Time and Attendance

This presentation is a guideline of the overall process on how to implement a Time and Attendance System

1. Time & Attendance

2. Introduction Organizations of all sizes use time and attendance systems to record when employees start and stop work, and the department where the work is performed. Some of the advantages are: Track lunches and breaks, lateness, sick, vacation days and any other reason when the employee is out of the workplace. Manual processes are also eliminated as well as the risk or errors Ensures compliance with labor regulations regarding proof of attendance. Enable to transfer the information to a computer using with different devices such as time clocks, proximity, barcode badges, touch screen and biometric machines. A time and attendance system protects a company from payroll fraud and provides both employer and employees with confidence in the accuracy of their wage payments all while improving productivity Reduce the use of paper and ink Reporting tools to help management for scheduling, look at absenteeism trends Improve productivity

3. Time and Attendance process Need of Analysis The standard process in any Human Resources Information System is start with a Need of Analysis. The need of analysis is a detailed documentation that focus on the requirements related to the goals and reasons of the organization to have in this specific case, an accurate system to improve time management . It is important to identify the current strength and weaknesses in the organization. Questions like, is lateness causing income loss, reducing productivity or in percentage how time management is important for our organization ? The more information the better for the potential supplier to understand the needs of the business and offer a customized solution for the organization. It is also important to decide who is going to partipate in this process. Normally the parties involved in this tyoe of project is a Project leader, HR Manager and Payroll.

4. Time and Attendance process Identify Vendors The easiest way is using tools such as references from other companies, search using internet tools, customer satisfaction and publications. Live Demo Once you have selected at least 4 vendors, schedule a demonstrations of their software in your organization. At this point the need of analysis has been sent to them previous to the presentation. A meting with the project team and questions about the software have to be decided before the vendors provide the demo.

5. Questions for Supplier during Live Demo Employee Options Clocking in machine On line Employee self service Web based Labor Planning Training Report Ease to use Linked to our Payroll – capability to export time records? Implementation Time Cost Hardware Software One-time installation costs Recurring costs Help desk support 24/7 References How long have your company been in business How many installs have you done How is the historical information stored How does the information flow How is the data updated, changed and deleted What reports do you have and how they are generated and they be customized– per employee, per department, weekly, monthly Do Managers have access to standardized reports, adhoc reports and sophisticated analytical tools? Can the system be linked with our HR policies Easy to install and maintain by current staff How much time will be reduced on overall process to eliminate duplications in data entry Can be customized for our company How easy is to upgrade the system Does the system inludes automatic notifications and e-mails alerts of approvals or actions required? Hosted – how much per employee Advantages Disadvantages

6. Time and Attendance Process Request for Quotation At this point the potential vendors will submit a request for quotation (RFQ) for the product and service will include: An itemized list of prices for all products for the system like hardware Define services Quantify of users for the software List of 3 current Customers with contact information as a reference

7. Time and Attendance Process Data Collection During this stage in the process, a questionnaire for potential vendors will be used to gather information from their customers , Some of the questions can be: For how many years have you been using the system? From your experience how satisfied are you with the functionality of the system. Did the system serve the basic needs and performance as promised? Was the system simple to operate and convenient What about technical support promised by the vendor how rapidly they respond and did the solutions work for you? How many users? Is the system used by a department (specify) staff ? Are audit trails kept by the system (who changed data in the system ? What about security in the system would you say that you are: Did the vendor leave training material with you and how was the training Are you using another device from the vendor if so which one? How smooth was the introduction of the system and how the vendor responded to any issue that occurred? Was there anything that the vendor did not mention during the demo that came until they introduced the system? Note: Use options for answers such as very satisfied, satisfied, no satisfied and apply a number for the option

8. Time and Attendance Process Vendor Feature Matrix Is a summary that contains all the information gathered from the references provided by the potential vendors of the time attendance system. This tool is very useful to compare the results per vendors. Excel is a great program to gather all this information. Once the Vendor Feature Matrix is presented to the team, the company will decide which vendor meets the requirements for the organization to implement the system.

9. Time and Attendance Process Select Vendor and Approval A communication will be sent to the selected winner as well as the rest of the vendors that participated in the project. The company will specify the time frame for the selected vendor to present the contract Terms of Contract Warranty Technical Support Once the contact has been signed by management the next stage in the process is the implementation. .

10. Time and Attendance Process Implementation Management will inform employees about the new system in advance and the steps to follow such as training and a date to go live. The payroll staff involved in the process will provide the information to the vendor such as schedules and names. The vendor will start uploading all the information in the system The company will determine who will be the user administrator . Once the information has been uploaded in the system, there will be a testing period between the user administrator and the vendor to make sure the system is working . Execution The vendor will schedule training sessions for the employees Vendor will provide user IDs and temporary passwords for the employees System will go Live During this period it is important the vendor stays in contact with the company for any necessary adjustments in the system.

11. Time and Attendance Process Monitoring In the final stage of the Time and Attendance system it is important the user administrator : Communicate updates on the system to employees and management Update employee records in the system for any changes in employee job status like a promotion or if the employee is transferred to another department Run attendance reports Evaluate benefits for the organization like productivity or percentages in absenteeism. What are the cons and pros since the system was implemented. This information will be useful to review an overall of HR policies and company strategies.