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.

Wednesday, April 2, 2014

What are benefit accruals?

This feature relates to how the software accrues an employee's benefit hours.  Common types of benefit hours are PTO (Paid Time Off), Vacation, Sick, etc.

As employees work for a company, the company typically will provide employees with benefit time that they can use to take time off.  Some companies call this PTO.  Some call it Vacation.  The terminology varies from company to company.

Most time clock systems have the ability to track the benefit time for the employees based on rules inputted into the system.  For example, a policy could be created where employees that have been with the company 0-2 years receive 8 hours of PTO at the end of each month.  A more complex way of tracking accruals would be based on hours worked.  For example, the system would accrue .0125 hours of PTO for each hour worked.

The rules of the accrual will be based on your company's policies; however, you will want to find out if the time clock system can handle your rules.  You don't want to purchase a time clock system that isn't able to handle this area - since manually calculating it - is a very time consuming task for a pay roll person.