Optimising the use of labour and resources with time and attendance solutions
With the current economic challenges that South Africa is facing, more and more companies are looking for new ways to reduce costs, increase productivity and make better decisions. Often, the first places they look to cut costs is the supply chain, production processes, delivery systems and even retrenchments. However, what they don’t realise is that there is another way to meaningfully reduce operating costs while boosting productivity at the same time. The answer lies in complete workforce management with time and attendance solutions. Continue reading…
If you’re currently shopping around for a solution to track your workforce’s time and attendance, you’ll know that there are a lot of options out there.
When it comes to automated time and attendance systems, each vendor boasts their own array of fancy tech features that promise to save you time, money and nerves – but how do you know what options are nice-to-haves, need-to-haves or completely unnecessary?
Labour force management is ranked as one of the four most critical issues facing businesses in 2016. Companies lose millions of rands annually through poor human resource, project and time management.
By Implementing a Time & Attendance solution you are equipping yourself with a powerful business tool that will improve you staff attendance and productivity.
Evidence shows that Biometric Time & Attendance solutions not only manages the attendance and punctuality of employees but delivers a tangible Return on Investment.
One of the immediate benefits you’ll see is a saving on you monthly/weekly payroll. In many cases companies will see savings of up to 15% within the first few months.
This stems from implementing stricter controls and accountability that comes with a Time & Attendance solution.
Just a few of the benefits include:
A decline in absenteeism as unreported sick days no longer slip through the HR cracks.
Punctuality and work hours improve when closely monitored, ensuring that there is no unaccounted for Short Time.
Increased productivity through proper attendance reduces the need for unforeseen Over Time & where Over Time is worked it is closely managed.
The introduction of automation results in a drastic reduction in the time needed to manage employee attendance, sick leave and absenteeism..
With SmartPhone enabled technology supervisors can remotely manage their employees Time & Attendance, increasing their own productivity as a consequence.
Businesses of all sizes and in any industry can benefit from the introduction of the controls and automation coupled with the implementation of a biometric Time & Attendance solution.
The old way of doing time and attendance management has undergone a great overhaul.
Manual input is a thing of the past and today we have systems that automatically record and calculate times worked, overtime, annual or sick leave balances and even wages – based on these records.
Things have become easier
With the systems available to us in this day and age, even the trickiest calculations have become a breeze. Should an employee work shifts that run over two days (say 7pm to 7am) and one of those days fall on a public holiday, the system can easily calculate the different wage variations (normal vs. overtime). Leave can even be captured in advance and managed in a professional way.
These systems run automatically and can send out daily email reports if required. All that the administrator needs to do is capture the exceptions that the system will highlight, such as early or late clocking in, absent workers, special overtime and the likes. The system has easy to understand sections with filters that allow the user to view the information relevant to their particular query.
No more wage headaches
The best part is that these systems can integrate with your company’s payroll system, without much effort. No need for manual input anymore. The required information can be exported into the payroll system and paying wages becomes as simple as pressing a button.
All these functions immensely benefit your HR department – giving them more time for other issues that require their attention.
Your company also saves a great deal of money, as the need for additional HR personnel is reduced. Your records will be more accurate and it will be easy to spot any irregularities – as these systems can pinpoint repeat ‘offenses’ such as coming in late, not clocking in etc.
In this way you can manage your staff better, ensuring everyone is kept accountable for their hours.
Another great benefit of these systems is that they can capture time of arrival, breaks taken, overtime worked, leave submitted as well as time of departure. As an employer you can have a full record of each employee’s daily work schedule.
You can stay on top of things and ensure your business runs efficiently and successfully. And all the effort you used to have to go to when doing manual capturing of timesheets and the likes, can now fall away.
This truly is the future of time and attendance management.
Keeping track of your employees’ hours is an intricate part of running a business. Not only do you have to deal with shifts, overtime, annual and sick leave, but you also have to know about employees who regularly stay away from work, or only work a small amount of hours.
Back in the day
Companies used to have an intricate manual system where employees needed to fill in an attendance register when commencing and leaving work. This took up many HR resources and created a great deal of paperwork. Cost efficient? Not at all.
Then came punching in systems, where employees had cards that they needed to punch into a console in order to record their arrival and leaving times. This system could be cheated easily, as anyone could punch in a colleague, without management knowing. Later came access cards, and pin pad clocking in systems. These were more secure and also helped with reports on hours worked, but their data still needed to be captured and integrated manually with other business systems such as payroll and leave tracking software.
Today this is a thing of the past. With the new generation of time and attendance software all systems ‘speak’ to each other with ease. No more need for hundreds of manual processes – as the system is able to automate its output and link directly with your payroll system.
This saves time and therefore money. Fewer HR resources are required, freeing up time for other, more important things.
These time and attendance systems are quite clever – as they are capable of handling clock management, overtime (even preloaded overtime), shifts, leave, direct communication with payroll and delivering detailed reports.
Secure and accurate
When it comes to security, there are various ways to ensure that your system is accurate. You could, for instance, use fingerprint readers to recognise your employees. Such a system, in conjunction with a time and attendance system can work well in perfect conjunction.
Should you require somewhat less serious security, you could opt for an access card or token to be used when clocking in and out.
Either way, by using a time and attendance system, you are in a position to understand the trends of your employees’ work hours and habits. With the system it is easy to track late-comers, regular absenteeism, employees that work shorter hours than they’re supposed to, and much more.
It is also simple to capture any exceptions on the system, such as special leave, or meeting attendance off-site.
All in all this system will save you time, money and effort, and it might just make you sleep better at night.
From the humble beginnings of having to sign a register whenever you showed up to work, or using a punch card to punch yourself in, things have certainly changed a lot.
Enter the new millennium
Nowadays, you find all kinds of ways to track the hours worked by your employees, from access card terminals, clocking in systems and even fingerprint readers. Employees can be tracked from arrival at work, how long they stay and when they leave, making time management really easy.
The problem comes in when your employees work offsite at remote destinations. Say for instance you have a project manager working at building sites all over the country. How do you keep track of these employees?
In the past it was virtually impossible to track the times worked by such employees who work offsite, due to the intricate logistics. One had to rely on their word and a lot of incorrect info and even dishonest ‘clocking’ was being put through.
But with the invention of GPS and phone apps this has all changed. Today you can track each and every one of your employees, wherever they work with the new generation of smartphone clocking apps.
By simply using a phone app, these off site workers can clock in when they reach their destination, and clock out when they’re about to leave.
The GPS coordinates show up on Google Maps and the employer can verify that they are in fact where they should be, track how long they stay there, and see when they leave. Their time is tracked on the company’s software, making time and attendance management a breeze.
This takes away the risk of any inaccurate or dishonest clocking, and ensures that the hours worked from a remote location are always accounted for. Employers can now easily track their employees, no matter where they go.
The best part is the ease of use. It is really simple to use – from the time you download the app to when you need to use it.
The app links to software that does the tracking, making reconciliation of hours at the end of the month really easy for the employer. In fact, as the system does this reconciliation itself, there isn’t much for the employer to do.
This new generation of time and attendance management has brought a new way of tracking productivity, and it is possible for any company to make use of its great services. What could be simpler?
Many companies nowadays have the need for biometric security devices such as fingerprint access readers. Either they want to restrict who enters their premises, monitor staff attendance, control visitor access or ensure only authorised personnel enter restricted areas such as laboratories, server rooms and the likes.
In the old days the simple honesty system of signing your name in an attendance book would have been good enough, but with today’s heightened security threats and sophisticated criminals, the need for systems such as fingerprint readers has become much more obvious.
There are numerous fingerprint readers available out there, but they basically do the same thing. The fingerprint is scanned (be it via photograph, ultrasound or electric charge technology) and compared against a set template that was created when the user did the initial set-up of his or her fingerprint data under the supervision of an administrator.
As no two fingerprints are ever the same, fingerprint access technology is a great way of identifying individuals. Letting the ‘good guys’ in and keeping the ‘bad guys’ out, as it may.
Each person’s fingerprints can display three specific kinds of ridges that are mapped on the template. They are aptly named arches, loops and whorls. The Wikipedia descriptions of these are as follows:
• Arch: The ridges enter from one side of the finger, rise in the centre forming an arc, and then exit the other side of the finger.
• Loop: The ridges enter from one side of a finger, form a curve, and then exit on that same side.
• Whorl: Ridges form circularly around a central point on the finger.
How and why
A typical scenario where fingerprint access would be a beneficial way of managing time and attendance in a company would be where people work without the constant supervision of a manager. They either work for set hours from point x to point y (e.g. from 8 to 5) or they are accountable for a set amount of hours – how they make up those hours does not matter, as long as the hours add up to the total required in the end.
Another scenario would be at a medical facility that processes human blood for transfusion purposes. The safety of the blood is of the utmost importance and therefore fingerprint access is required for all employees that have clearance to enter the laboratories. In this way the safety of the blood can be guaranteed as employees will have been trained to adhere to certain health and safety regulations.
Whatever the need of your company, a fingerprint scanner for fingerprint access could just be the deciding factor when it comes to your companies security and/or time management system. Do your homework, look and ask around and you’ll be sure to find the best biometric system for your unique needs.