Process attendance management is the set of steps and rules to recognize, handle data storage on the working time of employees, ensuring that the calculation of salary, bonus, along other benefits that are accurate, transparent. This is an integral part of hr management, in particular when businesses wish to improve management efficiency, reduce errors in the payroll.
According to a survey by the Society for Human Resource Management – SHRM (2023), the business process improvement timekeeping can be reduced by up to 25% error in payroll savings of about 20% of the processing time table than before (Source: SHRM). This suggests a process of judging the standardized not just a matter of commissioning but also the competitive advantages help optimize costs, increase experience staff.
This article Lac Viet Computing will analyze in detail the process, timekeeping, and payroll efficiency, pointing out the common challenges, hints, solutions, help enterprises standardize processes, improve work performance to ensure transparency.
1. Process management-timekeeping what is?
Process attendance management is the set of steps to recognize, test, handle data storage on the working time of employees in the enterprise. This data often includes time in and time out, time off between shifts, to work overtime and the case is on vacation. A process of employee attendance, it will help the business manage the workload of each person, while ensuring accurate information to base salary, the welfare regime.
In personnel administration processes, attendance plays a pivotal role because:
- Ensure accuracy in the recorded hours, to avoid payroll mistakes or lack of transparency.
- Help with parts C&B and HR have standard data to perform the procedure, timekeeping, and payroll quick effective.
- Create the legal basis in cases where disputes arise about the duration of employment or salary.
In Vietnam, many businesses still apply form attendance by board paper or Excel file. Simple but this method potential risks: data are prone to bias, take time for control is hard to access when needed. On the contrary, a process of employee attendance is digitized integrated with the payroll system will help business:
- Minimize disputes related to working hours, salaries and bonuses.
- The optimal time for the hr department and accounting.
- There are data analysis to assess the productivity of labor, planned staffing reasonable.
2. Benefits of the standardization process, timekeeping, and payroll
A process of employee attendance is standardized not only help operate more smoothly, but also brings the actual value markedly for business:
- Minimize errors, financial risks: When applied systems, attendance management, it, data, hours are recorded accurately updated in real-time to help minimize errors, gay, or enter the wrong data.
- Save time for the hr department: Instead of losing hours and synthetic panels from many sources, data is automatically synchronized from the timekeeper or mobile application. This helps hr to focus on the work more strategic, rather than handle manually.
- Increase transparency mounted employees: When hours are accurately recorded publicly, employees feel more reassured about benefits help reduce conflict and enhance trust with business.
- Provide data management strategy: attendance Data not only serve the salary but also help management analyze productivity, evaluate the rate of overtime, vacation, since then adjusted hr plan reasonable.
The standardization process, timekeeping, and payroll bring double benefit: ensure both legal, while improving operational efficiency, create a platform for the hr strategies long term.
3. The steps in the process of attendance management STANDARD for business
A management process timesheets effective multi-step, closely linked from the choice of method of timekeeping, data collection, processing control to the pay table and storage reports. Below is the detailed analysis step by step, medium to help businesses optimize operators, ensuring data transparency, accuracy.
Step 1. Identify methods, tools timekeeping
Businesses need to choose the method of timekeeping in accordance with the scale, budget, nature of work:
- Attendance: craft table use paper or Excel file. The advantage is easy to deploy, low cost. However, the major drawback is the ease of flaws, difficult to control when staff winter take a lot of time synthetic data. For example: A company has 200 employees, the shift can take hours to synthesize the table every day.
- Electronic timekeeping: use your fingerprint, magnetic card, face recognition, or mobile applications. This method automatically records the working time according to real-time, reduce input errors and increase transparency.
Hint options:
- Business under 50 personnel can start with Excel, combined control periodically.
- Business from 50-200 personnel should apply machine fingerprint or card from.
- Business on the 200 hr or have multiple branches/employees to work remotely should implement timekeeping app integrated mobile software personnel management.
Step 2. Collect attendance data
After defining the method, the next step is to collect data in a sufficiently timely:
- Data synchronization: Data from a timekeeper or mobile application should be synchronized on the central system to avoid loss or duplicate.
- Ensure real-time data: Help HR departments understand the situation go to work late or increase the ca as soon as they arise.
- Internal regulations on check-in/check-out: Employees need to understand the current standard, time off between shifts, how the absence or tardiness, so that the data is accurate.
For example: A company produced have many work shifts vary so ask the staff check-in from the card or mobile app, data is updated on the system, reduce errors when the sum by hand.
Step 3. Handle for control data
This is the most important step to ensure the data accurate timekeeping, before payroll, reduce errors. This process usually consists of three main parts:
- Check data error: System or HR departments reviewing the case, forget the dot-dot-wrong time, duplicate or abnormal data. For example: An employee forget to swipe fingerprint cards when start working, the system will automatically detect the send alerts to HR to confirm with the staff or management directly.
- Approved by: Manager directly (line manager) the same HR tested and approved by the end of the period. Each edit or exception (for example, overtime, late, vacation) both should be recorded approval to ensure reliable data.
- Lock date public: Many businesses apply “On public-key” fixation, for example on 28 monthly data is then sealed to prepare payroll. Prevent editing arbitrarily protection, transparency and standardization process prior to the pay table.
For example, A business service is usually placed on buckle on 28 monthly, all data from day 1 to 28 is key, send for parts C&B, payroll.
Step 4. The export data for payroll
After the data was successfully test approved, the next step is to standardize the data to calculate the salary:
- Export tables in standard form ensure compliance with circular 133, 200, 107 of accounting, personnel management. The market basic information including: work days, hours in – out, time off between shifts, overtime, spells and absence.
- Link with payroll software automatically: attendance Data is synchronized directly to payroll software to automatically calculate salary, bonus, deduction, insurance and tax.
- Practical benefits: save time cost, to ensure accuracy in salary payments, bonuses, enhanced transparency, satisfaction of employees.
Step 5. Storage and reporting
Attendance data after the serve not only payroll but also is an important source of information for human resources management strategy:
- Electronic storage: attendance Data after the serve not only payroll but also is an important source of information for hr management strategy. For example, Businesses can access quick table of any employee to settle inquiries or service audit.
- Analysis report: The detailed report about the late, vacation, overtime, working overtime to help managers grasp the situation personnel. For example, the analysis report increased ca by month to help department managers balance work schedules, reduce the pressure for staff.
- Data service reviews KPI productivity: Managers use data to evaluate the effectiveness of work, decisions, reward and punishment, tune shifts, or improve operational efficiency. For example, A software company based on the report, overtime, absences to adjust the schedule, reduce working late, and raise overall performance.
When handling the storage and attendance data items, medium business, ensure transparency, accuracy in payroll newly created data platform trusted for human resource management strategy, decision support based on the actual data.
4. Tips to deploy process attendance management efficiency
To a process, attendance management, smooth operation, enterprises not only need software or modern equipment, but also need building regulations, instructions, practice the right way. Here are the tips to help businesses run more efficiently, ensure data accuracy, ease of management:
4.1. Construction of clear rules for staff
One of the important factors that help the process of attendance management, smooth operation is the construction of the clearly defined and disseminated to all staff. This regulation includes not only working hours break between shifts or policy, overtime but also need guidance how the absent, tardy, handle special situations. When staff understand the rights, responsibilities, attendance data will be more accurate, reducing disputes or errors.
Main content:
- Transparent notification regulations on working hours, breaks between shifts, policy, overtime, way absent or late.
- Explain the rights, responsibilities related to the attendance, for example, the check-in/check-out right now, timely notification if the delay.
Illustrative example: A manufacturing company in ho chi minh CITY.CITY specified employee check-in from the card, if late more than 5 minutes to notice for direct management; the entire data is stored automatically used as the base salary.
The common rules help reduce confusion, limitation disputes related to the payroll, at the same time create a working environment that transparently fair.
4.2. Choose the right tools and training personnel to use
To optimize processes, employee attendance, choosing the right tools and training personnel to use the right way is essential. Every business should weigh scale, budget, peculiarities of work to choose the method of timekeeping consistent, at the same time training organization help employees manage to operate effectively.
- With businesses under 50 employees the Excel sheet or the simple app can meet.
- Business from 50-200 personnel should use your fingerprint or card from.
- Business on the 200 hr or has many branches, employees work remotely should implement timekeeping software integration, mobile management system, personnel overall.
- Staff training: ensure staff know how to check-in/check-out, reporting absence management, understand how to check and approval data.
Benefits: Reduce errors, save time for HR departments, increase transparency in data.
4.3. Schedule inspection for control periodically
One of the major challenges in the process of attendance management is data error due to forgetting, dot, dot mistaken or duplicate data. The schedule inspection for control periodically to help businesses detect early this problem, ensure data accuracy before payroll and management reports.
Business need:
- Setting up a schedule for control data weekly or monthly to scrutinize the error attendance as forget, dot, dots, black and duplicate data.
- Apply the “on lock” fixed monthly, for example: business services, key data from days 1-28 to prepare payroll.
- Direct management and HR the approval tables to ensure transparency and fair.
- Using the software automatically alerts upon detection of an anomaly to reduce the risk of errors.
For example: Business service apply “On public-key” on February 28 monthly, all of the data from day 1-28 is to control key to payroll.
Benefits: Reduce the risk of errors in payroll, ensure fairness for employees, and provide reliable data for management reports.
4.4. Application reports data for strategic management
Attendance data serve not only payroll but also is an important source of information that helps leaders take strategic decisions about personnel. The use of analytical reports from the attendance data to help businesses optimize operational efficiency, enhance productivity.
- Create detailed reports on the proportion of late, vacation, overtime, working overtime to analyze productivity.
- Adjust work schedule, allocate personnel reasonably based on the actual data, for example: increase ca in the high season, the staff arrangement between the department more efficient.
- Using data for the evaluation of KPIS, reward and punishment, planning staff in the long term.
Benefits: optimal human capacity, enhance operational efficiency, and help business decisions based on real data, transparency correctly.
5. Application LV SureHCS to optimize processes, timekeeping, and payroll
Attendance management is one of the major challenges for businesses, especially when the number of employees or personnel to work flexible shift or remote. The traditional methods such as paper worksheets or Excel not only time consuming but also easily lead to errors, disputes, wages, bonus, causing lack of transparency of data.
LV SureHCS created to solve this problem solution hr software attendance management electronic direct integration with payroll system and hr management overall. With LV SureHCS, business not only recorded work time accurately but also can automatically handle data to calculate the salary, manager, overtime, vacation, the other welfare regime.
Outstanding benefits when applied LV SureHCS for the process attendance:
- Automated attendance data: collect synchronized time work from many different devices, such as fingerprint, magnetic card, mobile app.
- Minimize errors, fraud: warning System timely cases forget, dot, dot or abnormal data.
- Reporting, intelligent analysis: Provides aggregated reports in detail about the hours, overtime, vacation, management support strategic decisions about personnel.
- Time-saving, cost: 50% off handling time sheet and payroll compared with the manual method, while improving accuracy.
CONVERT THE NUMBER OF PERSONNEL WITH COMPREHENSIVE LAC VIET SUREHCS
LV SureHCS 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.
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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
With LV SureHCSenterprises can deploy a process employee attendance transparency, efficiency, flexibility, and create a platform data reliability for process, timekeeping, and payroll, the decision hrm strategy.
