The notion that all time and attendance solutions are the same and that they will meet the needs of every organization is one of the reasons why some implementation fail. Your company is unique and chances are, the time and attendance solution you select, will require configuration changes that reflects your business requirements.
More often than not, mistakes happen during the search process. For example, your research person should be someone within your organization who is familiar with the company’s work policies and compliance rules. If your search committee includes someone from the HR or the payroll department, you have will, in all likelihood increase your chances of success in finding the right vendor. Conversely, if your time and attendance search is being lead by IT person who knows nothing about your payroll and other compliance rules, it’s highly unlikely they would know the answers about overtime calculation or holiday pay. The rise of cloud-based time and attendance has minimized the role of IT significantly over the last several years. A note of caution, this is not to suggest you should be involve your IT personnel, you should-we are suggesting they should be part of your project team and not the only one researching a time and attendance solution.
Here are five steps that can lead to a successful implementation of your time and attendance solution:
Assessment- Set aside a realistic budget, but also remain open-minded to stretching it a little, if you find the right solution. Equally important, be honest about your company’s list of requirements. If you are not sure what your needs are talk to other departmentl managers about their requirements, as it relates to employee attendance. Your list of requirements should include some of the following: business challenges, workflows, departmental needs, and overall reporting requirements. Some companies prefer to leave some things off their list, when talking to a vendor, hoping this will help them find the cheapest solution. There is nothing wrong with trying to find the cheapest solution, as long as you are prepared to “get what you pay for” when heading down this route. Most vendors will tell you if they can or cannot meet your needs based on your budget.
Selection Process- This stage is one of the most challenging. We suggest you ask businesses like yours, and but more importantly other companies that are outside of your industry. The reason here is to figure out how flexible the proposed solution really is. Assess the company’s list of references, and ask for honest answers.
Implementation- the old adage “failing to plan is planning to fail” holds true when it comes to time and attendance implementation. Make sure the vendor plans to; configure, install and optimize the solution for your business operations. Remember your company is unique, don’t worry about the type of system that the “Jones” are using. This about your company and your specific requirements. Also remain open-minded to the fact that project plans do and can change, and that major changes can affect your budget and so, you should plan in accordance.
Training- Once the system is configured and designed to your specification, this is the all important next step, training for functional users. Devote time to training so your managerial staff and other employees will use the system to its full potential. Make sure to schedule regular training so that managerial employees are using the software in the most efficient manner.
Support- After the system is up and running, remain in close communication with your vendor to make sure you are getting the maximum value from the time and attendance system and that its operating at peak efficiency.
Finally, achieving a successful time and attendance implementation is doable. For additional tips on implementation go to our website and sign up for a demonstration. You can reach us by phone at 866.294.2467.