Small companies will save just by implementing any system. Having a basic timekeeping system will eliminate payroll calculation errors, save you the cost of paper timecards and ribbons, and help hold employees accountable for their time.
Medium and large companies will benefit from upgrading their basic systems and adding automation across additional HR operations such as scheduling or employee reviews.
Automating HR Systems
Check out the bulleted version below or read the free full version here (no registration required).Step 1: Form a Team
A representative from each major business unit or department should be involved to ensure you choose a comprehensive solution that will satisfy the needs of every department. Typically, a project leader is also chosen to spearhead the project; often the head of HR or IT.• Involve every department
• Evaluate current system or processes
• Provide team members a month to record observations and issues
• Identify areas for improvement
Step 2: Identify Desired Performance
From the evaluation of your current system, you’ll have a lot of feedback regarding the processes that need to be improved. This will help you determine the basic requirements you’d like to include in your new system. It’s important to discuss which features are considered required and which are considered optional.Next, your team will need to discuss the employee management and remuneration features you’d like to include in the system:
• Support for Larger Company Sizes
• Support for More Administrators or Supervisors to Use System
• Benefit Accruals
• Overtime
• Shift Differentials
• Pay Classes
• Task & Labor Tracking
• Cost of Labor
• Skills & Certifications
• Points / Demerits
• Automated Alerts
• Time-Off Management
• Employee Communication
• Email Templates
• Self-Service Employee Portal
• Mobile Support
Discuss the related HR operations you’d like to include in the project:
• Advanced Scheduling
• HR Management Systems
• Employee Self-Service Portals
• Access Control
• Bell or Horn Control (Signal Start / End of Shift or Breaks)
• Job Tracking
In addition, many vendors also offer add-on modules to control aspects of the jobs on which your employees are working. For instance, job tracking software can track inventory as well as employee productivity.
Step 3: Reality Check: Performance vs. Budget
It’s easy to look at all of the operations that can be automated, get excited, and forget about the price tag at the end of the day.While simple systems are inexpensive - truly a no-brainer no matter what size company - they are also very limited. They typically only feature basic employee timekeeping - no benefit tracking, no scheduling, and nothing fancy. Still, these systems will help you meet federal requirements for recordkeeping and help you mitigate litigation.
Incorporating advanced functionality or related modules like scheduling can quickly inflate the cost of your system. However, the more you automate, the more you ultimately save.
Step 4: ROI Analysis
There comes a point where you have to decide whether or not to pull the trigger and move-forward with the project. We recommend analyzing the processes you’ve planned on automating and estimating the savings achieved from each.In addition, you’ll be able to calculate savings gained by increasing accountability, accuracy, and efficiency. To learn more about how automated HR systems help save you money, read our free ROI white paper with a built-in ROI Calculator to show you exactly how much your company will save.
Step 5: Vendor Selection
It’s important to note that purchasing a time and attendance system is just the beginning of a long relationship. If you question the practices or follow-up during the sales process, it is not encouraging for down-the-road support. Read more vendor selection tips – including several business practices to watch out for – by downloading our System Buying Guide.Final Thoughts: Transitioning to Automated HR Systems
Much of the stress involved with transitioning from manual HR processes to automated systems is caused by uncertainty. With a better understanding of automated systems, purchase criteria involved, options, and features, you’ll be much better prepared and much more confident in your selection.Learn More
Acumen Data Systems is a leading provider of employee time and attendance systems and software, as well as other workforce management and business automation software.Acumen's ViewSUITE is a cost effective, robust set of workforce management applications for businesses, including systems and software for employee time and attendance, labor management, HR management, employee scheduling, facility door access control, job tracking, job costing, and shop floor data collection.
Contact Acumen Data Systems at 888-816-0933 or visit their website at www.acumendatasystems.com today to learn more.
