Time and Attendance / Times One - Time and Attendance Software Times One – Time, Attendance and Rostering
Times One software is a tool that is designed to enure that management are better equipped to manage staff rostering and to record staff attendance. The software is a complete staff management package which includes many time saving features, ensures consistency and has an export feature that allows customers to import directly into specific payroll systems.
The Advantages of a Time, attendance and Rostering System
It is now generally accepted that there are many routine administrative functions that businesses need to perform each week or month that can be more quickly, accurately and efficiently performed by a computer program. Virtually all businesses today have payroll software and pay staff through electronic funds transfers directly into their bank accounts. The next logical step for employers is to integrate software to roster and record staff times and to import those times directly into their payroll package. Times One is that software.
Times One will automate and streamline your workforce management processes delivering significant benefits to your business in the following ways:
- Improve rostering processes
- Reduce timesheet manipulation and wage overpayments
- Eliminate manual processes and minimise human errors
- Improve staff morale and productivity
- Reduce management time invested in the important task of staff timesheet verification.
- Reduce the need for storage facilities and allow easier and quicker access to records.
The Most Important Features of Times One
Rostering
Roster building is a challenge for most businesses. To ensure that the right number of staff, with the required skills, is rostered on each shift requires that the roster builder has an efficient filter that provides all the information the roster builder needs to make those critical decisions swiftly and logically. Times One has a filter that only shows the staff with the correct skills and availability to fill the shift that the roster builder selects, thus saving the roster builder time and creating a more logical process for roster building. The system looks and feels like a spreadsheet format that most roster builders are used to, so learning time is cut to a minimum. In developing the Times One rostering feature, the idea was to creating a tool that is easy to use and simply filters information to assist the roster builder to create his or her spreadsheet without needing to consult an array of books and paper but provides all that information at the click of a button. Times One allows the roster builder to create rosters that accurately match the forecast business volumes to staff resources to contain workforce costs and eliminate the costly errors of duplicating staff commitments or rostering staff that are unavailable or not appropriately skilled.
By creating a rostering tool that works the way you usually work, it is very easy to delegate the responsibility for rostering to supervisor or line manager level.
We have built the roster builder for maximum flexibility to ensure you can build and view rosters in a format that most closely resembles the format you currently use.
Times One has a reserved days module that can be set up for employees to warn the roster builders when staff are not available to work. This module is designed to minimise the time wasted by roster builders trying to contact employees to find out whether they are available at specific times and on specific days before finalising the roster.
The roster builder is able to select from two different methods of roster building to allow maximum flexibility.
- Build a roster with employees in the left margin and shifts for the week added to the right.
- Build a roster with the shifts in the left margin and the employees names added in the daily shifts to the right.
Rosters can also be built as templates with all the required shift times and roles attached. The template can then be imported into the required roster week and staff names easily assigned.
Once the roster has been built in the first few weeks the roster builder can choose to copy any previous roster into the current week. Times One will warn the roster builder if any staff member who did a shift in a previous roster is unavailable in the current period. Rosters can also be viewed in a Gantt format.
Who’s Here and Timesheets
Most businesses delegate timesheet verification to line management. Users allowed to access Times One can be set up with only those security rights that match the functions your business wishes them to perform and for only those staff that report to the selected line manager. So you can safely delegate the timesheet verification duties to line management level without fear that they will be able to access any of the other functionality of the Times One system.
There is a “whos here” screen that will immediately tell a viewer who has clocked into work and not yet clocked out. This feature can be very helpful for receptionists and for OH&S.
The timesheet screen works in conjunction with the exceptions screen. Users can view employee timesheets for any selected time period and for all employees or only selected employees. The information on the timesheet screen can also show full shift information with department and role assignments and all break details or an abridged version, customisable by the user. The exceptions screen alerts the supervisor who is approving shifts to all unusual shifts. The supervisor can then drill down on the shift for further detail and immediately make a call on what to approve. This process is less complicated than signing off on manual timesheets. Presenting only the relevant information is key to keeping this process simple. The drill down facility provided, creates the balance should additional or more detailed information be required.
A comprehensive selection of preferences settings can be configured at organisational level or by individual employee to ensure that the supervisor who has been entrusted to approve shifts does not need to trawl through all shifts to approve the employees timesheets but is only presented with unusual shifts or shifts that fall outside of customised preferences, highlighted for him or her to approve. These preferences and thresholds ensure that Times One automatically deals with 80 - 90% of shift approvals, leaving only a small percentage of exceptions for the supervisor or line manager to deal with.
An example of this may be a late start threshold that rounds the payroll time back to the rostered time if an employee clocks in late up to say a 5 minute threshold or rolls their payroll start time forward to the quarter hour if they were to clock on after the 5 minute threshold.
To protect the integrity of the data no raw clock times can be adjusted only corrected times can be posted to supersede clock times. There is an audit trail that tracks all shifts that have been edited and which user made those changes.
Leave Shifts
Times One also allows supervisors to enter leave shifts taken by category, annual leave, sick leave or workmans compensation for example. Times One will produce a separate pdf timesheet for each employee who has taken leave shifts during the period.
Payroll Export
The payroll export function is very important in terms of providing a return on investment.
The process of manually capturing adjusted start, end and break times and applying work conditions such as normal time, Saturday time, Sunday time, Public Holidays and overtime is time consuming and error prone. Because most awards are complex with overlapping conditions these manual processes can often take several staff many days every week to perform and inevitably contain errors which cost the business additional money.
This feature allows the payroll administrator to simply select which employees and what time period are required to be exported then to create an export file that can later be import directly into your specific payroll system.
The payroll export feature provides measurable benefits. A few of these benefits are listed below:
- Eliminates the need for time consuming error prone calculations
- Eliminates manual data entry and the possibility for human error
- Ensures compliance with complex award conditions, enterprise bargain agreements and labour laws
- Ensures consistent award interpretation and payroll standards
Times one can export to specific payroll systems that have file import facilities and are prepared to cooperate with us on the import process.
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