Managing employees' time

February 2008 Access Control & Identity Management

In the current economic climate, it is critical for organisations to ensure they can maximise the productivity of their employees by achieving higher levels of efficiency and productivity.

As organisations struggle to lower operational costs and increase productivity the cost of manpower is steadily rising. Labour usually represents one of the largest costs within an organisation, and as a result is a primary target of cost saving efforts. However, labour is also a critical resource that is most essential to an organisation achieving its business objectives. In addition, labour is the only sensitive component when it comes to funding - machines do not have the luxury of complaining if they are decommissioned or forced to run at a more economical rate.

Based on this, the more productivity an organisation is able to extract from its employees' contracted hours, the more efficient and profitable it will become. Generally profitable organisations are better places for employees to work at than those in a continual struggle for survival.

How can an organisation better manage their employees' time?

The first step in this process is to have accurate data on the actual time worked, and in more advanced solutions, to have accurate time clocked against each activity of an entire process. This will facilitate accurate job costing where processes that absorb abnormally high costs or are grossly and inefficient are more easily identified.

Looking at a time management solution, the following are issues that need to be addressed:

* Automation and streamlining by removing any manual time and labour processes, in order to ensure information accuracy and eliminate waste.

* Empowering of managers by giving them access to realtime labour data, to provide meaningful insight into employee performance and productivity measurements.

* Ensuring management decisions are aligned with strategic business goals and supported by timely information for the management of labour.

* Full integration between the existing time and attendance system and the HR/payroll solution. There needs to be a single point of capture for any one transaction.

Time management

In order to capitalise on an efficient and cost effective time management solution you should ensure that the following areas of functionality are addressed:

* Be able to manage and alleviate all unnecessary absenteeism through accurate reporting through graphical calendars and trend analysis.

* The system should be able to notify management on an immediate regular basis of the daily early and late entrants.

* All data should be collected electronically - via biometric technology or transponder card technology to eliminate fraudulent activities as far as possible time collection - no manual errors.

* Overtime needs to be managed as this is an area where costs can spiral out of control especially when management are given the relevant information too late to act upon.

* Building a comprehensive set of history records of all clockings, will enable your organisation to better manage good labour practices and also provide data for statistical reports to identify trends.

* The system should link to an access control module that can intelligently provide access to the relevant employees to the relevant areas at the relevant times. This will also enable you to determine at all times, who is on your site, and where, and also assist in eliminating fraudulent clockings.

As part of the successful implementation of a time management solution, it is important to ensure that the right people at work are at the right place and at the right time in addition to ensuring that the data gathered is accurate. Various data collection systems are available, from simple access control systems to large-scale building management applications implemented across a WAN infrastructure. However, the latest trends within the market, especially for time management, is that of biometric technology.

Simply put, biometrics is the science of using digital technology to identify individuals based on the individual's unique physical and biological qualities. Simply put, biometrics is the technique of verifying a person's identity from their physical characteristics.

Biometric technology allows organisations to be able to accurately identify any individual, at any time, prior to accessing a controlled area. One of the biggest benefits of a biometric solution is that of fraud elimination. No longer can employees clock in or out for each other, and access systems can be set to allow access per individual, per area, thus eliminating security risks. With this technology now reaching a mature stage, the issues of reliability have been resolved, and as with any technology, the costs are no longer prohibitive.

In conclusion, by combining the technologies of the ideal time management solution utilising biometric technology, organisations can become equipped to reduce labour costs, increase productivity, and drive business value throughout the organisation.

For more information contact Q Data DynamiQue, +27 (0)11 266 5079, [email protected],

Share this article:
Share via emailShare via LinkedInPrint this page

Further reading:

Integrated, mobile access control
SA Technologies Entry Pro Technews Publishing Access Control & Identity Management
SMART Security Solutions spoke to SA Technologies to learn more about what is happening in the estate access world and what the company offers the residential estate market.

Bespoke access for prime office space
Paxton Access Control & Identity Management Residential Estate (Industry)
Nicol Corner is home to a six-star fitness club, prime office space, and an award-winning rooftop restaurant. It is also the first building in South Africa to have its glass façade fully incorporate fritted glazing, saving 35% on energy consumption.

Next-generation facial recognition access control system
Enkulu Technologies Products & Solutions Access Control & Identity Management Residential Estate (Industry)
With a modern and innovative design, iDFace is the ideal device for monitoring and controlling people entering and exiting a building using facial recognition technology, including liveness detection, for enhanced security.

Long-distance vehicle identification
Products & Solutions Access Control & Identity Management Residential Estate (Industry)
The STid SPECTRE reader can identify vehicles up to 14 metres away, across four traffic lanes, ensuring secure access to an estate without disrupting the traffic flow.

Multi-modal access control solutions
Suprema neaMetrics Products & Solutions Access Control & Identity Management Residential Estate (Industry)
Suprema’s latest multi-modal access terminals are top-of-the-range, highly secure, easy to install, and easy to use. They feature biometrics, mobile access, and RFID and are both PoPIA and GDPR compliant.

Battery-powered video doorbells
Ring Products & Solutions Access Control & Identity Management Residential Estate (Industry)
Ring has announced the latest addition to its line of video doorbells. The Battery Video Doorbell Pro builds on the capabilities of its predecessor, providing greater value and convenience for homeowners.

Tackling estate entrance challenges
Turnstar Systems Products & Solutions Access Control & Identity Management Residential Estate (Industry)
The Velocity Raptor’s retractable spikes deter criminals from entering estate premises; equipped with LED lights, it provides visibility during the day and night, and in adverse conditions.

HELLO visitor access management
Products & Solutions Access Control & Identity Management Integrated Solutions Residential Estate (Industry)
HELLO is an on-premises visitor and contractor access management solution designed to be fully integrated and complementary with smart, on-trend technologies, securing estates and businesses alike.

Digital transformation in estate environments
Regal Distributors SA Products & Solutions Access Control & Identity Management Residential Estate (Industry)
Digital transformation has brought all users into digital processes across every industry and activity, interlinking activities and crossing industry boundaries. This complexity leads to significant changes in previously established workflows, especially in visitor management.

Same old cables, new intercom
Hikvision South Africa Products & Solutions Access Control & Identity Management Residential Estate (Industry) Smart Home Automation
Retrofitting old residential complexes with a modern two-wire HD video intercom system is more than an upgrade. For many homeowners and renters, these systems represent a leap into the future.