Sourcing time and attendance software
August 19, 2008
Yesterday I was discussing the benefits of using up to the minute technology to manage the timekeeping and attendance of employees within organisations. Using a good system can help HR to manage tricky areas of employment including working hours, overtime and annual leave and also means that vital management information can be generated easily and quickly. However, if you make a decision on your choice of system and provider too hastily, you may find further down the line that the product does not fulfil some of the needs that you didn’t anticipate at the time but now realise are vital required elements. Here are some of the things to think about:
- What information do you need to access on a regular basis? Make a list of all the functions you think you will require from the system, and then put it to one side. It’s impossible to think of everything all in one go and over the course of a week or so you will add to the list of functions needed as you go about your day to day work and come across new elements that will be required.
- You need a system that is quick and easy to complete. Nobody will thank you for introducing a system that means they have to spend half an hour a day completing timesheets. Make sure you see demonstrations of the system working when you are choosing, and if possible ask for a second opinion from those who will use it on a day to day basis.
- Work out what reports you will need to generate, and how often. You may already produce reports from existing systems but there may also be reports that you would like to generate but do not currently have the time or the capability with the existing set up. You should look for a system that has in built reports with the ability to collate your own data in a straightforward way.
- What do you want it to link to, now and in the future? Some systems will link to a clocking in system, and will also provide quick data in a rush, which for example could be useful in providing a register of who is in the building in the event of a fire. If you use specific systems for payroll, then it makes sense to get a time and attendance system that will synchronise with these, to avoid having to duplicate data. Think about whether you need to cost time to projects, do you have existing project management systems and do these need to link? Some of these things might not be relevant now, but if they are likely to be in the future then don’t dismiss this element now, as it will cost more in a few months or a year to replace loads of systems because you want one that links them all together.
- Seek demonstrations and quotes from more than one provider. I think three is a good number, and getting one low priced quote, one high priced and one in between will help you to see what you can get for your money.
These are just a few considerations when looking to implement time and attendance software in your organisation. If anyone’s been through this process before and have any additional thoughts or tips, then please don’t hesitate to leave a comment.
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