Cloud Payroll

Can you tell the time?

Well a surprising number of companies struggle with managing time in their businesses.

Incorrectly logging time on your system is one of the major causes of payroll errors.  Not everyone is aware of the nuances that go in to managing time and attendance (T&A).

For example, an employee may clock in, but forget to clock out. Or a manager doesn’t approve overtime so it doesn’t appear on the employee’s payslip. These issues make managing time, quite a complex process.

Here we take a look at time and how to manage it. To start with, time management can be divided into two distinct categories; negative and positive. These two categories reflect the differing ways people work.

Negative time

Negative time measures T&A for employees who work a ‘traditional 9 to 5’. These people have a set working pattern. If an employee works according to the planned working time, no additional data entry is required and their monthly salary is paid.

Only deviations are recorded. Deviations include; overtime, absences, substitutions or on call duties. A Time Administrator typically records this or it is done by Self Service.

Positive time

However positive time, is a little more complicated. This is where employees may have a ‘planned working time’ that is predefined and recorded as master data. All planned hours worked are recorded, as well as any deviations. Therefore, if no time is sent, no hours are paid.

This type of time management is used in jobs where people ‘clock-in and clock-out’ or maybe for employees who work on contract basis.

Methods of managing time

There are a number of solutions that can manage time. These vary by the level of complexity. It’s possible to plot time recording solutions on a continuum from negative to positive. Their capability dictates this.

At the most basic level, solutions like Workday, SuccessFactors or Oracle manage negative time and register basic absences and attendance.

However, the more complex the time management becomes i.e. becomes more positive, greater sophistication and functionality is required to handle this.

Moving along the continuum from negative time to positive time management, greater demands are placed on the system. For example, Kronos’s highly specialized time management module permits shift planning and handling, scheduling, substitutions and integrating with external clocking devices.

We can help you tell the time

Our NGA Time module (powered by SAP) manages time from a basic negative time solution right through to a more complex positive time solution.

In addition, NGA Time integrates with existing HR Information Systems (HRIS). It interfaces with our hrX module and transmits data wherever it needs to go. For instance to payroll or performance management.

Future time management

This may over simplify how businesses manage time. It does however, give a brief insight into time management. Over the years, time management has evolved as businesses demand.

Consequently, in the future there will be many more challenges in how companies manage time. The growth in the ‘gig economy’ as well as more people working remotely brings great challenges and opportunities.

Companies will therefore no doubt become ever more sophisticated in how they manage time. Especially with the growth of remote workers, Artificial Intelligence and robotics.

However, time will tell as to how these things pan out.