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Time and Attendance Solutions
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Posted by gkbs on 3/12/2007 06:11: IP: 209.60.173.226
Without a full understanding of the benefits of a labor management solution like Gatekeeper’s, you may wonder whether or not this is something for your company. This can be easily resolved by asking yourself just 7 different questions...
1. What is your current ability to prevent buddy-punching or other time entry abuse?
If your company currently uses time cards, the times recorded on them no doubt get “rounded” to a time beneficial to the employee- it is only human nature and may not seem like a significant amount to an employee, but when these “roundings” are multiplied by the total number of hourly employees, it can be a very significant amount. For example: 50 out of 100 employees x 15 minutes/day rounding x 1 hr/60minutes x 250 days/year x $12/hr = $37,500/year Company Loss
Time entry abuse is not limited to manual time sheets. Punch clocks, PC entry, and swipe cards also allow for an issue know as “buddy-punching”. This is an instance where an employee gets another employee to punch in or out for them when the employee is not on-site. This occurs by a small percentage of employees, but can also have a big impact.
For example: 5 out of 100 employees buddy punch x 1hr/day x 250 days/year x $12/hr = $15,000/year Company Loss
Other abuse occurs when employees clock in early or clock out only after performing non-work related tasks. Most time systems are only able to pay these employees based on the actual clock time, not by company regulations that the employee should only work and clock in during certain times.
Some employees may clock in before their scheduled time and drink coffee in the break room until the scheduled time. If the actual times were used for payroll, this would also equate to a substantial labor overpayment.
For example: 25% of 100 employees clock in too early x 25 minutes/day x 1 hr/60minutes x 250 days/year x $12/hr = $31,250/year Company Loss
2. How much effort is needed to get data finalized for payroll each period?
Tracking down missed punches, summing times, and re-entering information into one or more systems or sheets is not only creating the opportunity for error, but is also a poor use of an employee’s time. The Gatekeeper Labor Management System displays missed punches to a supervisor immediately so that corrections can be made when they occur rather than when it is time to process payroll. The entire time to process payroll should not take longer than 15 minutes, including getting the time data file into the payroll software or payroll service. Gatekeeper makes it part of every implementation process to ensure that the payroll file you easily create in the system can be imported into either the software you use or to the payroll service you utilize.
3. How easily can you catch approaching overtime issues or missed clock times?
Most often, the amount of overtime a company is spending is only discovered after a pay period. One of the main reasons for this is the fact that the employee schedules are not in the same system as the time data. The Gatekeeper Labor Management System will alert you to employees that will be into overtime IF they worked the rest of the schedule, which is known because the Labor Management System contains several outstanding features in regard to easily creating employee schedules. Alternative employees can be spotted and scheduled to reduce unnecessary overtime.
Missed clock times are also a culprit of incorrect labor payment since the total hours are not noticed until payroll time, and times are often improperly recorded upon catching them. Also, if times are not corrected before payroll occurs, another check will need to be created (or an alternative process) to pay for the missed hours.
4. How quickly do you feel time and labor reports can be generated to assist in decision making?
Labor reporting is often only a capability within the payroll software or service, which has limited access. In today’s fast paced business environment, readily accessible information is crucial in order for managers to make the right decisions. Within the Gatekeeper Labor Management System managers can have access to data immediately, both through reporting and the Manage-at-a-Glance™ View of their employees. Detailed permission levels ensure that the managers only have access to data concerning their operation.
5. How complicated are the rules or processes you have in place to handle shift differentials, overtime, vacation, comp time, etc.?
Companies often perform operations similarly, “except for this one thing”. These “one things” create a lot of manual work when a system can not perform that calculation or function. Gatekeeper believes a labor management system should match the business rules of an organization, not the other way around. Through tremendous experience in a wide variety of industries, the Gatekeeper Labor Management System includes features and rules that can be configured to an organization’s exact demands by our Implementation team. If our standard tools do not suffice, our Development team will create a custom feature or report to meet those requirements.
6. Is HR spending time on clerical time & attendance tasks?
Different people within an organization may wear the “HR” hat if there isn’t a dedicated staff or employee, but regardless of who wears it, there may be a lot of time spent on manually calculating vacation and sick time or dealing with payroll issues. These types of tasks can much more easily be done with the Gatekeeper Labor Management System, which frees up HR to spend more time hiring and training and less time on administrative work.
7. How effectively and efficiently can you currently create employee schedules?
Most often, employee schedules reside on a particular computer. Upper levels of management have no visibility as to employees that are late or missing or approaching overtime. This is resolved if the schedules are part of the labor management system. The system can then alert appropriate parties when issues arise and everyone with the proper access can view schedules and make changes when needed.
Another time saver in the Gatekeeper Labor Management System is providing employees (through a PC workstation kiosk or their own desktop PC) the ability to view their own schedules, clocked times, and even request time off!
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