Agent ELF – Page 14 – Time and Attendance

Managing and improving HR processes utilising the latest technology

A companies human resource processes were once considered time consuming. It would take staff weeks to perform the easiest of tasks as they relied on the manual input of hundreds of employee details. Computer based systems made it easier for companies to manage their processes dramatically reducing the amount of time hr staff spent on all tasks.

The introduction of computerised Human Resource systems has made it easier for companies to successfully organise and manage all of their HR business process from one place. Having a computerised system not only simplifies any human resource department’s job but also saves them valuable time. As tasks such as creating reports, searching for specific staff and quick matching resumes to job criteria are available at the click of a button.

Human Resource Software

Many companies are choosing to opt for human resource software. The Ceequel human resource software is designed to completely streamline all of your HR processes, significantly reducing costs as documents no longer need to be printed as all forms can be passed to employees and completed at the touch of a button. The Ceequel system is easy to use and keeps all employee records together. The Human resource department can simply fill in all employee details on one screen, attach qualification certificates (where needed), schedule training courses, set reminders and much more.

The Ceequel system also allows members of the HR department to track and identify any absence or performance issues within departments but absence can also be identified on an individual basis. A company hierarchy can be set up within minutes always displaying the correct company formation as records immediately update when new data is submitted. The Ceequel system allows your HR department the option of advanced management by integrating the software into employee self-service or a time and attendance system. With employee self-service your employees are able to control and manage their own personal information such as current address, next of Kin, absences and holidays taken/planned. Employees are also able to request holidays within the online portal, the request is then sent directly to their line manager for approval. When a request is approved that employee’s holiday calendar is automatically updated. All Ceequel platforms are integrated meaning all information is transported between each portal in real time. When a holiday request is approved the request will automatically show up on an employee’s calendar for any member of the human resource team to view. This significantly reduces the amount of time the human resources department spend updating employee information meaning they have extra time to complete more strategic tasks.

Integrating a time and attendance system into your human resource software can significantly reduce time and money. Asking your employees to clock in at the start/end of the day and when they leave for lunch is the easiest and most accurate way or recording clocking data. The use of a computerised system completely eradicates the need for paper based time cards, meaning your human resource department no longer needs to manually input from the old fashioned time cards.

For more information on how a human resource system could benefit your organisation or for information on employee self-service or even the implementation of a time and attendance system, contact us today!

CEEQUEL – Employee Management Software Portfolio

The Ceequel portfolio created by ELF Productivity consists of a number of modulus. All modules can be full integrated together to form a company wide employee management system. All seven modules are available to be implemented separately.

CEEQUEL Portfolio

Long term Sickness linked to the decline in NHS?

With long term sickness levels on the rise UK manufacturing companies are now calling for tax breaks to be introduced to help them deal with the growing sick note culture. A recent survey carried out showes that 41% of employers have reported an increase in long term absences over the past two years.

A recent survey carried out by Jelf shows how UK long term sickness levels have risen by two fifths for most industries which has left many companies calling for tax breaks in order to help them deal with the high costs associated with the dramatic increase of fit notes. The survey shows that 41% of employers have reported an excessive increase in long term absences over the past two years. With manufacturing organisation EEF saying that one in five manufacturing organisation are now having to pay for private healthcare in order to get their staff back to work, as the NHS isn’t doing enough or there are significant delays with appointments.

The most common long term absence problems that were recorded in the 306 firms studied were muscular skeletal disorders and back problems. This was closely followed by medical tests, investigations and surgery. The survey also showed that manufacturing employees on average were taking 5.3 sick days off per annum. The study comes ahead of a green paper due to be published in summer of 2016 on workforce health and is the UK’s biggest business survey on sickness absence to date.

Clock Software improvements overtime

Overtime more and more organisations have turned to a time and attendance system as a means to monitor their employees. Advancing technology now also means that the systems available come with a greater range of capabilities making them even more appealing to business.

Clock Software

Many businesses are already familiar with the term time and attendance. Most employees have either used a time and attendance system in the past or understand the concept of one. After all recording employee clocking data for time and attendance purposes isn’t anything new. Businesses have been using these types of systems to monitor employees since the twentieth century. Employees previously used card based systems that required them to manually write down all clocking occasions. The problem with using a card based system is that the data collected wasn’t always correct. Employees couldn’t always remember the exact time they clocked and some would often manipulate their times, if they had perhaps taken a longer lunch or arrived late. Employees in organisations that paid overtime would often award themselves extra hours on top of their contracted. Paper based cards were not only inaccurate but played havoc with organisational payroll as employees were often over paid costing businesses thousands and in some cases millions per annum.

As technology advanced so did the type of systems organisations began using for their time and attendance needs. New modern day systems accurately track and record all employee clocking data drastically simplifying the time and attendance process. There are now a number of different types of clock software available to business all with different capabilities.

Proximity clock software

Proximity software allow employees to register clocking’s by using either a fob or a proximity card. An employee simply needs to hold up their given card to the time and attendance system which will then instantly identify them and clock them in/out. A back up method of clocking can also be configured in case the first means fails or for when an employee has forgotten their proximity card/fob.

Biometric clock software

Biometric clock software are available with fingerprint and facial recognition capabilities. Employees are required to enrol their fingerprint or face onto the main clocking station. This information is then passed through to all other clocks (subject to permissions) within an organisation meaning employees can clock from anywhere within the building or even at other geographical locations for multi-site companies.

Biometrics over traditional passwords

Many of us use password authentication on a day to day basis in order to access secured content. However over the years other forms of authentication have been growing ever more popular within younger age groups and a recent study done by GIGYA on 4,000 adults in the US an UK confirmed this.

Using passwords as a form of authentication to gain access to resources is considered the norm. Many of us have multiple passwords we remember on a daily basis that we use to access to our personal accounts. A recent survey done by GIGYA on 4,000 adults in the US and UK however showed that within certain age groups next-generation authentication methods were becoming ever more popular.

After all password protection can sometimes be a real pain. The procedure to re set your password can be long and tedious, especially if the site you’re trying to gain access to needs you to answer security questions or input a reset code. Fifty two percent of people surveyed said they would completely overhaul the use of username and passwords in favour of other forms of authentication. Millennials were the most welcoming to change with fifty percent of the people surveyed saying they had already used a form of biometric authentication. Sixty six percent of millennials also admitted to owning one or more device that integrates with biometric technology compared to forty eight percent of gen x and thirty percent of baby boomers. With more devices allowing for biometric authentication Jupiter research group estimate that more than 770 million biometric enabled applications per year will be downloaded by 2019 this is a significant increase compared to the 6 million in 2015.

Biometric authentication is definitely on the rise and for obvious reasons. Using one’s finger or face as a means to access what we need is not only quick but also more convenient. No one wants to have to remember an absurd amount of usernames and passwords or spend the time answering questions when they are forgotten. Password authentication is also not the most secure method. Many people choose to use the same password for multiple accounts or use a personalised one they are less likely to forget. The problem with this is that accounts can easily be hacked by hackers with a bit of time on their hands. Companies who use password authentications are sometimes not the most secure either. Even huge companies such as Apple and Microsoft have found themselves in the past fall victims of a data breach. Biometric systems are more secure than passwords as they require your personal touch. Access is only granted when you scan your fingerprint or face making it almost impossible for someone who isn’t you to gain access. Eighty percent of people that took part in the survey agree that biometric systems are more secure.

Biometrics within business

With next generation authentication methods on the rise its imperative businesses stay on top of the trend. The implementation of a biometric access control system into your organisation will revolutionise the way you’re employee’s clock rendering old punch code systems useless. Biometric systems can be set up to allow access on a door by door basis. Access can be limited to certain times and days. Employee access can also be limited to certain areas of an organisation.

For more information on what access control can do for your organisation and the available solutions contact us today!

Modern day Time and Attendance solutions

Time and attendance solutions have drastically changed over the years thanks to the help of modern day technology. Paper based card systems are now rendered useless as companies choose to adopt electronic clocking systems. These modern systems come with many added benefits.

time and attendance

Time and attendance systems have been around for many years. Employees were once expected to clock in using paper based time sheets or with a punch to clock system. With the use of modern day technology employees are now able to clock using much easier methods. Almost all modern day systems record data in real time onto a web based time and attendance solution, making it easier for businesses to accurately track each individual employee.

Keeping track of employee time and attendance data is imperative to the survival of any company. Time and attendance systems allow mangers to easily know exactly how many holidays each employee has taken. They also track all employee absences providing mangers with the means to identify any absences patterns at the earliest of stages.

Web based time and attendance

A web based time and attendance system records accurate employee data in real time. This data can then be accessed on any device anywhere using an internet connection. Data is collected using a networked data capture terminal with either biometric or proximity technologies. This means employees are able to clock using a proximity fob/card or by finger or even facial recognition.

Different specifications can be setup within the system to incorporate flexitime, shifts, attendance requirements and public holidays or any other requirements specific to your business needs. Employees can access their individual attendance data by logging onto employee self service. From there they can see how many holidays they have left, request any future time they would like off and employees who work shifts are able to check and request shift changes.

The main benefit of having a web based system over any other time and attendance solution is that it always remains accurate. As all records are stored online employees can be provided with permissions, to gain access to their time and attendance data, providing transparency to the employee, ensuring any queries are dealt with in a timely fashion. Having an automated online system also saves Human Resource and Payroll department’s time. They no longer need to spend hours working out attendance rates and pay premiums as the process is now automated. Web based attendance systems also make it easier for mangers to plan rotas as shift patterns and rosters can be predefined within the system.

A web based time and attendance system can benefit organisations of all sizes. It saves time by simplifying your payroll processes, allowing human resources to deal with more pressing tasks. An automated system can also save your organisation money, as not only does it make the calculation of wages a simple process thus saving valuable resource but all the data collected is accurate, meaning every employee is paid the correct wage at the correct time.

For more information on a web based time and attendance system contact us today!

Modern day work place security

Making sure your business is secure in every way is a crucial to the success of your organisation. Companies who do not have systems in place to protect their premises or key data risk having their possessions n information stolen. Access control systems are designed to stop this from happening by securing every aspect of a business.

Access Control

Securing your business premises and the key data kept inside is paramount to any business owner. The most common method, organisations use to do this is by using an access control solution. Access control systems work by limiting and monitoring access to your organisations premises and secure data Files. Many organisations have already begun to experience the added benefits of an access control solution. Below are the three main ways in which an access control solution will revolutionise your business security.

The benefits of an access control System

Customisable

An access control system is by far the safest way to secure your organisation. Access can be controlled on a door by door basis minimising your risk of exposure. Employees are only allowed to access permitted areas of your building or the required information needed to complete their job. Limiting who has access to what information within your organisation means that if a data breach was to take place the list of possible suspects is significantly lower making it easier to find the person responsible. Not only can you limit employees to certain parts of your organisation you can also limit them to specific times and days. If as a company you shut down completely on public holidays or over festive periods, then having an access control system in place allows you to completely lock down your premises.

History logging

All access data is collected in real time and logged onto your time and attendance system. Information is not only stored every time an employee clocks in/out but also when employees try to access areas that are restricted to them. This information is easily accessible to line mangers and notifications can even be set up to alert them as soon as access is denied. This information is also imperative when it comes to investigating data theft or physical property damage. The information can also be used to track any individual employee’s movements you may be sceptical of.

Keyless

Employees no longer need to worry about locking themselves out of the office as most access control systems don’t require a physical key to gain access to a building or area. Access is granted using a number of different innovative technologies. Biometric systems permit employee access through the use of fingerprint or facial recognition. Proximity systems require employees to carry a key card or fob which will need to be presented within 3-5cm of the reader. Each system can be supplied with a backup clocking method.

Access control systems are regenerating the way organisations secure not only their office space but also the key information stored inside. For more information on how an access control system could help you, contact us today!

Four tips to achieving a better Work-life Balance

When it comes to achieving an ideal work-life balance many of us find it hard. This is often because most of us work jobs that are considered to be ‘always on’ meaning we often never really have chance to relax. Checking our emails outside of work time because a common occurrence and taking work home seems like a logical thing to do.

Many employees often struggle to find or maintain the appropriate work-life balance. This isn’t surprising in a world that never stops. With employees now being able to access their emails and work files remotely off multiple devices, from practically anywhere in the world fully switching off when away from the office can be difficult.

After all we’ve all fallen victim to what we believed would be a quick check of our work emails and then found ourselves spending hours responding to ‘urgent’ messages, that realistically could of waited until the next day. Accessing work from outside of the office however is not our only downfall. Many of us often choose to stay late at work or come in early in order to finish off tasks that should have already been completed.

Listed below are four tips to help employees effectively maximise their time which in turn will help them to achieve and maintain a better work-life balance.

Schedule/manage your time

Scheduling your time should not only be a key aspect at work but also within your home life. Having no clear organisation when it comes to the completion of tasks means you’re never fully making the most of your time.

Creating a daily schedule of all tasks that need to be completed and prioritising them by importance, is an ideal way to stay on top of what needs to be done and makes sure you don’t forget anything. Estimate and schedule a block of time for each task and try to keep within the allocated time limit. Make sure to make a note on any task that exceeds the time given as this information will help you to correctly schedule any future tasks that are similar.

Don’t strive for perfection

When it comes to completing work almost all of us strive for perfection. This however is not always probable, especially within a busy working environment when you are inundated with tasks. Employees often waste valuable time redoing the same tasks over and over again until the task reaches what they believe to be perfection. This can often leave employees with too much work to do and not enough time to complete it. Instead of completing all tasks to perfection level employees need to learn to just be happy with submitting work when it’s good enough.

Learn to say NO

Although making yourself available 24/7 and accepting any task asked of you is a good way to stay in your bosses good books is just not plausible. An excessive workload is one of the main causes of employees getting stressed at work. Stressed employees are less likely to be able to complete work to the best of their ability, meaning the standards of work produced can dramatically fall which in turn doesn’t look good to any manager.

Many people believe that saying no when asked to take on extra work can potentially portray them in a negative light to their line manager. This however is not true. Before accepting any extra work employees should always think clearly about whether they have sufficient time available and just how much strain would the completion of these extra tasks could have on their current workload. If the realisation is that the extra work would leave you submerged then just simply saying NO is the best thing for you. There’s also no need to make up excuses as to why you can’t take on the extra work, simply apologising and explaining to your fellow employees that you’re currently too busy is enough.

Leave work at work

We live in a society where almost all jobs are now considered ‘always on’. This means many employees often feel obligated to work outside of their contracted hours. Employees who do this make it impossible for themselves to ever achieve a work-life balance.

Instead of completing tasks at home, employees should note down before they leave the office any outstanding work that needs to be completed. This can then be used as a list of priority tasks that need to be dealt with the next time you are in the office.

Learning to leave work at work and switching completely off from checking and completing work related tasks when at home or on vacation is the easiest way to achieve and maintain a good work-life balance.

Productivity Gains from Flexible Working

Every company strives to improve employee productivity. After all a productive workforce is a happy workforce and happy people often produce a higher standard of work. Reliable working is just one of many options to boost employee productivity.

Flexiable Working

Since the twentieth century UK employees have been expected to work a total of forty hours a week. Working eight hours a day, five days a week is considered natural to most people and a vast improvement on the 12 hour, 6 day week prior to that. However as times change so do companies thoughts on how many hours an employee should work per week.

Many companies are opting to allow their employees to work a four day week – instead of the now considered – traditional five. These companies believe that a shorter working week increases productivity levels in the workplace and therefore leads to an improved working environment.

However there are still some companies who remain unconvinced. Detailed below are three reasons why a four day working week would be beneficial to both employers and employees.

Improved work-life balance

In today’s world, employees can struggle with finding an acceptable work-life balance. Working long hours, five days a week, often impacts on the quality time parents spend with their children. Employees who don’t have parental commitments can also experience time intrusions on their out of work activities and social commitments.

Allowing your employees to work a four day week provides them with more personal time, giving them the chance to be more focused and productive.

Parents can spend more time with their children and family life. Employers, who are flexible on which day an employee takes off, allow both parents the opportunity to spend equal amounts of time with their children, as alternate days can be had away from the workplace.

Employees without children can also use extended weekends to participate in out of work activates such as hobbies. A longer weekend gives staff more time to relax, meaning employees are more likely to come into work on a Monday feeling refreshed and enthusiastic.

More Productive Employees

Companies often assume that having a four day week will significantly impact the amount of productive work from employees. This however is not known to be correct. Employees are more aware they have less time to complete their weekly tasks and therefore they become more focused and productive. Most employees will no longer waste time checking emails or interacting on social-sites and re-direct their attention on to completing the essential tasks in the given time.

A longer weekend also provides employees with the ability to completely switch off from work and concentrate on relaxing and revitalising.

Ultimately this leads to happier more productive employees.

Increase employee retention

Employee retention is vital to running a successful organisation. Every company wants to retain their best employees, their skills and knowledge. Losing essential members of the workforce can not only impact businesses negatively but is often costly. Attracting replacements can be a long, tedious and costly process and will generally have an effect on productivity and quality whilst new employees are up-skilled.

Ultimately – providing your employees with a four day week option is a positive way to incentive your employees to stay with the company. It makes your organisation more appealing over your competitors when it comes to recruiting for new employees. A four day working week can also act as an alternative to pay-increases or staff bonuses – improving your businesses bottom line.

Stress related absences can harm your business

Employee absence rates related to stress can be a real headache for organisations. Stress related absences often last longer than normal employee absences meaning a high number of tasks have to be passed on to other employees. Most stress related absences can often be avoided through the implementation of certain processes.

Employee absences can be a real drain for organisations. Not only do absences cost money but long term absence can have a lasting impact on employee workloads. The number of Employees taking time off work due to stress is becoming ever more prominent within all companies.

A survey carried out by CIPD shows the eighteen most common causes of stress at work. With Two-fifths of the organisations surveyed reporting an increase in stress-related absence over the past year. Workload was the highest common cause of stress within all sectors but affected public and private sector organisations the most. Employers within the manufacturing and production industry found that management style and issues at home were equally to blame for the high number of stress related absences. Non-profit organisations found that thirty seven percent of employees were stressed due to having in-work relationships. Poorly handled organisational changes had a higher effect on public sector organisations than all others.

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Some cases of employee absence, due to stress, could easily be avoided. Setting up procedures in the workplace to assist employees effectively manage their workload, could help massively reduce employee absence rates. Communicating organisational change (e.g. office moves, department shake ups) to employees at the earliest opportunity helps them to plan ahead, instead of last minute surprises which can often lead to stress. Allowing employees to work flexible hours when needed is one of the easiest ways to reduce absence rates and improve employee morale.

Office romances can often cause problems for organisations when it comes to absences. Relationships within the workplace that end badly often see the employees involved having to take time off work due to emotional stress or because they want to avoid their colleagues. Some organisations include a workplace romance policy into their company guidelines. The policy is often introduced to deter employee romances with work colleagues as businesses see them as a major disruption to the workplace.