In the context of business is increasing pressure on personnel management from the recorded hours in/out processing, leave, overtime, to payroll and data transparency, the choice of deploying a timekeeping solution efficiency has become the key factor.
This article Lac Viet Computing will help you understand the attendance solution helps you define the roadmap for a match. If you are the person in charge of personnel, administrative – accounting or business leaders are looking for ways process optimization attendance – payroll then this is the article for you.
1. Timekeeping solution, what is? and why business need?
1.1 “timekeeping Solution” what is it?
Timekeeping solution is the set of tools, software, or device to help businesses record, store, manage the working time of employees in an automated, accurate, transparent. This system usually consists of input devices (such as fingerprint, face recognition, card from) combined with software management focus that can handle timesheet data for payroll, management shifts, vacation or for tracking work remotely.
Ví dụ dễ hiểu: Một nhân viên quẹt vân tay lúc 8:00 sáng khi vào ca, sau đó bấm đăng ký nghỉ phép 30 phút vào buổi chiều thông qua ứng dụng di động. Toàn bộ dữ liệu này được hệ thống lưu lại và tự động tổng hợp vào bảng công cuối tháng. Bộ phận C&B chỉ cần vài thao tác để tính lương thay vì phải đối chiếu thủ công từng ngày công như trước.
Before, many businesses especially small and medium enterprises still use this form of timekeeping with Excel or handbook. However, this potential risk: data wrong, time-consuming data entry, hard to check fraud, can not sync with payroll system.
Giải pháp chấm công hiện đại ra đời nhằm giải quyết những hạn chế đó giúp doanh nghiệp chuyển đổi từ mô hình ghi nhận thủ công sang mô hình tự động hóa, đảm bảo độ chính xác cao, tiết kiệm nguồn lực và tối ưu chi phí vận hành.
1.2 why business should invest timekeeping solution
- Attendance data is the foundation for payroll accuracy
In the process, hr, timekeeping, and is the first step of the chain professional “attendance – payroll – benefits”. If the input data wrong, the whole result behind will be affected. The input errors can cause business losses average 1-3% of the total monthly salary equivalent to tens of millions with the business scale a few hundred personnel. Timekeeping solution automatically eliminates this risk thanks to sync data in real time and control deviations from the input.
- Increase transparency, fairness in personnel management
When all working hours, vacation, overtime are recording system, automatic, status “dot the pussy”, or “the wrong time” almost discarded. Staff and management are able to lookup your data, helps to reduce disputes about the hours or wages. This doesn't just bring the fair, but also increase the level of trust between employees and the business.
- Save time reduce workload and administrative
One of the most obvious benefits is saving processing time table.A business scale 250 who previously took about two days to synthetic table, now just need 20 minutes when applied software timekeeping automatically. Period of time this saves can be transferred to the operations are more valuable as building personnel policies, training or analysis of labor productivity.
- To meet the trend of flexible working, remote
Trong bối cảnh ngày càng nhiều doanh nghiệp áp dụng mô hình hybrid hoặc làm việc từ xa, các cách chấm công truyền thống bằng máy quẹt thẻ không còn phù hợp. Các hệ thống hiện đại như FaceX hay ứng dụng SureHCS HRM cho phép nhân viên chấm công qua điện thoại bằng định vị GPS hoặc nhận diện khuôn mặt, đảm bảo ghi nhận chính xác dù họ làm việc ở văn phòng, công trường hay tại nhà.
- Reduce legal risk and regulatory compliance, labor
Một số doanh nghiệp từng bị xử phạt vì dữ liệu chấm công không khớp với bảng lương hoặc không chứng minh được giờ làm thực tế khi thanh tra lao động. Chấm công tự động tạo ra hồ sơ dữ liệu số, dễ lưu trữ, truy xuất khi cần đối chiếu giúp doanh nghiệp tuân thủ đúng các quy định của Bộ Luật Lao động về thời giờ làm việc, làm thêm giờ và nghỉ phép năm.
In summary, investing in attendance solution not only helps business optimal operating personnel, but also bring direct benefits of efficiency, transparency and productivity. In the context of competitive currently, the application of technology in the process clocking is a step essential to the organizations and enterprises are to find out information about timekeeping solution closer to the model hr management modern sustainable.
2. Selection criteria timekeeping solution suitable for businesses
2.1 Identify the needs & special business
Trước khi đầu tư một giải pháp, doanh nghiệp cần đánh giá chính xác hiện trạng vận hành và đặc thù nhân sự của mình. Một doanh nghiệp dưới 50 nhân viên có thể chỉ cần công cụ ghi nhận thời gian làm việc cơ bản. Nhưng với doanh nghiệp trên 500 người, đặc biệt trong lĩnh vực sản xuất hoặc chuỗi bán lẻ, nhu cầu sẽ phức tạp hơn rất nhiều gồm nhiều ca, nhiều điểm làm việc và chính sách phụ cấp khác nhau.
Besides, the model work is also important factor. With business has employees working in the field, work travel frequently or work remotely, the software needs to support attendance through mobile GPS positioning, or face recognition AI. Meanwhile, the factory model, the need to manage shifts, overtime, compensatory accurate to avoid violating the provisions of labor.
2.2 the Ability to integrate with systems payroll & benefits (C&B)
A timekeeping solution effective't just stop at the “recorded hours of work” that needs seamless connection with the system of salary, bonus, insurance. When data is automatically transferred to the system C&B, business to avoid the risk enter the wrong data, reduce the volume of manual work to shorten the duration pegs salary.
Ví dụ, khi nhân viên đăng ký làm thêm hoặc xin nghỉ phép, dữ liệu này sẽ tự động cập nhật vào bảng công và payroll software sẽ tính toán phụ cấp, khấu trừ hoặc thưởng thêm dựa trên chính sách đã thiết lập. Doanh nghiệp không cần nhập lại thủ công.
Many organizations and businesses are to find out information about timekeeping solution is preferably selected software, can integrate directly with your payroll system, tax and insurance to ensure uniformity of data with high accuracy.
2.3 accuracy and the ability to fight fraud
One of the issues that cause “headaches” most of the managers is the state attendance or wrong now. So the solution is the need to ensure the high accuracy and the ability to combat fraud effectively.
Technology AI face recognition (Face Recognition) is now considered popular trend, allowing for identity authentication, employees with high precision, up to 99,7% (according to VnExpress, 2024). This system helps ensure only the right people on time is recorded, at the same time support historical analysis points to detect abnormalities.
2.4 flexibility & scalability
Business today is changing fast in terms of scale, working model. A time and attendance system should be flexible, easy to scale, suitable for all staff working at the office, in the field or at many different locations.
Solution should support multi-platform from attendance machine biometric, website to mobile app. As the business expanding more branches or plants, adding new points, attendance, user, or rules work shift to be simple, do not need to re-deploy the whole system.
2.5 Cost and efficiency of investment (ROI)
Chi phí đầu tư chấm công bao gồm: phần mềm, thiết bị, triển khai và đào tạo nhân sự. Tuy nhiên, ROI (Return on Investment – tỷ suất hoàn vốn) thường thể hiện rõ sau 3–6 tháng triển khai, nhờ tiết kiệm thời gian, giảm sai sót.
For example: a staff, C&B takes an average of 16 hours per month to sum up the craft. If the system automatically shortened to 2 hours, with personnel costs average 150,000 vnd/hour, businesses save more than 2 million vnd/person/month. With a scale of 200 employees, the system payback in just a few months.
2.6 Support, maintenance, upgrade technology
Finally, businesses need to consider capacity, support, and warranty of the supplier. Attendance system associated with the sensitive data (working hours, salaries and bonuses), so requires security, backup, compliance, legal (as a Decree 13/2023/ND-CP on protection of personal data) is mandatory.
In addition, the technology is always changing. A reputable supplier should ensure that the software is regularly updated to be compatible with new trends such as AI, Cloud or Mobile App helps business to maintain performance and ability to adapt to long-term.
To conclude, the selection of timekeeping solution suitable not only is the decision technology, which is step strategy in digitized human resource management. When the system is properly chosen, the enterprise does not only save costs but also improve productivity, transparency and experience staff – a core element of the competitive human resources today.
3. Business guide selection timekeeping solution fit to scale
Một trong những thách thức lớn nhất khi triển khai attendance system là chọn đúng giải pháp phù hợp với quy mô, đặc thù hoạt động của doanh nghiệp. Không phải phần mềm nào cũng đáp ứng được nhu cầu của tất cả loại hình tổ chức từ startup vài chục người đến nhà máy hàng nghìn công nhân. Dưới đây là hướng dẫn chi tiết giúp doanh nghiệp ra quyết định chính xác, tránh lãng phí tối ưu hiệu quả đầu tư.
3.1. Small business (under 100 hr)
Small businesses often have structure simple, less level management, personnel working concentrated at one location or flexible at store counters.
Common problems:
- Timekeeping also using Excel or machine fingerprint left, the data must be re-entered manually into the pay table, easy to errors.
- 't have the internal IT, so that the installation – maintenance-software complex will cause costly.
- Business owners need to control the hours of work, productivity, status, late – early but don't have the time to follow live.
Timekeeping solution fit
Small business should choose attendance software, electronic form of cloud-based (user via the web or mobile app) because it is easy to use, low cost and no need for infrastructure investment.
Specific:
- Attendance using face or fingerprint software integration: the System automatically sync your data from device to the cloud right after each attendance. No need to enter manually, remove risks “skewed hours” or “forget to update”.
- Attendance through the mobile application (mobile app): Suitable for employees on the move, technicians, or sales staff. GPS navigation apps, restricted areas attendance (Geofencing), which help ensure transparency.
- Report – shift in real time: business Owners can open the phone to see the total number of employees go to work, absence or overtime immediately.
- No need for server or team technical: Data is stored securely on the cloud platform, can access anytime, anywhere.
Benefits
- Up to 80% of the time of administration for the general public every month.
- Better control of labor discipline without direct supervision.
- Low cost: only from 300.000 – 500.000 VNĐ/hr/year, fit small business budget.
- Easy to expand when the scale hr increase, just buy more accounts without having to change the entire system.
3.2. Medium-sized enterprises (100-500 hr): Need timekeeping solution integrated, flexible, optimum cost
Medium-sized enterprises account for a large proportion in the labor market in Vietnam today — according to data from the General directorate of statistics, more than 97% of Vietnamese enterprises are small and medium enterprises, in which groups from 100 to 500 hr role of backbone in the supply chain – service.
At this stage, the business started facing the challenge:
- Organizational structure stratification, there are many different branches;
- Process shifts, diversity, especially in the field of manufacturing, retail, logistics;
- Attendance data scatter, causing the synthesis crafts errors and loss of time;
- Demand sync data – salary – benefits become urgent, because of the volume handled was beyond the capabilities of Excel file or discrete.
Practical problems businesses are facing
| Challenges often seen | Consequence |
| Many forms of work (office, ca, flexible sales staff) | Attendance data is not homogeneous, to collate craft |
| No tools violation warning hours | Management does not timely detection of deviations, absence |
| Each branch hosted private data | Take overall control, difficult decisions fast |
| Process search, browse overtime via email or papers | Easy to lost prolonged duration pegs the |
| False the resulting payroll false | Belief influence and engage employees |
Timekeeping solution fit
For medium scale business, timekeeping solution integrated HRM or Payroll is the optimal choice, because it combines both management public – ca – vacation – salary – benefits on a single platform.
1 is Integrated multimodal attendance: Business should choose the system that allows flexible connectivity with multiple devices and different modalities such as:
- Fingerprint machine, face recognition, QR code;
- Attendance through mobile phone by GPS (with respect to employees of the market);
- Kiosk or tablet placed at each working point.
2 is, decentralized management, multi-level: the System should have a policy of decentralization flexibility to ensure the security, transparency, reduce the load for personnel center.
- Branch manager only be viewed, browse for employees jurisdiction;
- Parts HR total the whole system;
- Board of directors can monitor the rate goes, absence, overtime by region.
3 is automatic violation alerts, and case management – type
Software has ability to:
- Warning wrong dots, forget the dots, the delay time in real time;
- Automatically the years, allowed to compensate, ca pillows under separate regulation of each unit;
- Send automatic notification to employees or management via email, app.
4 is, a synthesis report analysis flexibility: the Solution should provide dashboard analytics – ca – do more – vacation according to departments, branches, time.
Managers can:
- See quick ratio go to work right now, in addition to the regulations;
- Compare productivity between the units;
- Report standardized service for salary, bonus or audit.
3.3. Doanh nghiệp lớn trên 500 nhân sự
Large-scale enterprises often have multiple branches, plants, or the hr team stretches in many geographic areas. Structural work complex – multiple shifts, multiple level, multiple groups of different tasks (office, manufacturing, commissioning, engineering). In addition, data personnel giant requires confidentiality, access subdivisions closely, while ensuring the ability to connect the information between the management system (HRM, ERP, accounting, banking,...).
Timekeeping solution fit
With this trait, business should pick timekeeping solution totally integrated in the system of human resource management (HRM) or ERP.
The solution should have the characteristics highlight the following:
- Automate the entire lifecycle data – salary: attendance Data is automatically transferred to the payroll system, welfare, taxation without typing manually. This significantly reduced the errors and workload for parts C&B.
- Data analysis (BI Dashboard): Provides report multidimensional help leaders track trends go to work on time, the rate of absence, productivity each department.
- Flexible custom rules public – ca – holiday – do more according to internal regulations or peculiar to each plant.
Contact information electronic systems such as:
- Contract labor power to sync employee information.
- Connect iVan aimed at automation of business insurance and tax.
- Integrated BankHub allows salary direct, fast, accurate.
Practical benefits
- Manage attendance data focus but still detailed monitoring each factory branch.
- Ensure the absolute accuracy in payroll, reducing legal risks when audit.
- Support trend analysis, staffing, and performance work, and leadership strategic decisions based on data.
3.4. Business has particular model (hr mobile working remotely, ca flexible)
Business group this includes: logistics, maintenance, engineering, sales, marketing, services in the field... Staff often work at different locations or by shift pattern flexible. Use fingerprint or card from fixed becomes impossible.
Timekeeping solution fit
Should choose timekeeping solution, smart mobile, can be operated via app on phone or web browser.
Some core features:
- Timekeeping via GPS or facial recognition (Face ID mobile), ensuring that employees have the right position is assigned.
- Limited area and time attendance (Geofencing & Time Range) help prevent fraud as dots, black dots outside the scope of work.
- Automatic warning when attendance to the wrong place, wrong time, or coincide IP.
- Map real-time monitoring (Live Map) management support is the school know who is working where, at any time.
- Automatically syncs data on the system, HRM or Payroll without confirmation crafts.
Practical benefits
- Ensure transparency, labor discipline, though employees do not work at the office.
- Increase the autonomy for HR departments in controlling the working time and handling tables.
- Support optimal manpower cost, particularly for short-term projects or shift flexibility.
- Significantly improve the experience of employees – they just need to open the app, timesheets, receive immediate feedback.
4. Lộ trình triển khai giải pháp chấm công với các bước cụ thể cho doanh nghiệp
The deployment of a timekeeping solution effective't just buy the software or installation of equipment. It is a transition system, related to people, process and technology. With experience consulting for many businesses of different scale, I proposed roadmap for deployment consists of 5 steps below just to help ensure efficiency while minimizing risks when operating practice.
Step 1 – Survey the state defined goals
Business should begin with a comprehensive assessment of the current state timekeeping current:
- The number of personnel and pattern work (full-time, shifts, flexible, remote work).
- Tools are using (pc, fingerprint, Excel software, old, or no system).
- Problems encountered: false hours, duplicate data, handle vacation crafts, take a lot of time in aggregate.
From the survey results, businesses need to define clear objectives before deployment:
- Reduce how much % processor time table each year?
- The main goal is automation, reducing errors, or increase transparency?
- The system should cater for scale how much personnel in 1-3 years?
Step 2 – choose the type suitable solution
Based on the particular business with the criteria analyzed in section 2, the manager should choose the type most suitable solution:
- Traditional device: fingerprint machine, magnetic card – compliance with environmental products.
- Electronic solutions (cloud): attendance software online, integrated facial recognition or GPS location matching business have mobile employees, remote work.
- Solution combination (hybrid): simultaneous use of the software management center, the hardware device to ensure flexibility, high accuracy.
Step 3 – plan development and training
After selecting the solution, enterprises need to build a deployment plan details include:
- Set timeline: the time of installation, testing and commissioning official.
- Division of responsibilities: the IT department, technical support, Personnel in charge of the process, accounting, cost control related.
- Training use: instructions for employees, HR, end-user (employee attendance) about how to manipulate the process, please stay, subscribe to do more...
- Test (pilot): deploy ago in a department or branch to check the stability and the ability to meet reality.
Step 4 – connect system with payroll, benefits, and reporting
This is the center of gravity to help businesses harness the true value of timekeeping solution. When the system is linked with software, payroll, insurance, tax and welfare administration, data time will automatically switch to the correct calculation of the salary, allowances, deductions, bonus.
Businesses also need to set up periodic reports, dashboard, admin, such as:
- Report the date of overtime, vacation, late – early.
- The productivity report by department or work shift.
- Report summing up the cost of salary expected.
These data help leaders out personnel decisions based on actual data (data-driven HR) instead of emotional. This is also the trend that many organizations and businesses are to find out information about attendance solution available today are geared towards.
Step 5 – Measure the effectiveness and optimization
After 1-3 months of operation, the business should conduct effective evaluation system through the index:
- Processing time for the discount percentage.
- Number of input errors or complaints about the reduced out why.
- Operating costs, human resources, HR save.
- Rate of employee satisfaction with the process timesheets – new wage.
From this result, businesses can process optimization, refining rules timekeeper, additional management module benefits or rewards to increase the experience staff.
Solution deployment attendance is not math technique which is strategically convert numbers in human resource management. A roadmap for implementation science, there are measurement, training, sync will help businesses:
- Operated, accuracy, transparency.
- Save personnel costs.
- Improve productivity, cohesion of the team.
With these institutions, businesses are finding out information about timekeeping solution, the investment early and properly implemented will create a solid foundation for phase shift in the multiplier comprehensive in the future.
5. Lạc Việt SureHCS – Giải pháp nhân sự chấm công tích hợp AI cho doanh nghiệp số
Lạc Việt SureHCS là giải pháp quản trị nhân sự HRM toàn diện với hơn 30 năm kinh nghiệm phát triển và triển khai software hr management tại Việt Nam. Hướng đến các doanh nghiệp có mong muốn chuẩn hóa quy trình nhân sự từ tuyển dụng, chấm công, tính lương, đến phúc lợi. Đặc biệt là tích hợp sâu các nghiệp vụ pháp lý, tài chính để hỗ trợ bộ phận C&B, Hành chính-Nhân sự quản lý hiệu quả hơn.
- Connect BankHub – pay auto pay: SureHCS allows enterprise integrated with the banking system through the gate BankHub help remove step input manually, avoiding errors in the account number, shorten the time to pay wages.
- Integrated signing of the labor contract electronics: SureHCS provides the ability to manage records of the employment contract (CONTRACT), support some or electronic contract helps businesses digitize the process from the moment of recruitment to when the contract expired.
- System integration iVAN – send get results, SOCIAL-mail: support connection with port iVAN of Vietnam SOCIAL insurance to send/receive data on social insurance (SOCIAL insurance), health insurance (health INSURANCE), notification from the insurance agency.
CONVERT THE NUMBER OF PERSONNEL WITH COMPREHENSIVE LAC VIET SUREHCS HRM
LV SureHCS HRM is the solution in hrm comprehensive (HRM) is developed by Lac Viet from 1998, now serves more than 1,000 businesses in Vietnam with international standards such as CMMI Level 3, ISO 9001:2015 and ISO 27001:2013. Platform help of optimized every aspect from recruitment to employment, improve the experience of staff and effective management of resources.
Feature highlights:
- Candidate Pool AI + AI Resume: automatic dissection CV any format, search for suitable candidates instant, a 70% increase quality, reduce recruitment time significantly
- Timekeeping software – payroll – C&B auto: integrated benefits, overtime, insurance, export report, payslip correct for business scale up to 10,000 employees
- Experience hr – wallet reward – ranking behavior – survey periodically: internal management, honor, mounted staff in real time.
- Assessment and capacity development: KPI/OKR flexibility, feedback 360°, the proposed route train personalization according to the evaluation results
- Internal training & LMS integrated AI: learning anytime, anywhere, content management, multi-modal with personalization from AI
- Dashboard BI + AI Advisor: real-time reports, suggestions leadership decisions based on data resources.
AI INTEGRATION ACCELERATES DIGITAL TRANSFORMATION OF HUMAN RESOURCES
Vietnam has officially launched The 3 AI assistant hr deeply integrated into the LV SureHCS including LV-AI.Docs, LV‑AI.Resume and LV‑AI.Help to automate the task administration, standardized data enhanced experience personnel
- LV‑AI.Docs: automatic dissection transfer data from documents such as CCCD, windows, SOCIAL insurance, by level of digital records, standardized
- LV‑AI.Resume: analysis of CV auto, construction, candidate profile, find people with the right criteria by prompt intelligent data mining candidate pool efficiency
- LV‑AI.Help: chatbot internal support, answer questions HR 24/7 access form process quick contextual user
TYPICAL CUSTOMERS DEPLOYING LV SUREHCS HRM
- Coca-Cola Vietnam: System deployment LV SureHCS to digitize comprehensive human resource management group has standardized the data, the optimal operating HR according to international model.
- Textile company Success (TCM): Application LV SureHCS to manage hr, payroll, benefits, timekeeping and capacity profile for nearly 5,000 employees across 5 areas of activity – from textiles and fashion to real estate.
- Total company air Port, Vietnam (ACV): Choose to trust LV SureHCS to operate the system large-scale personnel with over 10,000 employees, 24 subdivisions, solved the problem of complex business of modeling state-owned companies.
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WHAT DO BUSINESSES GET WHEN DEPLOYING LAC VIET SUREHCS SOFTWARE?
- Comprehensive solutions from A‑Z cover the entire process of HR from recruitment, profile, attendance, payroll, benefits, training, reviews, experience staff
- Highly customizable & flexible connection to suit any scale, industry, easy to connect with ERP, finance, office of chemical
- Save cost & performance enhancement help to lose 40-60% of the cost of operating personnel, retain talent, improve the work efficiency
CONTACT INFORMATION:
- Hotline: 0901 555 063
- Email: surehcs@lacviet.com.vn | Website: https://www.surehcs.com/
- Office address: 23 Nguyen Thi Huynh, Phu Nhuan, ho chi minh CITY.CITY
If your business is looking for solutions, hr management digitized comprehensive support timekeeping, payroll, contract labor and connected banking & INSURANCE, then please contact us to get advice free demo from experts.
