Guide to attendance management and timesheets

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Guide to attendance management and timesheets

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Attendance and time management or timesheets have always been a very important part of any organizations. It has been practiced since the beginning of time and has always played a vital role in the growth of any organization. Whether it is a paper based manual timesheet for attendance or a computerized attendance system with facial recognition. Today we shall discuss the attendance and timesheets and how they affect the growth and efficiency of a firm.

Attendance

Before we get into details it is very important to understand the basics of these concepts. Attendance represents the time you were in office. It does not store what kind of a work you’ve been doing or which project you have been working on.

Timesheet

Timesheet is a very important part of any organization to maintain discipline and efficiency. Time sheets and time entries represent actual work you have been doing. A time sheet which represent one week can have multiple time entries. Once an employee completed a time sheet they can send it to direct supervisor for approval.

Time and attendance

Time and attendance systems (TNA) are used to track and monitor when employees start and stop work. A time and attendance system enables an employer to monitor their employees working hours and late arrivals, early departures, time taken on breaks and absentees. It also helps to control labor costs by reducing over-payments, which are often caused by paying employees for time that are not working, and eliminates transcription error, interpretation error and intentional error. TNA systems can also be used to ensure compliance with labor regulations regarding proof of attendance.  Time management systems give employers insights into their workforce, and help them plan and manage work time in order to better control labor costs and increase productivity. A good time management system automates processes, eliminates paper work, and cuts tedious tasks.

Tracking attendance of employees is crucial for the reliability and profitability of the company. To track employee work hours, companies use various methods ranging from traditional punch cards systems, timesheets to a Biometric system. The main aim of this process is to keep track of employees’ work hours by daily recording their clock-in & clock-out time. Employees usually have to fill the timesheets after work hours or before leaving the office for that particular day. Manual filling of timesheets can lead to various issues like timesheet tampering, inaccuracy, and errors, etc. an automated attendance management system can make things easy and prevent such issues.

Key features of an attendance management system

  1. Time clock feature to reduce human errors.
  2. Cloud-based attendance monitoring facility for remote working employee.
  3. Integration with payroll processing. 
  4. Feature for generating tailored reports.
  5. Feature for policy and regulatory compliance. 

Now that we know what are attendance based systems and what are timesheets. Also, we have discussed their key features and how it helps in advancing for an organization. We shall now take a look at how many different ways there are for attendance management systems.

1. Manual

It is a traditional way of taking attendance. We have to manually enter the work hours of each employee into payroll. This method has been outdated with the introduction of automated solutions.

2. Time clock

This is an employee self-service module that allows employees to track their time while working from home, or from a different location. We can track the employee’s work location using GPS and additional option selfie.

3. Attendance import

The attendance of the employees is noted down in an excel sheet that is imported in bulk to the payroll.

4. Biometric

With the advancement in technology, we can track the attendance with the touch of a finger using a biometric scanner. It is easy to make it convenient for employees, but it doesn’t scan the finger if any moisture or dirt is present on the fingers.

5. Facial Recognition system

The automated system for human face recognition in a real time background for an organization is to mark the attendance of their employees. To detect real time human face are used and a simple fast Principal Component Analysis has used to recognize the faces detected with a high accuracy rate.

6. Cards

The swipe card attendance system keeps the attendance records up to date with time management of each staff member. Swipe card attendance system records an employee’s all sequence of time such as at what time he/she arrived at work, the duration of lunch or tea breaks, at what time the employee left the office, etc. to provide a precise depiction of working pattern. 

Advantages of attendance management system

  1. Can create tailor-made, visual-rich reports.
  2. Offer insights on employee time-off trends and shift patterns.
  3. Has an impact on organization’s performance.
  4. Ensures accuracy and consistency in attendance processing.
  5. Improves employee productivity considerably.
  6. Enforces organizational policies and regulations.
  7. Eliminate time-theft risks and manual errors.
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