Tag: Employee Self Service

A Complete Guide to Time and Attendance Systems

Looking for a Time Management solution for your workplace? Have a read of our blog post and see why CEEQUEL® is the essential software for your company.

One of the main and most daunting factors affecting productivity within businesses – and therefore negatively affecting potential money-making opportunities and company-wide morale – is the poor or inefficient management of staff hours and performance. There are a multitude of different ways by which a company can measure, record and oversee employee attendance, but with so many aspects of your working day now being made quicker and easier through the introduction of more and more sophisticated automation – allowing you to focus on the key functions of your business and improve performance – surely there’s a way to reduce the hours you still have to spend trawling through timesheets, writing out clock cards and manually calculating hours and wages. If that’s what you’re thinking, you’re absolutely right – there is indeed a simpler answer. This is where a Time and Attendance System can be used. Time and Attendance has developed Ceequel®, a selection of human resources management modules that specialise in the management and administration of employee time and attendance records through the use of Microsoft SQL software. SQL is a digital language used when particular systems communicate with set databases, drawing information from specified fields and applying it to current activity. So, in short, a system that utilises this language will ensure that day to day activity within a business is recorded as data, then that data will be used to calculate what changes can be made to the current status quo to improve functionality and increase efficiency. ELF Time and Attendance mission statement vows that they will “provide a cost-effective solution to monitor and record all personnel attendance, utilising the latest technology, whilst delivering 100% customer satisfaction”, and all in the name of improving the performance and productivity of individual businesses. Read on to explore their handy guide that will tell you more about ELF Time and Attendance, how they work and what they could do to improve your company’s productivity and future prospects.

 

 

What is a Time and Attendance System?

Through the use of up to the minute database software, Time and Attendance modules can be installed from scratch as a brand new addition to the resources of your company. It is also possible for them to be integrated into existing systems to improve their performance. They are innovative programs that are able to automatically calculate employee hours worked – factoring in flexitime and overtime and even holiday allowance according to an employee’s length of service. These calculations and the resulting data can be produced and viewed in real time.

 

A Time and Attendance System can also help business owners and managers keep on top of irregularities in individual clocking in, such as lateness, missed clockings, unplanned clockings, unscheduled overtime or fewer hours worked than expected, enabling you to factor them into paycheck calculations, resolve any issues and plan expected absences in advance. They can also make roster generation a great deal easier by managing complex shift patterns for you – even going to far as to take into account specific skill sets necessary at certain times, such as ensuring a first aider is present on shift. Shift patterns can be stored within a library-style filing system, and regular, varied rotations can be managed across multiple sites, locations and businesses. You can even decide whether you require separate night and day shift reports. Reports can be created from the data extrapolated from your Time and Attendance System and exported, which allows you the option of a paperless, clutter-free office along with the opportunity to distribute said reports to all relevant colleagues. Graphical reporting is readily available with this software to allow for easy, straightforward analysis at HR meetings and with management teams, as is the option for automatic email reports, exception reports, basic HR reports and payroll export – meaning that even dealing with your employees’ paychecks can be automatically made many times quicker and easier! Your personnel can be easily registered with the software using any number of features, such as configurable profiles as part of an active directory featuring vital details, the option to view employees by photograph and the opportunity to set up an advanced fire register. A Time and Attendance System can even create bespoke ID badge designs for individual staff members.

 

Types of Time and Attendance Systems available

There are many available kinds of adapted Time and Attendance Systems available, each of which is suitable for a wide range of businesses and requirements. At ELF Productivity Limited, a Time and Attendance System integrated with Employee Access Control system can be used for company-wide security coverage, restricting or authorising access to certain restricted areas for specified individuals, as well as managing their attendance and performance.

If you choose to include a Human Resources Management software module, you’ll also be able to see what training each individual on shift has received, access their employee contracts, understand what equipment they have been issued or trained to use, report accidents and incidents, schedule their training and match their skills to specific tasks, keep up to date with salary changes and much more.

A Shop Floor Data Capture system allows the monitoring of employee time management and real-time progress updates. You can follow the progress of a particular project and form a database of standards against which each task can be checked. Through this system, you will be able to check the speed at which employees work, and whether they are performing to a higher or lower level than has been stated as standard for their assigned task. This software can also monitor the performance of machines, allowing for the timely identification of equipment malfunctions and calculating the cost per hour of each machine in use.

With the Employee Self Service option, you can give each of your employees access to their own individual profiles on the system, allowing them to keep track of their performance, stay motivated and track their progress. Any requests for holiday leave or explanations for absences can be recorded through this system, and internal notices can also be displayed. This particular software can be extremely helpful for individuals who often work remotely or from home, but also works well for on-site staff who wish to check or update their details or view their rota. There is an app available for both Android and Apple products for these purposes, and the system is completely secure, ensuring that only the relevant individual can access their own information.

Finally, the Web E-Manager System allows for cloud-based time and attendance management that is quick and straightforward, leaving more time for administrative staff to undertake further vital work. All facets of the basic Time and Attendance System – plus any additions – can be accessed remotely from anywhere with an internet connection, allowing you to keep up wherever you are while avoiding messy paper-based systems.

 

Advantages of Managing Employee Time and Attendance

Even smaller companies can benefit hugely from monitoring their employees’ attendance and use of time – in fact, correct task-assignment and the keeping of proper records can often make equally as great a difference to them as it can to their larger competitors. The ability to quantify the effects your employees’ current time management has on your company’s productivity – whether positive or negative – can be revolutionary, particularly when the data you are able to extrapolate can be used to make numerous changes in order to advance your performance. The application of Time and Attendance software can mean the difference between being stuck in a rut – and in the worst case, wasting precious time and money – and developing a highly functional, high-performing body of staff and work regime. Of course, you’ll also benefit no end from the time saved by automating administrative and HR work such as the management of flexitime and holiday leave, rostering, skill searching and absence management. It has been calculated than managers, employees and HR staff can spend up to eighteen minutes per employee every week on these arduous tasks, while more constructive tasks fall by the wayside or are afforded less attention. A good Time and Attendance System can save you a huge amount of time – whittling that figure down to just two minutes per employee each week – and, of course, time gained is money gained.

 

How to install a Time and Attendance System

ELF Time and Attendance will assist you in choosing the perfect system for your needs, and, after that, they’ll set about installing the software at your earliest convenience – as swiftly and efficiently as possible. Each installation is assigned its very own dedicated systems engineer to oversee the project and ensure everything runs perfectly smoothly. First and foremost, detailed information about your existing employee management activities will be collected, so that ELF can discuss your options with you and show you how you might be able to save a little time and money within the installation process. Their systems can be merged with existing software to make the transition simpler if you prefer. Engineers will also advise you on the placement of the necessary data capture terminals after a thorough examination of your site, to ensure the most efficient of arrangements. Ongoing consultations and forthcoming communication on their part every step of the way will render them able to install the perfect software for you, to an even higher and more efficient standard than you expected! Training will also be offered to any and all members of staff who will be using the terminals and software, to ensure comprehensive understanding of each element. It is recommended that this training takes place prior to the system going live, but if that is not possible then it can be rearranged for a future time at your convenience.

 

How much do Time and Attendance Systems cost?

Most versions of Time and Attendance software start at around the £300 mark, although with many customizable extras and add-ons available, the easiest way to determine the exact price of your ideal system is to request a quote directly from the providers you’re currently considering. These programs are designed to help your company improve its overall efficiency, saving money in the process, so it may be worth investing in a number of specialised features that will meet your company’s needs exactly. You’ll have a number of opportunities to discuss your requirements in the early stages of the installation, and, should certain necessary aspects of an employee management system already be in place, your chosen specialists may be able to find ways to integrate it with the new software, making it both more efficient and more cost-effective.

So, what’s the next step?

 

There are a huge number of employee Time and Attendance Systems available, so the best way to start looking for one is to make a list of all the features you feel your company would benefit from. As you’ve read above, the number of options available is considerable and rather comprehensive, so it’s likely you’ll be able to find exactly what you need. A good approach is to research the starting price for each software brand you’re considering, then enquire into the cost of a bespoke version featuring every additional facet you may conceivably need. The next step is to adjust the potential add-ons until you come to a price you feel is reasonable for a product that you know will benefit your company to the greatest degree possible. Once you have a clear idea of the product you require, you can then begin to compare brands online. If a particular type of software looks like it may offer you a good number of the facets on your checklist, take the time to request a consultation from the company. While many brands have set modules available, many elements are customisable, so they may be able to go even further towards creating your perfect bespoke product. Once you are happy with the options you have discovered, make a note of the pros and cons of each, including prices and projections of how much you estimate you may save per brand. It’s also advisable to involve any relevant HR staff and line managers in your decisions throughout, as they may see a different side to the current employee management climate that you were not initially fully aware of. Once you are happy with your decision, it’s time to contact your chosen provider and set the ball rolling.

Of course, it’s absolutely possible for a business to run effectively without a Time and Attendance System in place, but managing staff hours without one can prove exceptionally time consuming, particularly within companies that offer flexi-time, part time work or zero hour arrangements. Even if you clear time in your schedule each week for this type of administration, factoring in annual leave, sick pay, maternity leave and unplanned absences can eat even further into the rest of your working life unexpectedly. The ability to automate this aspect of your duties may even free up enough time to enable you to launch a new project or take on overdue work that has been piling up. The time you could save will be yours to utilise and invest as you see fit, and business can only improve as a result.

ELF Time and Attendance was named as one of Acquisition International’s Top 50 Technology Companies in 2016, then went on to receive Softech International Magazine’s ‘Best Time and Attendance Systems Specialists’ award in March 2017. The company is committed to the complete satisfaction of all clients and customers, which is why they work to ensure that their Ceequel® Time and Attendance System is as cost effective and user-friendly as possible, and that it is able to match all specific or bespoke requirements. Along with the comprehensive installation service that is included included in the packages and as well as the aforementioned company-wide system training they offer, you can also benefit from on-going technical support from their specialists, so whether any individuals on your staff have queries about the functions or operation of the Ceequel® terminals, or you just need a quick reminder of how to access a certain report or module facet, there will be an expert at the end of the phone ready to take your call at any time.

Moving Forward with ELF Productivity Limited

If you’re considering contacting ELF Productivity Limited to discuss your Time and Attendance System needs and discover which particular modules are right for your company, you can request a free quote today by entering a few simple details and a summary of your requirements here.

An expert advisor will contact you as soon as possible to talk you through the first steps and work with you towards creating your perfect system. For initial queries, you can also call 01257 256000 or email sales@elf.uk.com. Someone will be available to respond to you between 9 am and 5 pm from Monday to Friday. You can find further details about ELF Productivity Limited and the products and services they offer by visiting www.timeandattendance.co.uk now.

 

Absence Management – “Anyone know where Bob is?”

Knowing exactly how many absences and holiday days each of your employees have had is key to the successful running of your organisation. Not knowing which of your staff is in the office at any one time could have substantial problems for your organisation especially if it leads to departments being under staffed.

Absence Management

Keeping track of your employees absences – whether it be holidays, medical reason or sick days can be a difficult task for any organisation, especially if there are no set processes in place to do so.  Not knowing who’s in at any one time can cause major disruptions to departments or even productivity. Employees who have a busy workload themselves are sometimes asked to take on even more work to assist with that of an absent employee.

Absence Management Software

Introducing absence management software into your organisation can drastically help manage your entire workforce. Mangers can access individual employee data in real-time, at the touch of a button.  Employee clock in data, absences and holiday information is all stored within the one easy to use system.  Managers have full access to every employee’s holiday calendar allowing them to view who’s off on which shift at what time. This information allows them to monitor and identify when agency staff need to be called in to cover. This also provides managers the ability to ensure your facility is staffed adequately in order to avoid any disruptions or fall in production. All employee clock-in data is also stored within the system allowing managers to identify at the earliest opportunity when an employee is absent.

A number of customised reports can also configured to run automatically, within the absence management system.  Employers can customise reports to flag up any employees with a significantly high absence rate or initiate triggers specific to your company KPI’s. Line managers are then able to monitor and interact with employees immediately.  Absence reports can also be customised based on days, weeks or months. The system will even report on an employee who has called in sick and identify if a holiday request for that day was previously submitted and rejected.

Absence management however doesn’t have to just be something an employer does. By giving your employees access to their own data they can take control of their own clocking in and attendance records. CEEQUEL Employee self-service provides your employees with access to their own personal data. Employee can view their current and weekly time cards, view absences by day or week basis and update personal information such as next of kin and emergency contact. Employees are also able to view any planned of taken holidays and send out holiday request to be approved by their line manager. Employee self-service also lets employees who work shifts view their weekly working pattern. The system is username and password protected, and can be customised to only show the information you want the employee to see.

For more information on how an absence management system can help your organisation better manage your workforce contact us today!

Managed Employee Self Service

Employee self service systems were designed with one focus in mind to help free up time for a businesses human resource department by delegating tasks such as the updating of personal information back over to the employee. This means many people believe that the system therefore requires no management this however isn’t nessiceraly true.

Employee Self Service

Many businesses believe that an employee self-service system doesn’t require managing. In most cases this is true, as employees can be left to their own devices without assistance.  However introducing new technologies or processes into any company requires some management even if it’s just down to effectively communicating its benefits to your employees or educating them on its use.

Ensuring you choose the right employee self-service system for your organisation is crucial. The software needs to be user friendly for every employee and accommodate all of your organisational needs.  Launching a complicated system that’s hard to understand would significantly cost your business time and money as staff would require extensive training and support.  Once you choose the right system for your organisation, employees should not just be expected to “get on with it”. Effective training should always be provided on the new system and companies investing in educating staff from the onset, find its adoption and effectiveness provides a quicker return on investment.

Once your employees have been educated, companies should continue to monitor the system in order to safeguard against its misuse.  CEEQUEL tracks what information your employees are amending through the process of approvals. Managers can configure the system to notify them when employees change personal details, update next of kin and emergency contacts, provide bank details or request any form of absence. Managers are asked to sanitise and approve any changed prior to them being committed within the live system. CEEQUEL is designed to reduce the amount of manual processes employed, and by devolving the upkeep of information, reduces the negative workload many HR Teams have to endure.

For more information on how an employee self-service system can help your company adopt a hands off approaches contact us today!

 

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.

Human Resources

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

Time and attendance for business and the available access control solutions

Organisations have been using time and attendance systems as a means to track employee clocking data for over 20 years. Old card based systems were slow and unreliable and as technology advanced new cutting edge real time systems took there place. Employees are no longer limited to how they can clock as most systems now come with a range of different options. The introduction of biometric and proximity technology now means that clocking can be completed in a number of seconds.

Access Control

Time and attendance within a business is not a new concept. Organisations have been using paper cards as a means of clocking employee working hours since the 20th century.  The problem with using a paper card system is that it’s extremely unreliable. Paper is easily lost and even if the card remained safe there was never any way of knowing if the times written on the sheet were accurate. This caused major problems for companies when it came to payroll, meaning employees were often over or under paid. An employee who has been under paid is less likely to work to their full potential meaning productivity levels in the work place often drop. Low productivity levels and overpaid staff can lead to organisations losing out on thousands a year.

As times changed and technology advanced so did the type of systems organisations use to track their employees time and attendance data.  Electronic automated clocking systems now record accurate employee data in real time. As data no longer needs to be manually imputed human resources departments are able to focus on more pressing tasks.

The benefits of having a fully functioning time and attendance system

The main benefit for a company which uses a time and attendance system is that the data being collected always remains accurate.  As all employee clock-ins are collected through an electronic system, the chances of fraudulent clocking is significantly reduced.  Employee time-thefts are also reduced as clockings can be completed via an IP based clock device, over a browser and even through a mobile device.  This allows employees to clock from any location whilst on the go. Notifications can be set up within the system to alert managers when staff clock late or leave early. These alerts inform an employer of attendance issues at the earliest stage.

Companies who implemented punch card systems often became victims of ‘buddy clocking’. Employees would often clock in for their “colleagues” when they were perhaps running late or had opted to take a longer break than allowed.  Almost all time and attendance systems available today, come with technology which can make it impossible for an employee to clock as anyone but themselves.

Human resource departments are at the forefront of any business. It manages all employee data and ensures that all information they have remains correct and up to date.  The underlying issues surrounding this is that manually checking and manipulating data can be time consuming and extremely costly.  Data collation and maintenance rapidly drains the resource available in most HR departments, meaning that information is often neglected or mislaid.  Any dynamic software solution should combine both Time & Attendance and HR System within one scalable database.

One database means the eradication of double keying information as data entered is immediately filtered throughout the system.

Most now come equipped with employee self-service (ESS) capabilities which provides employees with an easy-to-use web based interface allowing them to update their own personal data, without needing to contact their HR department.  Employees with access to ESS can also view information relating to their shift patterns, holidays – requested, planned or taken, together with full information on their weekly clockings and pay premiums.

Employees are able to request holidays or absences using employee self-serve and any absence requests are forwarded to their line manager for approval. Once a request has been accepted it is automatically imputed into the employee’s calendar, removing any need for the employee to contact HR.

Implementing an automated time and attendance system can also help a business’s stay on the right side of any legislation. Manual systems make it difficult for companies to track things such as overtime and overall hours worked. Both have high legal requirements that if not obeyed can lead to an employee perusing corrective action via an employment tribunal.

The available Access control solutions

Over the years, the number of Time & Attendance systems available to businesses has significantly increased.  Advancing technology is often utilised by the companies who manufacturing T&A systems creating a wider choice of cutting edge systems.  Each system is designed with its own capabilities and can permit access to employees in a number of different ways.

Biometric systems

Biometric access control systems are becoming ever more popular. These technologies offer cutting edge opportunities – look impressive to visitors and because they rely on unique employee features time-theft is completely eradicated.

Fingerprint biometric Time & Attendance units are the most common systems implemented into companies as they now have a 99.9% accuracy rate.  As Time & Attendance systems act as one big database, information collected on one terminal, is automatically passed through to all the other terminals within the business. This provides employees the ability to clock at any terminal within the building.  Facial recognition software works in exactly the same way.  Once enrolled, template information is distributed automatically throughout the company’s device estate.

Most Time & Attendance systems can be integrated with an access control unit. Businesses with an integrated access control and Time & Attendance system, are able to restrict access on a door-by-door basis, making sure that only authorised employees gain access to sensitive areas. Access can also be restricted by date and time allowing companies to lock down their business premises over festive periods, during bank holidays and after working hours.

Proximity technology

Proximity access control systems have always required an employee to swipe their access card in order to clock. The processes of swiping a card however can be time consuming.  Employees in a busy environment often swipe their cards too quickly for a system to recognise who they are, forcing them to slow down and problems begin as ques start to form into the building especially at busy periods of the day.

As Proximity technology advanced – so did the systems and options available. The invention of contactless technology now means that access control cards and fobs are designed to permit access without the need to swipe. An employee simply needs to hold their card up to the device in order to gain access or register a clocking.

Intercom and integration with VOIP

Intercom systems have been the chosen solution for granting visitor access into buildings for a number of years.  More often than not, they come with audio capabilities but as costs decrease, more are being installed with both audio and video capabilities.

As companies move towards a combined VIOP infrastructure, external intercom can now be fully integrated with your VIOP telephone system, providing full control of your external access points to any extension on your telephone system.

Barrier automation and turnstiles

Automated barriers or turnstiles now provide control to companies of who has access to your perimeter, company carpark, warehouses or any other company land.

Securing the first point of access to your organisation adds an extra level of security when protecting your business. Both barriers and turnstiles can be configured to only allow access to registered employees within your company’s Time & Attendance database.  Access can be granted using biometric or proximity technology and time profiles can be set up in order to stop people from accessing the premises outside of working hours or on certain days.

There are a number of different types of barriers available including sliding gates, ground mounted bollards and rising arm barriers.  Turnstiles are also available for both internal and external applications and are usually configured with anti-pass-back technology.

For more information on what a time and attendance system is, the benefits it could have on your business and the available access control systems, contact us today!

 

Mobile Workforce Management can no longer be ignored!

Adoption of mobile tools for workforce management has grown rapidly over the last few years. Employers n employees now want to be able to view and amend their day to day schedules on the go.

workforce management

5 Reasons to Streamline your Time & Attendance Processes

Streamlining your businesses time and attendance processes could benefit your organisation in a number of ways. Implementing a time and attendance systems allows you to not only automate your processes but also provides you with analytical data on all of your employees absence records.

5 reasons to streamline your time & attendance proccesses

Remote access to key data – Ceequel Applications

The Elf productivity Ceequel application suite contains 3 mobilised apps that are accessible to download on Apple,Android and Window phones. The Apps available are titled Ceeqel Clock, Ceequel track, Ceequel serve and have been designed to integrate with your web based Ceequel system.

Ceequel Apps

ELF Productivity Ceequel Portfolio

Here at Elf productivity we offer a range of services that intertwine together to form our Ceequel software suite. Each module can help you as a business deal with the different time consuming tasks your departments face on a daily basis. For example our easy to use time and attendance suite has revolutionised the way in which hundreds of organisations gather n track their employee attendance information.

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