This is the second installment of our 3 part series entitled “5 Aspects of Time Tracking Nirvana” If you haven’t read part 1 please do so here.
Let’s take a look at some of the specific ways an automated time tracking system can optimize your daily time entry and data access needs:
1. Employee Project and Work Type Selections
One of the most important features of any time tracking system is for employees to track their time to specific tasks or projects. That way, the company can see exactly where employees are most productive and restructure responsibilities accordingly. In a manual system, employees will be required to sift through long lists of tasks, many of which are not applicable to their role. Obviously, the chance for confusion is high, and when confusion exists at this basic level it can snowball into massive errors requiring extensive revisions.
Automated time tracking software alleviates this issue by filtering tasks to specific employees. That way, employees cannot assign time to tasks outside of their role. This reduced chance of confusion and error helps establish a baseline by which an employee can properly navigate the time entry process. Further, it saves time by allowing the employee instant access to approved responsibilities.
2. Daily Time Entry Compliance
While companies have time entry requirements that vary from strict to relaxed, there will be situations in which is necessary to require specific, daily time entry. A great example of this comes when dealing with the DCAA as a government contractor. In this scenario, employees would be required to enter time daily (no later than 9am for the previous days work).
Obviously, this aspect of time tracking greatly benefits from software, as it is far easier to prove that there are standards in place for an automated system than in a manual, paper-based one. Automated software provides daily reminders that make it nearly impossible for an employee to forget this requirement, and the software provides an incredibly effective audit trail should the DCAA ever need to take a look at your records.
3. Auditable Correction Process
In even the most advanced time tracking software systems there will be the need for the occasional correction because, let’s face it, humans will always find a way to make mistakes. In time tracking as in life, it is the way those mistakes are handled that separate the excellent from the wanting. The DCAA can play a role in this too. If a business is acting as a government contractor then any and all changes to existing timesheet data must be documented.
In a manual system these corrections, and their documentation, can quickly get out of hand. There is really no easy way for an employee to make corrections, and then the approval of those corrections, along with a file keeping system that makes those documentations easy to access in the event of an audit further increases difficulty and room for errors. In practical terms, it is a logistical nightmare.
Automated time tracking software makes this process much more easy. Documentation is kept in the software itself, and previous time entry data is easy to access. Approvals of corrections, should they be necessary, are also much easier as managers can simply check the individual employees entry data. Again, auditing this system is very easy because all changes can be noted and viewed easily.
In the third and final installment of this series we look at the final two aspects of time management that automated time tracking software can help with. Stay tuned for more great information!