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Employee Attendance and Non-Attendance Reports
Comprehensive Management Information
CaptureIT has a comprehensive set of reports included as standard that can be emailed to line managers for immediate action.
The software utilises ‘Crystal Reports’ as the report generator allowing customisation of existing or the creation of new reports. Included with CaptureIT is the ‘Crystal Reports’ run-time software.
As an employer you have a 'duty of care' to ensure, as far as possible, the health, safety and welfare of staff whilst they are at their place of work. CaptureIT can assist with this by automatically providing you with exceptions to normal attendance behaviour, such as excessive hours worked, sickness, etc.
Likewise, you can report on the hours worked over a given period, hours off sick, holidays taken, overtime worked and so on. The days off sick will also assist in the necessity for you to record which members of staff are entitled to the annual bonus if they have not taken any time off sick.
CaptureIT has the ability to alert you to occurrences within in the system, known as “exceptions”. These can be for information purposes, such as CaptureIT telling you it has applied a rule, or for warning purposes meaning that action needs to be taken.
There are over 100 different exceptions within CaptureIT, which include:
- Clocking in late or clocking out early
- Working too many or too few hours
- Taking too long for lunch or tea breaks, or not taking a break at all
- Trying to use a terminal that he or she does not have access to
- Trying to enter a job that does not exist or has been completed
- Working on a job when the operation goes over budget
- Working more than 48 hours in any one week
- Working more than 6 hours without a break
These exceptions are stored in a log file within CaptureIT and can be viewed or printed at any time. However, a more popular feature is the ability to have exceptions emailed to the relevant persons. This is a more pro-active approach and removes the need to manually check the exceptions log on a regular basis.
CaptureIT can be configured to send emails when certain events occur. CaptureIT supports both MAPI and SMTP email transports and these notifications are linked to exceptions raised by employees, of which there are over 100. You can specify exactly which exceptions you wish to be notified about, meaning that you are only seeing issues that are relevant to your business.
Email notifications can be sent to separate addresses based on department or on the nature of the exception. For example, a line manager would want to be notified as to which employees arrived late that day. This would be a departmental notification. Whereas someone arriving for work when they were signed off sick would notify HR, or a job going over budget (in the Job Costing module) would notify finance. These would be exception notifications.
You can specify how often the CaptureIT Server will send out emails by entering the number of minutes into the system. The higher this value, the more exceptions will be included on a single email message, but you will receive the email longer after the event occurred.
CaptureIT has the ability to produce a report showing Bradford Factor scoring for your employees. The report is tailored to your own requirements as most companies have their own interpretation of the rules. We can specify which absences will apply to your Bradford Factor scoring and can also set the points threshold so that anyone exceeding it will be flagged up. This is an incredibly useful tool which can save a large amount of time from an administration point of view, as Bradford Factor scoring is notoriously time-consuming to calculate manually.
The Bradford Factor is a scoring system designed to measure the impact of absenteeism on the business. It is becoming increasingly more popular and many companies use the Bradford Factor in some form. The disruption caused by frequent short term absences is often far greater than that caused by occasional long term absences. The Bradford Factor measures an employee’s irregularity of attendance i.e. how many times their unplanned absences have occurred over a set period. This gives an indication of how much an effect and disruption these absences have on the operational efficiency of the company.
The formula used to calculate The Bradford Factor score is as follows:
Occasions x Occasions x Days lost
Occasions being how many different absences have occurred over a rolling 12 month period, days lost are the total number of working days lost over the same 12 month period. The above calculation creates a score; the higher the score the greater the impact.
The example below illustrates how 3 different team members can lose the same amount of working days over a 12 month period due to unauthorised absence, but create different scores;
Example 1 – 1 absence of 12 days Bradford score = 1x1x12 = 12 points
Example 2 – 6 absences of 2 days each Bradford score = 6x6x12 = 432 points
Example 3 – 12 absences of 1 day each Bradford score = 12x12x12 = 1728 points
Contact us with your requirements and discover the benefits of installing our system...
Where next? Absence Management, Clocking In, Fire Roll Call, Flexitime, Payroll Link, Remote Workers, Reporting, Time Recording
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