The Benefits Of A Biometric Time And Attendance System

There was once a time when time and attendance systems could be managed perfectly well by using little more than a few sheets of paper

. However, for all but the smallest of businesses, such days are long gone, and relying on an outdated paper-based time and attendance system can cost a business dearly, and in multiple ways.

Today there are sophisticated systems incorporating highly accurate, convenient and suitable data capture methods implemented in a way which more accurately reflects the nature of the modern business, and the way in which its employees operate. Businesses have seen dramatic changes in operating practices over the past few years, primarily as a result of the way in which communications technology has developed to provide a wider range of more flexible, versatile and economic ways of operating.

But with every new advance in communications technology and business operating practice come new challenges as far as the existing time and attendance system is concerned. A paper-based attendance system will take a great deal of time to complete every day, week or month, and for any business operating across multiple sites, this will require a team of staff to collate and consolidate this information.

Usually by the time this has been accomplished the information is out of date, and is almost certainly far short of being accurate. A paper-based attendance system will require staff to be honest about their attendance, and sadly this is rarely going to reflect true practice. Often people tend to round up their working hours, and although this may only be by a few minutes each day, a few minutes multiplied by several hundred staff becomes several hours every week, and several weeks per year for which the businesses is paying for completely fabricated working hours.

Additionally, a paper-based time and attendance system makes it very difficult for the various departments who need access to that information to extrapolate the data which they need. For example, the Personnel Department or Human Resources Department may need access to data for disciplinary matters, and the accounting department may need access to the data in order to be able to accurately calculate leave entitlement. This means that paper-based records need to be stored, which takes room, and accessed by multiple departments, which is a tremendously inefficient web operating.

Modern time and attendance systems not only increase accuracy, reflecting the actual working hours completed rather than those which staff would like to imagine that they have completed, but will also provide data in a way which can be quickly and easily accessed in a variety of ways, by separate departments for different purposes.

Biometric data input devices such as fingerprint recognition devices put paid to the old tradition of buddy punching, and also make sure that staff do not forget to record when they clock in and clock off. For modern businesses which may have staff working off-site or in mobile units, GPRS, telephone or other remote data capture devices help to ensure that the data that is required by a time and attendance system is captured accurately and immediately, providing real-time data that can be accessed in the variety of ways needed.

by: Justin Arnold

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