems for Your Organization

11 months ago
by admin in

Time and attendance systems can help your business restructure, reorganize and adjust itself according to the changes in the market. Keeping track of the workforce’s attendance and time manually can lead to many problems, such asTime and Attendance Systems error in calculation of payroll and buddy punching, which all leads to higher expenses. Therefore manually recording attending is a big loss for companies.

Many companies generally face problems and errors but having a manual attendance tracking system can cause a higher degree of problems. So if your company is large, the problems can cause serious damage. But no need to worry, there are many time and attendance systems, which have been automated and you can use without having to worry about the technical and human errors that may arise.

There are many time and attendance system in the market for you to choose from. Whichever you choose make sure you thoroughly research because all of them will not benefit you company. It all depends on the size, structure and workforce within the company, which will help you decide which system will be best for your company.

Once time and attendance systems are automated, time clocks are used within the organization. Time clocks are clocks, which are used to record the time the person punches in or out of the company. The recorded time is used to calculate their payroll. There are three types of time clocks that can be implemented:

 

  • Pin Time Clocks:  This type of time clock is very basic and every employee is given a specific pin number. The pin number given varies between four to six digits. Once the employee enters the office building, he or she stand in front of the pin time clock and enters the pin given to them. And when he or she leaves the building, the pin must be entered once again. The punching in and out, allows the time and attendance system to record the timing of that specific individual in the database. This system is very easy to use and employees happy use it. But one drawback of this system is that buddy punching exists.
  • Badge Time Clocks: Attendance systems, which use badge time clocks, use two different types of badges; barcode or magnetic strip. Barcode badges have a barcode on one of the sides and that is the side that is swiped into the time clock to record the time you enter and leave the office building. Whereas the magnetic strip badge, as a magnetic strip on the back of the badge. The side of the strip is swiped into the time clock. Both badges are easy to use and normally have employee information and picture on it. Even though this type of time clock is easy to use, buddy punching is still possible.
  • Biometric Time Clocks: This type of time clock is being widely used by many organizations. It requires the employee to put their finger, hand or retina near the time clock. The time clock recognizes and verifies that the person entering is actually an employee of the company. This type of time clock eliminates buddy punching all together.

 

Whichever time clock you use for your time and attendance systems, make sure that it fits your needs and requirements perfectly. As you do not want to spend money on something that will not fit you and will not help you reach your goals and objectives. So wisely choose the type of time and attendance systems being implemented in the company to track employee’s time and attendance accurately.

 

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How to protect personal information in time & attendance systems

11 months ago
by admin in

Every company has an HR department which monitors employees and maintains their records on behalf of the company. Initially, the monitoring of time and attendance was done by the entire HR department manually and that took a lot of the department’s time and focus. If you consider the limited resources that are available to the company, manually conducting such a task of tracking the time and attendance of each employee is just simply a waste of good human resource. Furthermore, manually monitoring employees also means wastage of time and resources like paper. Another kind of resource that goes to waste is the financial resource. Now the company asking the HR department to carry out this task, which most definitely is time consuming and assiduous, requires the company to provide them with appropriate pay and incentives. Thus, the implementation of time and attendance systems allows for the company to save a lot.time and attendance systems

What time and attendance programs do is that they eliminate all the manual work required to monitor employees, and instead computerize everything. With the implementation of the time and attendance systems, there comes the issue of security. As many companies make use of biometric time clocks, most employees who are made to scan their retina or fingerprints worry about the use of such information. The thing is, these systems have features that restricts illegal access or allows for limited access. The management can make use of this feature and protect the information of each employee like their social security number and insurance information. If the system is only made accessible to particular individuals of the company, then obviously personal information will be protected, even more so than usual.

Moreover, if the company is not taking any precautionary measure in order to protect the personal information of the employees, the workforce should pressurize the management by asking for proper implementation of efficient and secure time and attendance system which would not lead to resistance towards the use of such systems.

Conclusively, it is worth highlighting that a lot of companies incur loss due to the inability to properly monitor the employees who are slacking as they end up paying them even for the times that they have not worked. In order to avoid such unnecessary loss which leads to the detriment of the company, it is essential to implement time and attendance systems and adopt an automated way of monitoring employees. But as personal information is required for proper working of the system, the company should take appropriate measures to protect information provided by the employees. By making use of the feature which allows limited access to information in the time and attendance systems‘ database and communicating to the employees about the implementation of a secure system, no one in the company would worry about the privacy of information.

 

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Can time and attendance systems cater to corporate goals and objectives?

11 months ago
by admin in

Time and attendance systems have gained extensive popularity over the years. Currently, most of organizations, regardless of their size have already shifted from mechanical clocks and recording time and attendance manually, using timesheets and paper time cards, to the more practical time tracking software. The rest are planning to do so in the near future. It has constantly been said that these employee attendance tracking software make the manager’s job easier, and help increase the companies savings, but it is about time that people are beginning to question it. Can time and attendance systems really cater to corporate goals and objectives? Well, I believe they do. Obviously, they are no genie that can increase your savings and give your company a good name in a jiffy, but if implemented correctly, they can help you do so.time and attendance system

Time and attendance systems are automated; they don’t require a person to run them constantly. This will save you an extra person that had to supervise the process when using timesheets. They also save you the pen and paper that was required to write down the data! Moreover, these programs are more accurate. There can be no double entries. They record the exact number of hours your staff works; overtime, lunch hours, times when they come late, undue leaves, any extra projects worked on etc. The next time an employee argues with payroll department, you have actual proof to show them. Moreover, you can even penalize them to make them more abiding to the rules. There are also some employee attendance tracking software that let you know the constant activities of your staff. You can have complete knowledge of their whereabouts; if they are sick are they at the doctor’s, or at a friend’s? You don’t have to pay them for a leisure day! A survey conducted in UK showed, that every year an average employee takes 9.6 days extra days off in the public sector, and 6.6 days extra days off in the private sector- PER EMPLOYEE! Think of all the extra money you are paying!

Mostly the company goals and objectives revolve around making profits and growing as a whole. This can only be achieved if the company is productive and efficient. Time and attendance systems help companies realize profits by reducing cost and improving employee efficiency. With a proper and automatic system to monitor the employees, human and financial resources will be efficiently used. Enhanced productivity and efficient workforce leads to a successful company.

Conclusively, time and attendance systems do cater to corporate goals and objectives. Additionally, the systems help realize more goals and objectives which were previously not known to the company.  The time and attendance systems assist the company in successfully realizing the double bottom line that every company should achieve in order to grow as a business.

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Why a biometric time and attendance system?

11 months ago
by admin in

A few years ago biometric time and attendance systems would have seemed way too futuristic. However, today caught up with the future, and biometric technology is now fairly common. It is all the more popular because it can be installed anywhere, for instance construction sites, factories, and other outsourcing environments. Whether for security purposes or to get rid of buddy punching, most organizations have now turned to biometric time clocks to seek solutions. The question that arises is why a biometric time and attendance system? The mechanical punch clocks and the swipe cards were all doing the same thing, so why spend more money on this technology?time and attendance system

To begin with, these types of time tracking software are the most secure. Up till now they have no rival. With increased security, all the members of the staff have to be on time to sign in. Goodbye buddy punching and time theft! Moreover, if you have a biometric fingerprint system, or any other scanner, you can restrict the access for employees for any part of the building you want. This is also important as there have been cases where employees have leaked important and confidential company information.  Besides this Automated biometric time and attendance systems are easy to implement as well as easy to manage. Employees can log their attendance with just the touch of a finger and managers can have the attendance reports with just the touch of a button. They are also very fast and are now even used in schools for recording the students’ attendance.

Moving on, with increased security comes increased accuracy. Other than buddy punching and time theft, miscalculation in time can be very costly as well. The biometric time tracking software records and updates the data automatically, leaving no need for manual work. This saves time, as well as an additional person to do all the calculations. Other than time and attendance, you will also be able to monitor tardiness, breaks, overtime, vacation, and holiday hours and your employees will not get a chance to argue as their work is being recorded correctly and fairly.

The employee attendance tracking software saves time, energy and money.  It can make all the important calculations.  Most software programs complete hour, wage and benefit calculations in less than 15 minutes. Imagine what your HR department will be able to do with the time! Furthermore, biometrics are especially helpful For modern businesses which may have staff working off-site or in mobile units, GPRS, telephone or other remote data capture devices help to ensure that the data required by a time and attendance system is captured accurately and immediately, providing real-time data that can be accessed in the variety of ways needed.

Today, biometric time and attendance systems are used almost everywhere, not only because they are fool-proof, but also because of their applications as security devices. If you are looking for a new time and attendance system, I would say biometrics without a second thought!

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