In an organization whether large or small work force is the most valuable asset. For an organizational expansion work load must be determined and work force needs to be balanced.
If work volume is poorly anticipated, then overstaffing or understaffing results. Overstaffing results in unwelcome expenses, while understaffing results in inferior services and customer dissatisfaction. Business organizations therefore, must choose correct solutions to tackle the work force related challenges. Before determining the staffing level, an organization must set objectives for the type and quality of services it wishes to provide. For example, an IT organization will hire employees in their Software Development Center in accordance with the specification of a job requirement. It will be utter foolishness, if they employ from a non-IT or a computer illiterate background.
Similarly, a BPO for its shop floor will employ professionals who have a good command on languages and has a sales background, rather than employing a History Professor.
Thus, work force can be adequately defined as the number of workers potentially engaged in a specific activity in an organization or an enterprise.
Optimization of work force to ensure attraction, development and retention of appropriately trained and prepared staff is called work force management. Balancing the work volume and resources to achieve a desired result is the essence of work force management. It also addresses the issues related with work environment to provide a safe, efficient and predictable work environment in an enterprise.
Human Resource department in an organization is responsible for an efficient work force. Immediate and unexpected changes in an employees status is constantly monitored and quickly replaced to evade any losses incurred by the business organization. For example, an employee with multiple skill sets and readiness to work in a stressful situation is instantly hired when an organization is expanding its business processes.
Keeping focus on the objective of balancing work to be completed in a required time frame with available resources, paved way for the Time Clock, often referred to Payroll Time Clock. It was invented by Willard Bundy, in November 20, 1888. He was a jeweler by profession in Auburn, New York. His brother organised the Bundy Manufacturing company for mass production of his invention, a year later in 1889.
At the advent of 20th century, Brundy organisation and two other time equipment businesses merged to give birth to International Time Recording Company (ITR).
In 1911, ITR consolidated with Computing Tabulating Recording Corporation (CTR), which would later change its name to IBM. In 1958 IBMs Time Equipment Division was sold to Simplex Time Recorder Company.
A Time Clock is a mechanical time piece used to track the working hours put in by an employee. This was accomplished by inserting a time card into a slot on the time clock. When the time card hit a contact at the rear end of the slot, the machine would print information related to day and time on the card. This aided a timekeeper to have an official record of the employees working hours, upon which the his salary could be calucated and paid.
Objective of the time clock was to lower costs, by making payroll process more efficient, automate billing and invoice and making costs visible so that they could be reduced to a minimal.
Justifying every minute of time at work by the employee and a feeling of control in hands of the employer, which is accounted as being hostile to the welfare of a free-society. In some cases, managers escape from using this information intelligently and fairly.
To lower costs and increase revenues, attendance of a modern day employee is managed through web based systems like Time tracking software and Time Sheets.
Time sheets were orginally developed to determine payrolls, today it is used on a much wider scale. It contains detailed breakdown of tasks to be accomplished in a project, and acts as a measuring tool for project costing, tracking, estimation and management, client billing and computing an employees salary.
Many organisations use web based time clocks popularly known as Time Tracking Software. Such software allows employees to enter their work hours which can be accepted or rejected by their superiors. This software can be integrated into billing system, accounting system and accounting system. However, it is also used for the sole purpose of recording timesheets and generating reports.
There are several types of payroll time clockssuitable for different kinds of businesses and employees. Punch system time clock is the most common among them. Employees slip their time cards through or under the clock to register their work hours. The clock prints on the time recorded with each swipe. It generates accurate attendance records and prevents employers to loose money due to fraudulent time record systems.
Biometric payroll time clocks utilizes human imprints to recognize an employee. These imprints encompass finger prints, palm and retina scan. An employees entry and exit times are recorded each time he uses this clock.
Other instruments used for recording in/out time of an employees working hours include digital electronic time clocks, time recorders and time-date stamps.
The capacity of a payroll time clocks depends on the extent and sophistication of record management per employee. Some systems are designed to handle several thousands, while others are limited to handling a mere fifty.
A fine example of the above statement lies in Time Tracking Software and Badge Reader time clock system respectively. A badge reader device is useful for small businesses
Proximity card is another unique method of recording employees work hours. It is installed in the hard drive of an individuals computer and stores upto 50,000 transaction records. It works on the principle of log on and out of the computer system. It is less expensive and has audit trial information which is used while calculating wages or salary.
Automated Time and Attendance system is an alternative to mechanical and paper based systems. It genertaes reports faster, is convenient and accurate, provides a central depository of data records and saves any losses incurred by alternative methods of time record management. Prices vary depending on business requirements, a complex system may cost thousands of dollars while a simple system may be brought for a couple of dollars.
In conclusion, to get maximum benefits out of payroll time clock system, an enterprise needs to choose the one best suited as per the need for the employee access control.
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