For our clients, time and attendance greatly reduces their manual efforts; a single database means that there is one point of entry and one point of extraction.
Overview of Software
The software is cloud-based. This means that you can have your employees punch in through a mobile device, a PC or tablet; it allows people to punch wherever they have internet access. We also have the ability to offer clocks to clients who need them. We are finding a big industry trend is a movement towards biometric systems. Therefore we offer biometric finger readers and facial recognition readers. We also offer proximity clocks and tablet mobile punching.
The software is a hybrid system; we have the ability to customize it to each client. For example: What is considered "late" when someone punches in? What are your routing rules? What holidays do employees get paid or not paid for? How do you allow employees to punch in—do they have to punch in on a clock? Can they punch via the internet? I can allow supervisor access through our built-in hierarchy to approve time cards, edit schedules, and pull reports. What's nice about this too is that the software is built as a platform. It's all in the same spot so that the same customer service reps you might talk to for payroll would be the same people you could talk to about time-keeping.
Employee Self-Service (ESS)
For clients who allow employees to punch in via PC, tablet, or mobile device, this will be the same platform that an employee punches into; the difference would be that the landing screen each employee hits is going to be slightly modified. On my demo, I'm going to show you Mark Gibson's Employee Self-Service (ESS); he's an employee of my company. When I sign in as Mark, I'm going to see a very familiar screen. That screen would be our short cut for our landing page - ESS.
Online/PC/Tablet Punch In
If I move down the screen, it’s altered for our time-keeping clients to allow an employee to do what is called "online" , "PC" or "tablet" punch in. What I'm going to see there that I wouldn't normally see is a punch screen. The system is very intuitive for employees punching via PC, tablet, or mobile device, they will simply come into our site and very quickly see the punch area. They will also see their weekly activity for the current week. We'll show to the left here the current week, Sunday through Saturday, the 25th through the 31st. It will show the employee’s in and out punches for the day, the hours they've worked, when they've completed that shift, and their current schedule. Now, the nice thing about the product is by simply clicking on punch, the employee will automatically get verification that their punch has been recorded on this date and time. For clients who are PC, tablet, laptop, or mobile punching—it’s instant gratification. When I'm doing this type of punching, as soon as I've punched in, it records that my punch came in at 1:09. Because I have a schedule out there, it shows I am tardy by over 4 hours. Not only can this be communicated to the HR administrators or to my supervisor, but the employee will also see this right at their fingertips.
Employees can also punch through a clock, but there will be two differences:
- When they punch in on clocks, we download those punches from the clock, their punches hit and are uploaded into our software, which potentially results in delay. PC punching is instantaneous, clock-punching can have a delay of roughly five minutes.
- If I am making an employee a clock punching person, the middle part of the screen where they punch would not be available for them. However, employees would still be able to go into ESS, see their in and out punches as they come into the system, see if they were tardy, see if they left late, etc.
There has been a movement within the last couple of years towards job-costing. Which is when employees actually don't just punch in at the beginning and the end of their shift, but are allowed to transfer into a different department or assign their hours to specific customers or jobs. Within our software, we have a built-in job costing feature. If you are using job-costing we have something we call ‘tiers’. So, where you see office lunch, I can have that replaced so that I have a drop down list of jobs or clients that an employee can pick.
Now, at this point, Dominion Systems can do up to "three-tiered job-costing." Imagine there are three drops on your screen; one that would potentially contain a customer or job code, a second that would be tied into the customer and show active jobs for the customer, and then a third within that job being able to tell exactly what I'm working on. This gives instantaneous information to not only the employee but also to the supervisor. This element is included in our time & attendance package.
Leave management is the ability for employees to see active benefit time, PTO, vacation, and sick days, in real-time. When I click on the leave management area, it brings up my time off area. Now, if I had multiple policies out there, sick, personal, birthday, FMLA time, there would be a drop down where the employee could pick which type of benefit they are asking time off for.
Now in Mark’s case, he’s got vacation. It shows that I have 128 hours of vacation time available and because I'm specified as an employee that works 8 hours a day, it shows me that I have 16 days available to take. It will also show me any pending requests. This allows employees to ask time off anytime and anywhere they have an internet connection.
As soon as they make a request for time off, it will immediately email either the HR payroll administrator or their supervisor as designated by the client. That email will let them know who is requesting the time off with a link back into our software. Once that person clicks on that link, they can make the determination as to whether or not to approve or deny the time off request. If they approve it, it will take that time, deduct it from the employee's balance, and put it out on a calendar. When that payroll period comes up for payment, those hours will flow into our payroll grid. If I deny it, I can send a note to the employee as to why.
To the employee, it will actively show all the different types of requests they have made, whether it's approved or pending, and their balance. They can also put in a note explaining why they need the time off. Once it's approved or denied by the supervisor, payroll or HR admin, the employee will immediately get an email response that will let them know whether they are approved or denied. It's a very powerful, very easy component.
What happens if an employee has a question about a previous payroll cycle that they punched in on? The nice thing about this system is that employees do have access to our time & attendance component. They have the ability to do what is called timecard history. As long as you have been a client of Dominion Systems, we will keep track of all of the timecards for every employee. Inevitably, we have clients that will ask "Hey! I got another employee that said they were shorted over some time from two months ago!" Instead of having to go to a paper file cabinet or downstairs to the records, you can pull the employee aside and go into a timecard from that time frame, showing the punches, if they were tardy, if they forgot to punch in or out, etc.
The punch calendar shows employees their upcoming schedules for a period of time. Within Dominion Systems’ products, we can lay out a schedule for an employee or a group of employees. Those schedules can be timed over a certain pay period or time frame; I could lay out a schedule that goes forever and ever. In this case, Mark Gibson can go out here and say "You know what? I have vacation for these three days; They were approved because they don't say the word 'pending' and it shows in my calendar with any other upcoming vacation times and then also my schedule." The punch calendar is a nice ability for the employee to see. They can look at a month,a two-week period, the current week. They can also go forward in time by picking this left or right function.
Check back next week for part two of our time & attendance software demo!