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Top 10 Tips for Buying a Time and Attendance System
Number 1 - Planning
The very first action to take when considering purchasing a Time and Attendance System is to create a Project Team made up of the people within your business who will be using the system on a daily basis. This will usually include the Operations Manager, Finance Manager, HR Manager, IT Manager and Line Managers.
Make a wish list of all the areas they would like the system to cover. This can include the type of clocking in terminal, the data they would like the system to collect and the type of management reports they would like to produce.
You will know what your internal decision making process is in relation to making a purchase and who is responsible for signing off the purchase order forms. Make sure they are present at your Project Team meetings or at the very least are kept fully updated of your progress.
The other aspects of employee management that a Time and Attendance System should cover include;
Ø Flexitime Management
Ø Activity Monitoring or Job Costing
Ø Absence Management (Sickness, Holidays, Lateness)
Ø Automatic Fire List Production
Ø Network Connectivity across sites
Ø Transfer of Collected Attendance Data to your Payroll Software
Ø Holiday Planner / Calendar
Ø Comprehensive Management Reports
Ø Range of Clocking In Options such as a Biometrics and PC based clocking etc
Undertaking this exercise will provide you with clear requirements when researching and contacting Time and Attendance System suppliers.
Number 2 – Secure a Budget
If you have less than 50 staff and have basic requirements expect to buy a cheaper off the shelf system which you may be able to install yourself with the help of your IT Team.
If you have 50 staff and your requirements are basic expect to pay between a thousand and three thousand pounds which should include basic installation and support.
If you have more than 50 staff and your requirements are more complex, such as various shift patterns, more than one clocking terminal and a link to payroll, expect to pay a few thousand pounds. At this level you should receive a full installation service, with training and support included.
Try and secure a budget before you begin your research into suppliers of Time and Attendance Systems. This will help you to weed out those whose systems are too expensive or even too cheap for you. Be careful to balance your requirements against budget as you may not get the system that best suits your business needs for a few hundred pounds.
Number 3 - Research
There are many companies supplying Time and Attendance Systems ranging from a few hundred pounds to thousands of pounds.
A search on Google will provide a list of Time and Attendance System providers. Review their websites and cross reference your wish list. Contact each supplier whose system matches your needs and provide them with a list of your requirements, including your expectations for delivery and budget for the system.
Most suppliers will tell you at that stage whether they can help you or not and those that can will offer you a free on-line or on-site demonstration. This will enable you to view their software and ask relevant questions.
It is advisable to ask your Project Team to be present at the demonstration. This ensures that there are no surprises when the chosen system is installed.
Number 4 – Short List Suppliers
Following the demonstration each supplier should provide you with a business proposal outlining how their system will cater for your requirements. This should also include their costs and time scales for system implementation.
Short list your preferred suppliers and ask them for a second demonstration. This will help you to decide which system best suits your requirements. You also have the opportunity to build a relationship with the suppliers that will be supporting you for the next few years.
Ask the suppliers some pertinent questions such as;
Ø What are your timescales from placement of order to installation?
Ø What are your payment terms?
Ø Are there any hidden costs?
Ø What times are your support personnel available?
Ø Does your hardware come with a guarantee?
Be prepared for the shortlisted suppliers to contact you on a regular basis as they are keen to win your business. Use these opportunities to ask more questions.
Following these meetings and having covered off any outstanding questions, your Project Team should be able to make a decision on their preferred supplier. This recommendation will then go to the board or owner of the company for their approval based on the system matching the businesses requirements and budget.
Number 5 – Place Your Order
Remember at this stage it is not too late to clarify some last minute points with your chosen supplier.
Once you have the order form signed off send it to your chosen supplier who will then contact you to begin arranging suitable dates for installation and training.
Number 6 – Preparation for System Go Live
Your chosen supplier should provide you with a list of their requirements prior to sending in their installation and training specialists.
These requirements may include;
Ø A floor plan showing exits and power sockets
Ø Room on a server or a new server for installing the time and attendance software
Ø Adequate training facilities
Number 7 – Staff Communication
It is easy to forget about the people who will be using the system everyday, however they are probably the most important user, and it is vital that they understand how the system works and how it will improve their working life.
At first they may think that you have introduced a ‘big brother’ style system as every second of their time at work will be monitored. You and your Project Team can help them to understand why it is important to have such a system in place. One of the main reasons is so that all employees are treated equally and paid correctly.
Number 8 – Installation and Training
Your chosen supplier will install your software and hardware and ensure the two are connected and are fully operational. It is advisable to have your IT Team on hand during the process to provide support with technical aspects of the installation if necessary.
The training session will provide you and your daily users with the knowledge they need to set up employee records, make manual alterations and produce management reports etc. It is advisable to have as many end users in the training as possible even it means booking two days training.
Number 9 – System Go Live
On the day of ‘Go Live’ you will need to ensure employees are clocking in properly. This will provide administrators of the time and attendance system with a clear picture of attendance, absence and holidays for that day.
Once all employees are clocked in it is a good idea to test different aspects of the system including running management reports and transferring data to payroll.
Remember you have paid for support so use the service as frequently as necessary until you become comfortable with using the more technical aspects of the system.
Number 10 – Return On Investment
The most important thing for your business leaders to understand is how the Time and Attendance System is cutting out wasteful administration such as manual time sheets and eliminating human error when calculating employee’s wages.
From the Project Team’s point of view it is important for them to show that they have made the right choice and selected a Time and Attendance System that not only matches their business needs but saves the company money.
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