| Introduction: | | | | on IN time), Flexible working hours feature, |
| Having a proper HR solution is a key task for the | | | | Scheduling working hour's group feature (No fixed |
| HR executives to manage their employees. | | | | working pattern) |
| The primary job of HR manager is to manage | | | | Companies are paying daily allowances like shift |
| employee's daily attendance, i.e. the employee's | | | | allowance, meal allowance, transport allowance to |
| every day Time IN & Time OUT. There are | | | | the employees based on some conditions. For an |
| various ways for it. Traditionally the companies | | | | example a company may like to pay $5 for night |
| using manual punch card machine, later proximity | | | | shift workers or a company may like to pay $2 |
| card system / barcode card system was in place. | | | | who is working more than 5 hours of overtime. |
| But still there was a problem of buddy punching | | | | So the time attendance software should have all |
| (making proxy attendance for other employees). | | | | the above features. |
| To address the issue Biometric Fingerprint system | | | | A good software should come with nicely |
| has introduced which is very fast / accurate | | | | designed useful reports like Daily attendance |
| & efficient. | | | | report, Individual attendance report, consolidated |
| Once employee's TIME IN & OUT timing | | | | reports which consolidates the Late comers, Early |
| captured by any type of machine then it has to | | | | Leavers, Absents & missed out punching, |
| be linked to a Time Attendance Software to | | | | Lateness summary report and Working hour's |
| generate the useful attendance reports. Those | | | | summary report. |
| calculated attendance details needs to be linked to | | | | Payroll Software: |
| payroll software for the employee salary | | | | Payroll software is the one which computes the |
| calculation. In addition to that there is a need to | | | | employee salaries. A well written payroll software |
| maintain employee leaves like annual leave, | | | | should have the below options. |
| medical leave, unpaid leave, etc… | | | | The employee may be paid by hourly rate / daily |
| If a HR manager has all the above solutions with | | | | rate/ monthly fixed basis. Other than the |
| different vendors / different platform then it will | | | | employee basic salary, the employee's overtime, |
| be very difficult to maintain and operate. There | | | | daily allowances needs to be linked from the time |
| will be lot of hiccups to integrate the different | | | | attendance software. The employee may have |
| software's and more importantly being the | | | | some additions or deductions in every month |
| database is not integrated the newly join / resign | | | | salary like advance payment, medical claim, special |
| employee details need to be entered multiple | | | | allowance, etc… And the employee unpaid leave, |
| times in different software's. | | | | lateness & early leaving needs to be |
| So it very efficient and cost effective to have an | | | | deducted from his salary. |
| integrated HR solution which comprises of | | | | Different countries have their own computation |
| fingerprint time recorders (preferably), time | | | | for taxation & provident funds. So the payroll |
| attendance, leave, Payroll & HR software's. | | | | system should comply with the local government |
| Fingerprint Time Recorder: | | | | regulation for salary calculation. |
| It is very efficient to have a fingerprint time | | | | Finally the payroll should able to generate a |
| recorders to track the employees attendance | | | | pay-slip for individual employee with all his salary |
| instead of having manual punch card. The biggest | | | | details which can be printed in an A4 size paper or |
| advantage of using the fingerprint system is the | | | | sealed pay-slip paper. |
| employees can't do the buddy punching (making | | | | And payroll software must have useful reports |
| proxy attendance for other employees). | | | | like, Monthly Salary Summary Report, Overtime |
| Usually in most of the fingerprint time recorder, | | | | Payment Report, Taxation Report, Yearly |
| Up to 3 fingers per employee can be registered. | | | | Summary Report, and Monthly Reconciliation |
| While doing attendance the employee can use any | | | | Report. |
| one of the finger to do clocking. The purpose of | | | | Leave Module: |
| registering 3 fingerprints is if any one finger has | | | | A leave module either can be built in with the |
| problem due to injured / cut / dirty then the | | | | payroll system or it can be a separate Electronic |
| employee can use alternative finger. So it is | | | | Leave Application Portal. |
| better to have a fingerprint time recorder with | | | | Leave Module built-in with payroll system: The HR |
| higher capacity. Usually the time recorder will have | | | | Executive needs to update the employees Annual |
| the capacity of 1500 / 3000 / 5000 fingerprint | | | | Leave, Medical Leave, Unpaid Leave, Maternity |
| templates. | | | | Leave, etc in to the system manually. |
| It takes about one second to verify the | | | | Electronic Leave Module: The employee can apply |
| employee finger, once verified the employee id, | | | | their leaves electronically online via web browser. |
| Date & time will be recorder into the device | | | | Those applied leaves can be approved by |
| internal memory. Also it is good to have a device | | | | respective approving officers via online. This is |
| which can store more records. In general most of | | | | paperless, convenient fast & easy. |
| the fingerprint time recorder can store 20,000 / | | | | A good leave system should have the option to |
| 30,000 / 50,000 records. Once the records reach | | | | set Leave Eligibility for different group of |
| the limit the new record will automatically | | | | employees and the Annual leave & Medical |
| overwrite the very first record. Those records | | | | Leave earned until today should be prorated |
| can be downloaded to the Time Attendance | | | | automatically. |
| Software via built-in Network card or via Thumb | | | | There must be an option to carry forward the |
| Drive. | | | | balance annual leave to the next year. And the |
| Time Attendance Software: | | | | leave module should have the useful reports like |
| Information from fingerprint time recorder can be | | | | Leave History & Leave consolidate report to |
| transferred to the Time Attendance Software | | | | view all kind of leaves taken. |
| which will calculate the useful information like | | | | Conclusion: |
| Lateness, Overtime, allowances, etc... | | | | Instead of having the above system in different |
| A good time attendance software should have | | | | platform / with different vendors, having an |
| the option for different shift patterns, Supports | | | | integrated HR solution will be easier for |
| unlimited rotation duty roster, Auto-shift feature | | | | maintenance & cost effective. |
| (System auto-assign working hours group based | | | | |