One of the most integral parts of any business or an organization is the Human Resource (HR) department. The key responsibilities of the HR unit include hiring, training, reassignments, position classification and payroll; the challenges are immense, too. A company can certainly not function without a workforce handling branch because HR helps in aligning the staff with the company’ vision and mission.
Among the many problems that the HR department faces, retention of talent, recruitment, productivity, and leadership top the list. Regardless of the organization’s size, the HR finds it challenging to manage a large pool of people and payroll. To combat these problems, automating the HR functions seems a feasible solution.
Challenges faced by HR
- Complex and cumbersome manual processes to compile and verify employees time and attendance information.
- With new labor laws introduced regularly, the need to simplify the time and attendance and payroll structure is immense.
- With emphasis being placed on work-life balance, Flexi-time (flexible work hours) is on the rise. Managing attendance innovatively is the next big challenge for the HR.
- Health & safety regulations imposed by the government require quick and easy access of the employee data. Managing colossal amounts of data and providing it instantly as per the need is a challenge for HR personnels.
What is the Solution?
The business of managing employee attendance and time is an important job that requires manpower for which the companies must shell out a substantial amount of money. Given the current global economic scenario, organizations today want to reduce their overhead costs even further, and that calls for a system that would help them do just that. But does that mean the system would overburden the HR personnels? The answer is: The system would only ease the workload of the personnels; leaving them time and space to pursue their individual professional or personal goals. Meanwhile, the companies definitely enjoy substantial savings which they could invest in expanding their business.
Automating Employee Attendance and Time
Today, many organizations are switching their manual and siloed HR processes to automated systems for efficiently managing their workforce. These businesses are experiencing benefits in terms of reduced costs, improved productivity and the ease of switching to an automated time & attendance process.
Replacing the manual time & attendance processes with an automated, single-system solution boosts the productivity of the employees across the company.
Employees: With time and attendance data online via time clocks, or on their smartphone, employees can keep a tab on their working hours, verify hours worked, apply for a vacation and scheduled leaves, which helps them improve their productivity.
Managers: Because they can now quickly view, approve, and submit attendance information from their team members from any mobile device or desktop, managers become more productive.
Payroll Administrators: HR personnels dealing with payroll no longer need to manually collect, check, and transfer data from timesheets. This leads to reduced payroll errors.
Integrated time, attendance and payroll systems automate workflows; which eliminates the use of timesheets and paper time cards. Since, the data are no longer transmitted manually, it reduces the amount of human error that may lead to an increase in the payroll costs.
The increase in accuracy, reduces modifications, and reduces payroll overpayments; which leads to substantial savings in terms of time and cost for the organizations.
The New Mantra- Cloud Based Attendance & Time Application
Cloud computing is taking the business world by a storm. The SaaS (software as a service) oriented cloud solution is an economical way to conduct business operations, because it is a scalable solution that requires less hardware, consumes fewer IT resources, and converts capital expenses into operating costs.
So how does it work?
Cloud computing involves the use of a third party server that manages applications over a secured network. Thus, companies save on the costs of software installation, managing a server, and hiring a dedicated in-house IT team.
Time and Cost Savings: Cloud-based time and attendance software runs on a third party server, so you save time and money in terms of installing the software, configuring the hardware and maintaining the server. What’s more, Tech Support is quickly available; it’s just a phone call or an email away!
Reduce and Simplify HR Activities: By switching to cloud-based Time and Attendance software; organizations can simplify the time consuming and costly manual HR processes. Simply, update or add the clerical details like employee details, attendance and working hours and bingo the payroll details pop up on the screen within a few seconds. Small and medium sized companies are always seeking to reduce their costs and by switching to an automated system can help them achieve their objective, quickly.
Managing Workforce: A company with a fluctuating workforce needs a constant upgrade on employee details. A cloud-based Time and Attendance software can be stretched in terms of storage space without spending a fortune. The best part of the cloud software is that it can be accessed anywhere and anytime by anyone who has the authority.
Employee Satisfaction: When the attendance is clocked in, managers and HR personnels can keep a record of their employees working hours. This leads to a congenial environment as the application can inform the managers about employees who are working overtime; enabling them to assign work in a balanced and cost-efficient way through a reduction in overtime costs.
Biometric Time and Attendance Software
Biometrics is the latest fad in the corporate world. If you are tired of your employees covering up for their colleagues, then you need to install a biometric attendance system in your office.
What is Biometrics?
Biometrics makes use of the physical appearance of the person to record and store information.
Why is Biometrics gaining popularity in HR functions?
Since, the biometric attendance system would use the unique DNA of an individual like fingerprint, iris color, or facial recognition to clock in the office, feeding false information about an employee in the system is impossible. The data is accurate and everything is encrypted to ensure that the employee’s safety and privacy is not tampered with. The biometric attendance system, thus helps HR personnels and managers to keep a track of their staff presence and absence on the company’s premises.
The biometric attendance system will immediately inform the employer or the manager of a security breach on the company’s premises via e-mail alert or phone call; if an intruder tries to use the biometric card of an employee. This makes this system a great security application.
Coming to the biometric attendance software, it is capable of:
- Accessing the attendance record from anywhere in the world
- 100% secure and accurate employee data fed in each time
- The data can be easily backed up on the spacious third party servers
There have been many instances in the past where there was theft of information in a company or the data was tampered. All this can be prevented if there is a secure software like the biometric attendance software.
Both the Cloud-based time and attendance software and the biometric attendance software are gaining momentum rapidly due to their ability to streamline the HR functions and helping companies save time and money. In the future, with advancement in their features, these software will provide an enhanced security layer where there will be less data breaches and greater employee satisfaction.