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Time Attendance Clocking In Systems
Computer-linked Time and Attendance (T&A) Systems provide an alternative to mechanical time clock systems, or paper-based timesheets.
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Computer-linked Time and Attendance (T&A) Systems provide an alternative to mechanical time clock systems, or paper-based timesheets.
The old time clock is simply replaced with an electronic ID-Badge Reader and employees pass their ID-Badge through the reader at the beginning and at the end of their work period. The ID-Badge Reader data is regularly transferred to a PC running a T&A Software application that automatically creates timesheets for each employee registered in the application.
System prices vary depending on the needs of the organisation, with a small business system costing a few hundred pounds and larger systems supporting many complex functions costing several thousands of pounds. T&A Systems will protect users from potential payroll fraud, provide electronic data and give employees confidence in the accuracy of salary payments.
In addition, T&A systems will allow you to efficiently collect actual working hours that can be quickly transferred to a payroll system. This can save much time collating and counting work hours at the end of every payroll period, allowing you to spend more time on your business.
T&A Software allows the tracking and evaluation of performance and work attendance of employees using a single software application. The software enables the storage, tracking and organisation of the most important employee time related information in one place. Everything required to track and monitor employee direct labour costs can be available on a computer.
Here are some questions you will want to consider when sourcing a Time and Attendance (T&A) system:
• Are there any limits on the maximum number of employees that can be tracked by the products you are considering? Some apparently comprehensive products have limits on staff numbers in their proposed versions, requiring costly ‘upgrades’ to meet needs.
• What is the installation effort for the ID-Badge Reader terminals you require? Do you need to have an online reporting system with cable connections to your computer, or would an offline system better suit your work practices, and eliminate installation costs?
• Would you prefer a battery-operated system that makes power cabling redundant? This allows your ID-Badge Reader to be installed anywhere inside your facility, and even provide mobility of the terminal to places where no power is available.
• Are magnetic swipe ID-Badges included in any proposed solution? Optical barcode ID-Badges are much more rugged, and cheaper than proximity ID-Badges.
• Will you have to spend additional money on service contracts? Would you consider a maintenance-free product that has no moving parts?
• Are additional uniquely numbered ID-Badges quickly available from your potential T&A system supplier at short notice?
• Can the ID-badges be personalised by you to suit your company requirements? Could you wait days, or weeks, for your supplier to produce personalised ID-Badges.
• Can your potential supplier’s solution grow from a modest time tracking requirement to a larger requirement without buying additional licences for software? Unexpected costs at a later date will not help your bottom line results.
• Look for a software application that is easy to implement and learn - does it run under a MS-Office™ application? If not, are you prepared to spend many days learning another new software package? Are you prepared to train someone else to run it during your absence?
• Is the software package protected from unauthorised data changes? Disruption is the last thing you need for your business process - errors in payroll administration are not what you desire.
• Do you have remote sites that need to provide time clocking information? If yes, how will you receive that data quickly and efficiently at your office computer? Double data-entry is a poor solution.
• Most businesses need basic time and vacation tracking while a more complex operation may require time tracking by department. Can your potential supplier handle both of these issues in a single solution at no additional cost in the future?
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