Wednesday, June 25, 2014

Exporting time - a very important feature to consider

When choosing the right T&A system for your company, one of the most important areas to review is how the system will export the time data at the end of the pay period.  Many T&A systems have built-in exports that create a file that is formatted to work with various pay roll companies.  When deciding on a T&A system, make sure to select a system that has an export that works with your PR company.

For example, let's say you use ADP to process your PR.  It is very important then to select a T&A system that can generate a file that is compatible with ADP.  Make sure the file is also current and the version is compatible with ADP.  It does you no good if the export is outdated and doesn't work with the current version of ADP's offerings.

Before choosing the T&A system to go with, it is wise to have a sample file created - with some bogus data - that you can test and verify that it works with your current PR company.  This may take some time; however, it will save you a ton of headache in the future.

If you need assistance with finding the right T&A solution, feel free to contact us at sales@tabletpunch.com.  We can analyze your company's needs and point you in the right direction.  You can find out more about our unique time clock product offering - TabletPunch - by going to www.TabletPunch.com.

Thursday, June 5, 2014

Saving reports... What file formats are possible?

When saving reports, it is useful to be able to save to various file formats.  When you run a timecard report for your employees, it is often times necessary to be able to save the file to a specific file format.

When sourcing for the right time clock system, make sure the system can save to the file formats that you and your company expect to use.  For example, many people like to be able to save to PDF format.  This particular format is easy to open and also easy to email.  Plus, most people have the required software to open this particular format.

It is also useful to be able to save to TXT format.  This allows the individual to be able to open up the file and possibly see the data in organized columns.

What your particular needs are for file formats will depend on what you plan on doing with the file after it has been saved.  Prior to purchasing a system, get feedback from the supervisors who will be using the software and get their input on what file formats are wanted.

Tuesday, May 20, 2014

Emailing reports... not all systems have this feature

Is the ability to email reports important to your company?  The ability to email a PDF version of a report is sometimes an important requirement to users of a time clock system.  However, make sure to check if this is a feature.  Some systems simply don't have the ability to email reports and it's good to clarify if this is a feature or not.

Some systems not only have the ability to email a PDF version of the report generated, but have tools that can be setup to automate emailing of the reports most used.  For example, you can schedule a timecard report to be run, for the last pay period, for all employees - emailed to particular email accounts on the Friday at 4pm.  This automation allows you to have the system trim down the amount of work that the supervisors have to perform within the software.

Make sure to also ask how the emailing works.  Some systems require a mail server or an email client such as outlook.  If your company is using a web-based email server (such as gmail), many systems can't integrate with a web-based provider.

Wednesday, May 7, 2014

Daylight savings.. something to take into consideration

Many time clock systems have some way of handling daylight savings.  If you live in a state that follows daylight savings, you want to make sure your time clock system handles this properly.  Some do it better than others.

Typically, with daylight savings, your time clocks should "spring forward" 1 hour in the spring time and "fall back" 1 hour in the fall.  However, there is another consideration to be mindful of.  What should happen to the hours calculation if you have employees that work the graveyard shift?  Let me describe a scenario.

Let's say an employee comes in on Saturday at 11pm and typically works until 7am.  So their clock in occurs at 11pm.  In the Spring, the time will go forward 1 hour around 2am or so.  So, when the employee clocks out at 7am, the clock will show 8am.  If your software doesn't account for this properly, the employee will get paid a total of 9 hours for this day (assuming no lunch period).

Make sure the system that you use is smart enough to know to subtract 1 hour in this situation.  Some systems do this properly.  Some do not.

If your company doesn't have employees that work overnight, then no worries.

Tuesday, April 29, 2014

Export options... very crucial aspect of any time clock system

When deciding on what time clock system to implement at your company, one of the key areas to properly evaluate is the system's ability to export the time data to a file that is usable with your current pay roll system.  When you do pay roll in-house or you send it out to a third party company, having an export will save you many hours at the end of the pay period.

Let me paint the picture...

Let's say your company uses ADP for pay roll.  If you purchase a system without a ADP export, you will need to manually translate the time data of your employees at the end of each pay period.  Depending on the size of your company, this may amount to several hours of additional work per pay period.  However, if you chose a system that already has a ADP export - it could eliminate this extra work.  Where you can generate an export that simply can be imported into your ADP system.

With a ADP export - with a few mouse clicks - your time data can simply be imported.  A huge time saver for companies that have over 50+ employees.

Thursday, April 17, 2014

Reports and what to look for?

When sourcing for the right time clock system, you want to spend a good amount of time looking at the reports that will be available in the system.  You want to make sure the system can generate the reporting that your company will use day to day, week to week, month to month, etc.

Some standard reports would be Timecard reports or Hours reports.  You'll also want reports that can show you who has missing punches or who is clocking in late.

Some more advanced reports would be job costing type reports - these reports will give you a breakdown of the hours - split into the different jobs the employee works.

The best way to figure out what reports would be useful is to get feedback from the supervisors/managers that will use the system.  You want to gather their input on what reporting would be beneficial to them.  Once you have this list, verify with your "sales person" if their system has all of the reports that you want.

You don't want to pay for a system that doesn't meet all your reporting needs.

Thursday, April 10, 2014

Advance time tracking - assigning points to attendance infractions

Do you ever have employees that come in late or leave early?  Most systems can easily track this information for you and you can then run reports and find out how often someone is coming in late or leaving early.  Pretty basic feature.

How about absences?  Do you have employees that are constantly absent?  Whether it's excused or unexcused, it's always good to be able to report on this and get metrics on this incident.

However, on top of this type of reporting, some systems have advanced features that allow you to associate point values to these types of incidences.  For example, let's say you associate a value of .25 to every time a person comes In Late.  After they have done this 4 times, it would register a total point value of 1.00.  Expanding on this, let's say you associate a value of 1.50 to every unexcused absence.  You then can set triggers at certain point thresholds.

If someone then hits 10 points, you might want the software to trigger a reminder to have you issue this employee a verbal warning.  25 points might remind you to issue a written warning.  And 50 points results in a reminder for termination.

If this type of reporting will benefit your company, make sure the system you purchase has this feature.  However, if you don't know what you're looking for, how can you ask - right?  Talk to an expert and they'll point you in the right direction.  I happen to be one.  I have implemented several hundred systems personally.  Email me and let's start a conversation - pduong@tabletpunch.com.