TimeTec Leave: Easy for HR, Easy for Managers, Easy for Employees!



Leave Management is one part of HR activities that looks simple but yet crucial to any company, because it consumes a huge chunk of the HR Team's time month in and month out. Imagine when a company relies on a manual system to handle their employee leave. To apply for a leave, an employee has to rely on a physical form that requires a signature from his/her superior(s), assuming that he/she needs to get only one signature. If an employee answers to two or more superiors, this form has to basically travel far and wide in order to obtain those signatures before it can be submitted to HR for further process. Subsequently, what would the HR do? First HR will have to check the available balance of this particular employee before the final approval and upon that, HR will have to deduct the leave and update the balance for that employee accordingly. If the balance is insufficient, HR needs to return the form back to the employee for adjustments, and likewise obtain the signatures again. Furthermore, on each employee’s anniversary, HR Team will have to accrue the balance based on that employee’s years of service for a new balance value all while making sure that the balance of the other types of leave are correct. 

Based on most labour laws, often than not, each employee is entitled to a few different types of leave and depending on the employees’ years of service, leave such as annual, has to be accrued accordingly and accurately. For a company to gain employee engagement, it’s important for it to have a reliable Leave Management system that is not only accurate to a tee but also transparent in terms for both the management and the employee.

Why TimeTec Leave is the solution?

Because it’s modern, it’s cloud and it’s now! TimeTec Leave presents company with a system that takes care of all your leave policy/compliance, automate the leave system and balance for efficiency. Coupled with a dedicated App, TimeTec Leave solution offers HR, management and employee a tool for leave application, leave approval, leave calendar and also to verify for accurate leave balance at all times.

With TimeTec Leave, HR just needs to key in the settings once and all balance will be tallied automatically. Employees will have access to their leave data and balance, plus the process of leave application is simplified and approval can be obtained instantly via the App. Managers on the other hand, can approve applications easily from anywhere through the App.

In the world where staff mobility is inevitable and highly demanded, solution such as TimeTec Leave is required for a company to achieve better efficiency. TimeTec Leave is Easy for HR, Easy for Managers, and Easy for Employees!


Visit www.timetecleave.com for more information. 


TIMETEC TA SOLVES 7 MAJOR PAIN POINTS OF RETAIL BUSINESSES




Running a retail business is no walk in the park, no matter the scale of your operations. If you are a manager or owner in the retail industry, you know best that the challenges comes from every corner. Understanding customers, markets and competitors, running daily operations, generating revenue and growth, dealing with employees, managing supply chains, business partners, and the list goes on. Moreover, the steady growth of e-commerce in recent years has brought profound changes and given rise to new rules of the game.

Therefore, in order to successfully compete and thrive in this changing landscape, even the more established brick-and-mortar retailers are now busy with reinventing their businesses and improving their products, services and productivity. Along the process, they will also have to take a closer look at the staff, since these are the backbone of every store’s operations, as well as a significant operating cost. However, given that retail staff can be dispersed across many stores and wide geographical areas, there is a certain complexity to that. 

Picture this, when an Area supervisor needs to ensure that all stores are opening on time, they will probably need staff attendance data from the stores that they are unable to physically inspect. It does not stop there, others such as HR or Store managers also have use for and will need to access such information. To address this kind of requirements, one option that retailers can consider is TimeTec TA, our cloud-based time attendance management solution. 

Let’s explore some issues you could be facing in selecting the right attendance management tool and what TimeTec TA can do in each case:



Pain Points for Attendance Management in Retail and the Solutions Offered by TimeTec TA.



1. Multiple Store Locations 

Data is dispersed, potentially delayed or lost
As pointed out earlier, having multiple stores all over, possibly even across different countries and time zones, makes it difficult for a company to keep track of attendance. Payroll is also usually processed at headquarters or in a shared service centre, so to get things done on time, with minimum errors, it is crucial to collect and manage attendance data on a centralized system. 

TimeTec TA offers Data Centralization
TimeTec TA enables this, by storing data from all your separate offices and outlets on a cloud server, where it is accessible from anywhere, at all times. You receive the information in real-time and will rely less on key employees having to manually prepare reports and sending them over. What’s more, this is achieved without you installing hardware or software and neither do you need to worry about backups.   


2. Clocking Methods for Attendance 

Excuses for not Clocking, No record for Mobile Staff 
In any retail business, there are many roles, back office staff, procurement, marketing and events, logistics, merchandisers, sales or operations team, area supervisors, store assistants and etc. Some of them are not based in a fixed office, at least not all of the time. If you require all employees to clock in for work without fail, including the mobile staff, you need to provide suitable clocking channels to accommodate their work nature.

TimeTec TA provides Versatile Attendance Clocking 
With TimeTec TA, employees can clock using 5 clocking options, namely biometrics, web clocking through a PC, and 4 clocking options through a smartphone; Beacon, NFC tag, GPS and Wifi. There will be no excuses for not reporting in, even while on the go. To monitor movement of your mobile staff, give them the option of clocking with GPS from their own phone, no other device required. 




3. Complications from Work Schedules

Need to Balance HQ and Store’s Scheduling Requirements
For retail companies, scheduling can be quite complicated, unpredictable and subject to last minute changes, due to a host of factors such as constant turnover, higher proportion of part-time staff, shift swaps, flexible off days and seasonal demands. Delegation is another tricky element. Store managers should rightly participate in setting work schedules/rosters since they oversee daily operations but the supervisors back in HQ must not overlook this as they have to answer for the staff cost and performance. If not managed well, many things can go wrong: miscommunications, store opening late, understaffing and excess overtime cost, just to name a few.

Create Varied Work Schedules that fits HQ Requirements with TimeTec
Therefore, you need a flexible system like TimeTec TA that takes care of all the different scheduling requirements. You can create weekly, daily or flexi schedules suitable for various groups of staff and allow Store managers to manage weekly rosters for their team. On the other hand, supervisors at HQ can ensure work is proceeding according to plan, schedules are applied uniformly throughout the branches, compliance with labour laws, staffing sufficiently meets crunch time demand, arrange staff transfers and approve any changes Store managers puts in. For better monitoring, there are also functions for overtime approval and notifications of tardiness and absence.


   

4. Data is Not Available for All

Data is limited, one sided and possibly inaccurate
Sometimes, attendance data loses value if it is not timely and does not reach the right people. While HR department or payroll will have a copy, how about all the various HOD, Store managers and even staff themselves? By keeping information flowing one way only, with no checking or confirmation from outlet supervisors or employees, there is no guarantee that it is accurate and could be fully relied on for payroll purposes. If there are any issues, the people-in-charge may not notice in time, to take appropriate action.

Data Transparency in TimeTec
TimeTec TA is a multi-user system, where every employee is given access and can login to view data in the system. This means users can check their own data accuracy and provide feedback, to ensure transparency and promote better engagement. Furthermore, the system is controlled by access levels, so you can assign Admins that will be permitted to view information for their own teams.


5. Staff Registrations

Registering Staff Separately for Different Outlets 
Using a time attendance system that requires you to register staff separately in branches and in other places may not be a big deal, but it could be inconvenient if you always have to transfer staff around. If the user data can’t be synced, you have to repeat the registration at each new place or otherwise miss out capturing their attendance.

One Time Staff Registration
This is not a problem in our cloud-based solution. Only one time registration is required and the employee can be moved and synced to any branches easily, accurately and effectively.


6. Unable to See Real time Workforce Situation

Limited Reports, Waiting time, Lacking for some Branches
Ultimately, the main purposes for implementing any attendance software still lies in the need of management to have a clearer picture of what is going on in the workforce and also to have reliable data for payroll computation. Without a proper tool, it is difficult to get answers you need. For instance, our example earlier regarding Area supervisors that are tasked to ensure stores are following business operating hours. All the time. It requires comprehensive data and reports and may be hindered if supervisors do not have access to generate reports on their own, there is only information on some branches but not others, waiting time, errors and etc. 

Information and Report are Always Up To Date & Available
TimeTec gives you the ability to view the overall workforce situation at any time, whether through Web or the Mobile app. Information is updated immediately and authorized Admins will be provided access. With this, they can now see the number of staff actually available on the shop floor, every single day, for every branch. The data is free from manipulation, and various reports can be generated according to needs, all the way to export for payroll.



7. Manage Leave Applications & Approvals

Manual System, Time Consuming, Outdated Records, Limited Access
On the opposite side of attendance, there is leave, which is an essential aspect of workforce management. When it comes to leave management, some may choose to stick with a manual approach. In that case, it means many hours of administrative work, to compile and process leave application from all outlets, leaving you with potentially outdated or inaccurate records. Not only that, manual forms can be misplaced and delay in submission will affect the employees leave plans. At the end of the day, only HR keeps the current details on everyone’s leave balance, so all enquiries must go there.

Amazing Leave Management
TimeTec TA provides ways for your staff to plan for holidays and leave with the inclusion of TimeTec Leave under one platform. Through the automated system, all leave applications and approval is managed through the Web or Mobile App. HR will have less to handle, yet they can monitor the process straight from the HQ. Additionally, latest information can be shared, managers can use it for planning work allocation and employees can view their own records at any time. 



Lastly, if you wish to experience for yourself how TimeTec TA can help you, get a free trial today at https://www.timetecta.com/free_trial or contact us at info@timeteccloud.com for consultation.



Modern Companies Need to Switch to Cloud-Based Guard Monitoring & This is Why!




In your mind everything is in its place. In terms of security, you have engaged with a decent security company to ensure a high level of security for your premise. The guards wear proper uniform complete with hats, walkie-talkie, baton and all; they look legit. So, what could be wrong? What should you know before engaging a guard service from a security company? Plenty, to be honest. Proper uniform, while necessary, cannot promise you a high level of security that you desire, only a good system could.

Facts about Conventional Guard System 
Lack Transparency - Conventional guard system usually involves manual data collection, which means that the data can be tempered with, to present a much desired report to the boss and the client. Hence, you might receive a doctored report instead of the honest one just so you are satisfied with the report and pay the company accordingly.

Delayed Reports/Data - Conventional security guard equipments do not have the capability to emit the data to the control room on the spot. Hence, you can only get the data or information at the end of a shift. This is not enough when the real-time data is readily provided by some other services, and accessible from anywhere through browsers.

Lack Value - Data remains as data and it’s not as useful unless it can be interpreted into reports that can be used to keep the customers safe and the assets protected.

Complication Reduces Effectiveness - Most conventional software for patrolling system is complicated to use,  difficult to set up or unable to respond to commands properly; and the guards on duty can’t be expected to handle all that on top of providing patrol services.

Expensive - Hardware is expensive and investing money on unnecessary hardware would only cost you money but it doesn’t equate effectiveness.

RECOMMENDATIONS
To get more value for the service, customers must be well aware of the technology trend in the market and tap on that to bring advantages to your establishment. Choose a system that can provide real-time data, not hardware-heavy,  free from data manipulation, provide instant reports, offer simple operation yet effective outcome and most of all, the system must be affordable and scalable to the business’s requirements.


1. Tap on BYOD/simple IoT, i.e. Smartphone; App is free and easy. 
2. Checkpoint hardware is simple, inexpensive, easy to install and easy to configure.
3. Can be scaled according to business’s requirements, up or down without having dire cost implications.
4. Report of incidents can be submitted instantly; complete with video, photo attachment for fast review and remedy.
5. Reports can be generated at any time, via any web browsers.
6.  Data integrity is intact with no possible data manipulation.
7. Support and maintenance is taken care by the supplier.
8. The service is affordable. 


Employers! Consider These 5 Things That Employees Appreciate



Who doesn’t welcome a big fat bonus and a considerable increase or any hike in salary? But at work, those two things don’t come every so often and most definitely you’ll have to earn it. However, it’s a known fact that employees spend most of their time at the office, or for the office, and because of that, employers need to be mindful of the employees' welfare and well-being. Modern employers need to listen and respond to their employees because these are the people who are moving their businesses towards the set goals. In the Silicon Valley, for example, most things like food, lodging, medical care and etc are given free, an effort to retain valuable employees. Retention programmes have also become a strategy for the human resource department in companies worldwide to keep their valuable staff intact in order for development programs to proceed smoothly without any interruptions. However, apart from a good office, salary increment and bonus; what else could an employer do to retain their employees? While organizing a company trip overseas is awesome, a company can instead do the little things that employees appreciate. TimeTec presents how a company can deliver these without breaking the bank. Additional Annual Leave When you cannot afford to spend more on salaries or bonuses, you can compensate it with valuable time. How? By adding some annual leave into the mix. Show your appreciation to the long-serving staffs with an additional day or two to their total annual leave. This could be accomplished by tweaking your company leave policy and specifying the duration of service that is applicable. In addition, a company can also be creative and provide a different kind of leave to serve a deserving group of staffs such as Menses Leave for women employees, or that employees are allowed to replace overtime with a day of leave. Time is as good as money and it is certainly something that employees appreciate more than money.


Leeway in Time Attendance Employees are not robots, they have errands to do, family to take care of, elderly to pay attention to. While being on time is good for business, but occasionally it still poses a challenge to some employees. Having said that, a company can give a bit of leeway in time attendance like a grace period before an employee’s attendance is recorded as late. For example, your company’s official time is 9am to 5pm. If you have a grace period of 15 minutes, for instance, employees who arrive at 9:12 will not be considered late. Yes, employees should know how to manage their time, but a little consideration on time policy from the company is actually a win-win for everybody. When a company understands, employees would, therefore, appreciate and engage.




Work Location Flexibility
As an employer, would you worry about not seeing your employees at the office? Well, don’t. Modern workforce values flexibility and if a company can allow them to work from home or every now and then, they will surely appreciate the gesture. Working from home doesn’t mean everything will go unsupervised and haywire. We are talking about mature employees that can get the job done on time with the quality expected from them. Hence, work location doesn’t really matter. Nonetheless, the company needs an effective tool to control this arrangement such as having a GPS attendance for those particular employees or at least a mobile attendance tool for timekeeping.



Breathing Room
Employees do not appreciate micromanagement. Who would like to have their superior breathing on their necks at all times? Employees appreciate the employer who trusts, and they will be committed and engaged to the company if they know that they have the trust of the management. However, the company also cannot let loose on everything because a ship needs to be steered to the destination. Again, a company needs a tool to monitor the employees’ ongoings but not to intrude in their everyday matter too much. Sometimes, managers have the feeling that a particular employee has taken too many breaks, instead of assuming, get the information sorted out to support the claim and don’t make a mistake by confronting the employee with false information. It’s wise to have a monitoring system so that the employer doesn’t have to be nagging for information. One thing for sure, employees do not appreciate being blamed for no apparent reason.


Invest in Good Tools
Don’t be skimpy, invest in good tools for employees to work efficiently. You can’t expect a nice looking advertisement without having good software for your designers to work on. You can’t expect a great piece without employing a good writer. Computers need to be replaced after sometimes, so your employees shouldn’t have to wait forever to load certain things. A decent Internet connectivity must be available for the work to be fast and efficient. Because it’s frustrating when a job can’t be accomplished in time as there are not enough available tools to get it done. An employer shouldn’t expect an employee to go to the office to clock their attendance at 9:00 am when the meeting appointment is set at 9:30 am at a customer’s office. As such, a mobile attendance tool is necessary for dealing with the mobile workforce. In addition, investment in cloud leave management tool is a great way to reduce the workload of HR personnel in handling the intricate leave details and at the same time, provides transparency to the employees. 



Time progresses and changes observed. Workforce behavior is changing with time and employers need to keep up and catch up. These little things that a company does could no doubt amount to a long-term commitment from your employees.




A Guide to Choosing Time Attendance System of the 21st Century




Human Resource is one of the many integral parts of Enterprise Resource Planning of an organization, and Time Attendance is an important part of Human Resource. Choosing the right Time and Attendance solution can benefit an organization not only in terms of cost but it also can present the workforce with better working experience, which in turn is able to produce better workforce engagement and collaboration. Managing workforce in the 21st century presents a different sets of challenges to the managers. Today’s employees are more mobile than ever and they are connected like never before, making work location no longer a vital element in the mix. Staff discipline is not only defined by 9-5 period, rather many companies have started to recognize the need for time flexibility. And in the world that moves fast, instant access to data is definitely second to none. So how do organizations react to the change in the workforce dynamic? Time attendance indeed is an important system for a company to help manage its growing workforce day-in and day-out, all year long.

This article will present 20 important elements you should look out for when choosing a good time attendance system for your company. Do not take any of them for granted because when a company grows, its requirements follow, and investing in a system that cannot cope with future changes is a waste. Let’s look at the 20 points.

1. Clocking Versatility - The Time Attendance System of choice must be versatile and inclusive. This means that the system must allow users to clock-in according to their preferences so long as the data received is correct and accurate without any possibility of abuse. Having only one option for the staffs to choose from, for example, a biometrics fingerprint device or a card device installed at the office to clock in attendance is not entirely wrong but it would cause inconvenience to some employees that need to work elsewhere such as attending meeting at a client’s office in the morning, those who are traveling abroad or some staffs who are working from home. The time attendance system must cater to all employees at any given situations, because only then the data received would be inclusive and conclusive.

2. Realtime - The Time Attendance System you choose must be able to produce data in real time and accessible from anywhere at anytime because in this day and age, waiting makes people restless, and it is no longer tolerated. The system must not be fixed its access to a location, such as the office only and it has to be accessible by authorized personnel in the time of need. 

3. Affordable & Scalable - A good choice of Time Attendance System must be affordable, sustainable and scalable. Buying a software as a one-off purchase might sound amazing at the moment, but can the system stands the growing demand of the business and the company in years to come. Hence, whenever your company is considering purchasing or committing to a Time Attendance System, please make sure that it is not overly-priced, whereby your company can sustain it comfortably over a long period of time, and that you can scale the usage depending on your company’s demand without having to fork out a fortune to get more.

4. Schedule & Roster - The Time Attendance System that you choose must let managers set schedules and rosters as seamlessly as possible. It needs to be flexible and cater to the various requirements of a company and it can be set up in a short period time, and translated into each staff’s roster without any hassle. The schedule feature of the system also must be able to handle changes made to the schedule instantaneously and be reflected in the system almost immediately to guarantee smooth operation.

5. Job Cost - Job costing lets you track employee time by task, to ensure they are prioritizing their work and focusing on the right tasks. Some companies do not require this feature but as time progresses, more and more companies are looking into job cost feature in the effort to be cost effective.

6. Approval System - Overtime is costly and most companies would like to control and monitor the overtime taken by the employees in their effort to manage operation cost. This is where the approval system comes in handy. The overtime request can come before or after the fact, and with this approval system available in the solution, it’ll make it easier for a company to trace and control overtime.

7. Integrability - In choosing a Time Attendance System, it is important to note on its integrability. The fact is, each company usually has invested in various solutions beforehand, and changing of one solution must not demand a change in another. Hence, it is important that the system be able to integrate the likes of payroll, employee leave, accounting, or HR software to ensure accuracy between programs and save on time and labor in the payroll department.

8. Effective User Management - A Time Attendance System handles employees, and therefore it makes User Management module a huge part of the system. In choosing a good system, the User Management module must be practical, and comprehensive. Keying employee data one by one is not acceptable; addition, transfer & deletion have to be easily done, and the system must have sufficient fields to contain employee details for the company. 

9. Multi-Access - Access rights are different from one role to another. From super admin to admin to user to billing admin, all have different access to information in the system. In short, a great choice of Time Attendance system must be equipped with access controls limit on what information certain roles can view and access to.

10. Multi-Company - This feature is a must-have if your organization has multi-branch and multi-company. The Time Attendance System of choice must have organization chart structure to determine the position of the companies/branches or staff under those entities.

11. Mobile App - Choosing a Time Attendance System that does not have its App is rather risky in this modern age. Staff mobility is growing and mobile App is a tool for staff to report their whereabouts with convenience. It is  especially important if you have people working out of the office, abroad, working from home, working at different sites and mobile all day.

12. Cloud-Based - Do not get turn off by the term cloud-based thinking that it would be costly. There are plenty cloud-based system out there that are affordable and have great features. The reason cloud-based should be a preferred choice because apart from providing accessibility to data at all times,  its backup capabilities ensure data does not get lost, and data cannot be manipulated by unauthorised individuals. On top, maintenance and support are at the lowest when cloud-based solution is concerned.

13. Compliance - There are two types of compliance a Time Attendance System has to meet, one is labor law compliance and another is data protection act compliance. Identify all the compliance you need to adhere to and make sure that the system of choice has a mechanism to comply.

14. Data Analysis - Data is information in raw or unorganized form that refer to, or represent, conditions, ideas, or objects. Data alone cannot do your company any good with analysing it and finding solutions to your organization’s problematic areas. As such, a good Time Attendance System must have performance and productivity tracking mechanism that could help your business identifies problems and areas to improve.

15. Calculation - A good Time Attendance System can automate the process and the calculations based on the given formula and rules. The rounding rules of times has to be available to ensure consistent recording of time. These rules let you round to the nearest time grouping, such as five minutes, or to the beginning or end of a shift, such as when someone clocks in early. And the rules are determined by the company. At the end of the month or the payroll cycle, every data and calculation has to be churned correctly for easier and hassle-free integration.

16. Notification - This is an important feature for a good Time Attendance System. These alerts work to notify managers when employees miss a clock-in or clock-out or are absent, late or approaching overtime, so remedial actions can be taken immediately to nip the problems in the bud.

17. Report - Report is a requisite in Time Attendance System of choice. A system that can provide a variety of useful reports should be your preference. Reports that include an overview of hours worked, time-off requests and other stats help you monitor your staff and identify labor shortages or excesses to improve your scheduling.

18. Data Transparency - Conventional Time Attendance System gives the advantages to the employer and the employees are in no position to check or audit their own data. However, a good Time Attendance System of the future has to be able to give this advantage to employees in one way or another, and make necessary edit or changes whenever required.

19. Monitoring Tool - Every employee has a different work rate and a different portfolio to attend to. Thus, a good Time Attendance System has to be able to provide monitoring tools that can be used to identify the performance of your employees. You should be allowed to monitor on certain areas and be notified accordingly for possible remedial actions. Areas to monitor should be  on the employees’ clock-in time, short work hours and etc.

20. Support - In any system, good technical support and service is a MUST. Opt for Time Attendance System that offers you support around the clock, with ample of guides and information available online so you’ll be able to get help at any time.

Managing workforce in the 21st century is challenging due to the changing elements in the workforce itself such as the growing need of mobility at work, the need to be flexible in work time and location for some talents, incorporation of work life balance for the millennials, the need to be transparent, and etc. Therefore, this modern era requires more than just a basic Time Attendance System that can clocks time in and time out. The quest for the 21st century Time Attendance System is a system that not only will save you money, but also a system that could improve your workforce efficiency and productivity effortlessly.