Top 10 Time & Attendance System Budgeting Considerations

Originally posted on HR.com by Wallace, Joe Allen.

Planning and budgeting-out a time and attendance system (even for small and mid-sized companies) can take months and an entire team, depending on requirements and goals. If you are equipped with the right information, even the most complex roll-outs can be managed with confidence by your team.

The following suggestions will help you identify important purchase considerations, best practices, and ways to save money when budgeting a new time and attendance system.

10 Essential Time & Attendance System Budgeting Considerations 
 

1.    Scope of System

·        Number of Employees (Including Exempt Vs. Non-Exempt )

·      Minor/Union Employee Management 

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2.    Hardware

·      Buddy Punching Problem?

·      Range of Time Clocks Available

·      Mobile Devices

·      Access Control Systems

·      Networked Wall Clocks

·      Barcode Scanners

3.    Managing Multiple Locations & Mobile Employees

·      Systems for Multiple Locations

·      How Many Time Clocks Needed

4.    Advanced Time & Attendance Functionality

·      Support for Larger Company Sizes

·      Benefit Accruals

Tracking Technology

·      Advanced Payment Capability

·      Shift Differentials

·      Pay Classes

·      Task & Labor Tracking

·      Skills & Certifications

·      Automated Alerts

·      Time-Off Management

·      Employee Communication

·      Email Templates

·      Self-Service Employee Portal

·      Mobile Support

5.    Adjunct Systems & HR Shared Services

·      HR Shared Services Best Practices

·      Vendor Lock-in

HR Management

·      Hardware Rental Programs

·      Common Adjunct Systems Include:

o   Advanced Scheduling

o   HR Management Systems

o   Employee Self-Service Portals

o   Access Control

o   Bell or Horn Control

o   Job Tracking

o   Manufacturing Automation 
 

6.    Delivery Model

·      Licensed Vs. SaaS Time & Attendance

·      Budgeting Considerations by Delivery Model

7.    System Interoperability & Shared Database

·      Beyond Simple File Exports to Payroll

·      Database Synchronization Between Applications

·      Hardware Interoperability

·      Integration Services

8.    Regulatory Compliance

·      FLSA, FMLA, SOX, HIPAA, FairPay Rules, & More

·      Time & Attendance Recordkeeping Requirements

9.    System Integration & Setup

·      Types of Time to be Tracked & Rates

·      Labor Calculation Rules

·      Labor Distribution (Departments, Groups, Positions, etc.)

·      Benefit Accrual Rules

·      Define System Exceptions

·      Employee & Supervisor Security Profiles

·      Schedules

·      Lunch Parameters

·      Holiday Rules

·      Payroll Integration

·      Time Clock & Hardware Communication & Integration

·      Web-Based Clocking Setup

·      Employee Information Database Import

·      Assign Employees to Appropriate Supervisor

·      System Testing

·      Training

10. Support

·      Insurance for Your Investment

·      One Call can Pay for Annual Support

·      How to Budget 

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