T & A: What is it?

At HFX Time and Attendance is what we do. We’ve all heard our HR teams talk about T&A (Time & Attendance) but what is it?

T&A What is it?

What are Time and Attendance systems?

Time and Attendance systems (known as T&A) are the systems that used by companies and HR teams to track and monitor when employees start and stop work and record any absences in order to reflect the relevant adjustments in the employees’ payroll. More complex Time and Attendance systems will include additional features such as Rostering, and Visitor Registration.

Why are they important?

Companies that have Time and Attendance systems can monitor their employees’ working hours as well as any late arrivals or early departures. Employers are also able to see the amount of time taken on breaks as well as levels of absenteeism.

Employees also often like to have a system recording what they are really working as this provides complete transparency for their bosses and the HR department and creates a fairer working environment.

One key element of Time and Attendance is its integration with roll call and providing a Muster report. In the event of a fire alarm evacuation, the Time and Attendance system is able to provide a print out of all the employees on site, enabling an up to date count ensuring everyone is out of the building.

The benefit to businesses

There are many benefits that business can experience following the implementation of a Time and Attendance system these include:

  • Integration with the payroll system thereby avoiding manual input removes errors and ensures an accurate and timely payroll
  • Can be used to ensure compliance with labour regulations regarding proof of attendance
  • Provide employees with structure – once implemented, employees will know exactly when they must turn up by and when they are able to leave, with lateness and good timekeepers being able to be recognised with trackable data, eliminating any disputes regarding if employees were on time or not.
  • Holiday planning – depending on the Time and Attendance system in place, requested holidays can be recorded enabling management to plan around them in advance
  • Lightens administrative workloads – a Time and Attendance system eliminates the need for manual clocking-in cards. Therefore, there is no longer the need for HR employees to spend hours poring over figures and manually inputting the times as the data is collected automatically when employees clock in/out. The result is a more streamlined, error free process.  
  • Ensure regulatory compliance – if your organisation must adhere to industry specific regulations and ensure GDPR, Time and Attendance systems are able to be configured to organisations’ requirements creating alerts against any compliance issues while aiding with current GDPR compliance.

Ultimately implementing a Time and Attendance system allows businesses to control labour costs, reduce over payments that are caused by paying employees for time that they are not working, and eliminates the human error associated with the manual input of employee’s time.

Traditional Manual Systems…and Excel

Traditional manual systems involved paper cards which have times stamped on them using a time stamping machine. Due to the design of these paper time cards, HR were still required to input the times in which employees worked and as a result, errors could be made with the misinterpretation or wrong input of data.

While times have moved on and technology is ever present in the workplace, the manual input of employees’ times still occurs, only now with everyone’s friend Microsoft excel. Although Excel can rule out errors of mis-calculated time worked for payroll. It does not rule out the potential of inputting incorrect information.

Automated systems that can capture and collect such data which is then fed straight into payroll with an interface are able to remove the possibility of these errors occurring.

Automated systems

As technology has developed, so have the ways in which organisations can capture and collect their employees’ working hours. 

Modern time and attendance systems require employees to touch or swipe in order to identify themselves and record their working hours as they enter or leave the work area.

While swipe cards are still common in many businesses and offer multiple uses, options for bio-metric (hand reader, fingerprint, vein reader or facial recognition) and touch screen devices have continued to enter the market, providing different options to best suit the organisation’s needs.

HFX

At HFX Time and Attendance is what we do and what we specialise in, the reason why we have become market leaders.

Founded over 45 years ago and with over 1,500 customers, HFX has a proven history of developing innovative time management solutions. The latest generation of Saas Cloud solutions are highly customisable and can be configured to meet exact requirements, can support unlimited numbers of work patterns and provide seamless integration with all major HR and payroll systems.

Our solution comprises Time & Attendance, Rostering, Flexitime, Workforce Optimisation, Budgeting & Costing, Job & Task Booking, Access control and Visitors’ Registration and fits organisations of all sizes and sectors including manufacturing, public sector, services industry, leisure, construction, retail, contract cleaning, recruitment, logistics and hospitality.

HFX Devices

We provided a range of devices from Card, RFID or Fob readers through to finger print readers and hand recognition or even mobile apps and QR codes, in order to provide our customers with the best option for them and their needs.

HFX Devices

To find out more about our solutions contacts us at sale@hfx.co.uk or drop us a call on 03333447872

A Guide to ECJ Ruling

Tracking employees  – the key to meeting workforce regulations

ECJ rules EU employers must track working time

The ECJ Ruling – what it means for the UK workplace

The recent ECJ ruling[i] states that all workers have a right to limit their working hours and to take adequate rest. The ruling also recommends that the only way to ensure that these rights are met is for employers to accurately record hours worked, including overtime.

This EU Working Time Directive (WTD) is more stringent than the UK Working Time Regulations (WTR). In the UK, the Health and Safety Executive (HSE) enforces the requirements of the WTR[ii]

Nevertheless, Regulation 9 of the WTR requires a UK employer to keep “records which are adequate” to show whether weekly working time limits and the time limits on night working are being complied with.

An employer’s responsibility – duty of care

While this is a recent ruling, it has always been the case that employers have a duty of care to employees. Indeed, a lack of time recording can open up employers to claims if an employee has come to harm, either with an accident or ill health, as a result of working excessive hours.

Many companies find that accurate recording of hours can also improve staff wellbeing and morale, by ensuring that they are compensated for time worked by monitoring absences and holidays and time off in lieu (TOIL).

Accurate recording of working hours also brings business benefits

Workforce management technology has become a key tool to help organisations record and manage staff working time. Time and Attendance (T&A) systems used to be a way of managing hours for traditional workforces – for factories, retail outlets and the public sector. Today a T&A system can provide real time visibility of the entire workforce attendance and location anytime, anywhere.

With integrated HR systems, an accurate recording of hours can help to:

  • provide accurate HR data – provide essential data for HR, whether payroll, sickness or holiday leave taken
  • support legislation compliance –  such as health and safety risks for lone-workers or machinery operation
  • ensure fairness and transparency – enable staff working hours to be managed equitably, improving morale
  • improve efficiency and productivity – by creating shift patterns that marry up staff skills, expertise and choice with the needs of the business
  • provide insights into employee working habits – and the true productivity of the organisation.

New cloud-based T&A solutions available today can offer additional flexibility. They enable companies to provide staff with a remote login facility – and to add or take off staff as numbers go up or down, according to demand. Cloud technology also ensures no costly IT overheads, hardware or software upgrade maintenance and they provide the benefit of extra security with hosted data.

Meeting working legislation – ways to manage staff hours

Workforce Management solutions help organisations to manage three key areas of workforce attendance:

  • Time and Attendance
  • Access Control
  • Rostering

These systems can also now become integral to HR and workforce planning to support key business decisions. They can provide the foundations to help companies better manage labour costs, productivity and ensure employee wellbeing – and provide a healthy return on investment.

Time & Attendance

Every organisation is different and may need to monitor working hours to support flexible working hours and Time off in Lieu (TOIL). Or they may have annualised hours contracts, to meet seasonal peaks and troughs, which require close tracking to ensure they meet working legislation.

A Time and Attendance system enables a company to record staff attendance, often in real-time by collecting data in a number of ways. They range from the traditional clock on the wall that uses cards, tokens or biometrics, to apps that employees can download to their mobile devices, online apps, even dialling in by telephone.

The data provides an accurate record of staff working hours, including absences, lateness and overtime. A T&A system provides a transparent and equitable way to record hours and ensures that staff are accurately paid in a timely manner. By providing a fairer way to manage habitually late arrivals or those who take longer lunch breaks, it can also help with employee morale.

As well as providing managers with data on attendance to comply with legislation and wellbeing, from an operational perspective it ensures managers are alerted if staff do not turn up, so that cover can be arranged. Integrating the attendance data with payroll software ensures automatic and accurate overtime calculations. This not only reduces administration, but also builds trust and confidence in staff that they are being fairly compensated.

Key benefits of an HFX T&A system

  • enforces compliance to employment regulations
  • ensures accurate attendance data and automated timesheets to populate payroll
  • provides real time data collection and instant views of staff whereabouts
  • reduces absence, time theft and overtime
  • helps manage multi-site operation, even worldwide
  • improves efficiency and reduces labour costs
  • enables efficient management reporting
  • reduces administration and increases productivity.

A cloud solution delivers flexibility and is cost-efficient

A fully hosted cloud T&A system is fast to implement, with no waiting for a lengthy software implementation project. It is easy for staff to use and there are no costly server upgrades and ongoing maintenance costs required.  Integration with existing third party HR and Payroll systems means that data can be easily shared, avoiding re-keying, saving time and potential errors,

Access Control

Many organisations can also benefit from a single system to manage attendance and access to their building and secure areas. Today’s Access Control systems do more than just control access to a company’s premises. They provide a wealth of information about a building or area occupancy data, for example, which parts of a building or site that are being used, and when. This is useful to:

  • secure areas and staff, for example, hazardous areas or offices where sensitive information is kept (important for GDPR data security)
  • help monitor and ensure lone worker safety and maintain accurate records
  • manage building heating and lighting use efficiently.

A new addition to physical proximity cards and coded access for clocking in is biometric access control, which provides a more secure means of authentication. PIN numbers can be shared and fobs or cards lost or stolen, whereas a biometric device with a fingerprint is truly secure. The access data provides real time details of which members of staff are in and where.

Again, a cloud solution, such as HFX Imperago, provides additional security benefits. Information is stored in the cloud as well as locally, so even if the network fails, doors will still operate. Security is maintained and should the worse happen, data can still be accessed.

Rostering

Workforce management systems can help to ensure that schedules address working time compliance issues, as well meet staff requirements based on demand for services. Rostering ensures that staff attendance is planned and within working legislation – and that work is completed on time and to budget.

3D Rostering for a multi-dimensional view of the workforce

Almost every workforce management solution provides rostering, but this can be limited to basic shift planning. While traditional T&A systems focused purely on recording time to pay, now with Access Control they form next generation systems that enable organisations to gain a multi-dimension view of staff activity.

This includes not just when they worked, but where they carried out their work, what activities were completed and for which client or customer. This multi-dimensional view enables organisations to identify where the costs are going and optimise their plans and workforce accordingly.

Summary

HFX Imperago 3D rostering takes it a step further by enabling staff to plan not just staff time, but also location, activity, client (and any other important attribute). Costing and budgeting can also be associated with each roster or shift, providing managers with the hard facts when deciding to approval extra overtime, for example. With T&A and Access Control systems seamlessly working together, organisations can Plan-Record-Optimise in a continuous feedback loop until real efficiencies are truly gained.Summary

Workforce Management solutions offer flexible ways to support the operational deployment and management of staff hours, ensuring compliance with working legislation. Today, T&A, Access Control and Roster systems have become integral to HR and workforce planning to support key business decisions. They can provide the foundations to help companies better manage labour costs, productivity and ensure employee wellbeing. They can also provide a healthy return on investment.

For over forty years HFX workforce management solutions have been used by many private and public sector organisations to manage working hours transparently and equitably, on site or remotely, improving productivity and employee wellbeing. Many organisations are already realising the benefits of managing their workforce with T&A and effective, proactive rostering, supported by the right technology to make it happen. It’s all about time.

About HFX

Founded over 45 years ago and with over 1,500 customers, HFX has a proven history of developing innovative time management solutions. The latest generation of Saas Cloud solutions are highly customisable and can be configured to meet exact requirements, support unlimited numbers of work patterns and provide seamless integration with all major HR and payroll systems.

HFX works with organisations of all sizes and sectors including manufacturing, public sector, services industry, leisure, construction, retail, contract cleaning, recruitment, logistics and hospitality.

For more information about the HFX Group, please visit www.hfx.co.uk


[i] The Court of Justice of the European Union [Directive 89/391] https://curia.europa.eu/jcms/jcms/j_6/en/

[ii] http://www.hse.gov.uk/contact/faqs/workingtimedirective.htm

A Guide to Workforce Management Solutions

WFM

Workforce Management Software (often shortened to WFM) addresses a specific need within an organisation regarding the operational planning, deployment and management of staff. WFM is generally sandwiched between HR and Payroll solutions with integration to each other. However, whilst HR and Payroll are generally admin solutions, WFM focuses more on the operational needs of the organisation.

WFM-Burger (002)

WFM often incorporates several core modules

Time and Attendance:

This provides the ability to record the attendance of staff often in real-time through data collection devices (Card or Biometric) and calculates the time a colleague has been at work, any absences, lateness and overtime.

This information is then passed (via integration) to the payroll system avoiding the need to manually enter and calculate hours to pay. This automates much of the manual activity, removes payroll errors and ensures equal and fair treatment of staff.

From an operational perspective it ensures managers are alerted if staff do not turn up for work enabling them to find immediate cover. From a management perspective it provides managers with data on lateness and absence so that they can take appropriate and timely action.

Naturally, every organisation is different and operate different polices. An advanced Time and Attendance module can cope with different environments and policies. For instance, in an office environment, they may operate a Flexitime policy and want to track hours worked, TOIL and ensure the Flexitime rules are adhered to.

An organisation with seasonal peaks and troughs may implement Annualised Hours for staff and require the Time and Attendance to manage this specific policy. Not all Time and Attendance solutions provide this flexibility.

Rostering:

The ability to plan your staff resources effectively can often be challenging for managers particularly where there is a need for specific skills at particular times of the day/week.

Almost every workforce management solution provides rostering, but this can be limited to basic planning (Shifts). Advanced solutions such as HFX enable more detailed planning and provide the ability to plan where the staff are going to be deployed (location), their activity, Cost Centre, Department or Client and even cost the plan against a budget for that team/department/cost centre.

This enables managers to ensure the right people are at the right place with the right skills at the right time. From an operational perspective this ensures that the work is completed on time and to budget. From a financial perspective it enables the organisation to ensure that project/contract is profitable whilst reducing the cost of overtime.

Productivity:

For those organisations that are heavily task/contract focused, it is important to ensure that staff productivity is monitored to ensure the organisation is providing an efficient and profitable service.

Measuring productivity varies from organisation to organisation, but generally focuses on measuring the time and/or cost of completing an activity (e.g. “packing”) or outputs (e.g. “widgets made”). Advanced workforce management solutions provide technology that enable staff to “Book onto” a task/activity and/or the number of outputs generated within that time-frame.

This real-time information is used by Operation Managers to identify non-productive areas, investigate and implement plans to improve efficiency such as training, technology or process improvements. From a finance perspective, managers gain valuable insight into the costs of production, activities and overall in terms of fulfilling contracts.

Table-1 (002)

Additional Modules within Workforce Management

Often Time and Attendance solutions capture data via card or biometric devices. Many organisations see the benefit in using a single system to manage not just attendance but also access to the building and secure areas. The advantage of using one card (or storing one biometric template) is obvious and so some workforce management providers have an Access Control module to facilitate this.

Visitor Registration is also a logical extension to workforce management so that a single system can track all people within the organisation (full time, part time, contractors, visitors etc) for the purposes of security, health & safety and roll-call (in case of fire).

Some providers also have a Lone Worker module so that staff who are remote or visit customer sites can be tracked to ensure their safety and also enable remote attendance recording.

Those organisations with varying demands (over the period of a day or week) often want to optimise their shift patterns so that they align with business demand. This often yields significant savings by eliminating “dead time” (where staff are at work but have nothing to do) and overtime (where lack of planned resource to meet demand requires overtime or agency staff). Workforce Design solves this complex problem by ensuring that requirements are met whilst considering fatigue, risk, human factors and legal requirements.

Table-2 (002)

In conclusion, Workforce Management solutions enable organisations to become more efficient though effective planning, accurate recording, automation, decision support and analytics. However, few are able to meet the breadth and depth of functionality required to address all aspects of workforce management.

HFX provides a complete suite of next generation cloud workforce management solutions. 

For more information contact us