Do you own or manage a business with a vast workforce? How are you currently tracking their attendance? If you’re still using old-school timekeeping systems like punch-in and punch-out clocks or logging hours on a spreadsheet, you could be costing your company time and money. Consequently, with today’s focus on flexibility and speed, this software has evolved to assist businesses and HR managers in tracking attendance in an efficient manner.
That is why NYGGS researched attendance challenges in various industries and developed Attendance Software tailored to various businesses’ needs. This software is designed with complete customization in mind to meet the specific attendance needs of any business.
In this blog, we will discuss the Attendance Tracking Software implementation so that you have no problems while integrating such a system into your workflows. But first, let’s start by understanding what Attendance Tracking Software is.
What is an Attendance Software?
An Attendance Tracking Software is a cloud-based platform for tracking & managing the attendance of employees. It keeps track of employees’ working hours, leave requests, and all attendance-related information.
Additionally, employees can mark their attendance through its mobile application or biometric devices that are integrated with the software. However, some attendance tracking systems incorporate facial recognition technology, which verifies employee identities when they check in or out. Further, these attendance records are centralized in a single system and are accessible to authorized users at any time and from any location.
Now, let’s head back to the topic.
How to Integrate Time and Attendance Software with HR Systems?
Don’t expect that you can set up a system overnight and have all your employees use it effectively from the next morning. Implementation of a new system includes various changes in the procedures of that particular function. However, the first step of implementation starts while you’re choosing the software. But now, we’re going to talk about what comes next.
System Onboarding / Getting Buy-In
After selecting the software, you need to secure buy-in from the employees. Buy-in refers to the acceptance and support of a specific idea, decision, or initiative in the organization. You can explain the functionality & benefits of the system to your employees and answer the queries they may have. Consequently, this approach not only familiarises the software to your employees but also prepares them to adopt the change in the workflows.
System Configuration & Personalisation
When you effectively on-boarded the system, the next step is to configure it according to your company’s attendance policies. It includes setting up the rules for attendance, leave requests, notification configuration and so on, depending on your specific regulations.
Additionally, you have to set up the admin access points (master set-up in NYGGS Attendance Software) within the system. It includes creating profiles & granting access to the HR executives and management. This is because they’re the ones who manage all the roasters or shifts of the employees. Furthermore, they are also responsible for approving or rejecting the leave requests & attendance regularisation of the employees.
Integration
Integration is the process of connecting the new attendance system with your existing HR, payroll, and ERP systems. This process is necessary because you have no problems further in the data migration task.
However, the integration process can be complex, so it is important to work with a qualified IT professional to ensure that it is done efficiently. Don’t worry! We’ve got it covered. At NYGGS Automation Suite, we provide an entire implementation & support team that is responsible for everything you need during new system implementation. Lastly, once the integration process is complete, you will need to test the system to make sure that it is working properly.
Data Migration
This can be a highly technical process and essential for various new Attendance Software implementations. Before exporting your employees’ data to their new home, back up the data on an external storage unit. This helps prevent difficulties in case of data corruption during implementation; it’s hard to recover it again. After backup, you can create copies of that data and let the implementation team start the migration process. Additionally, you can test the system’s standard features and procedures using a data copy or a small set of actual records. This is like checking the integrity of the basket before you put your eggs in it. You might need to fix some things with the data migration process before you can actually use it.
Now, the real test begins. After completing the data migration process and evaluating the system functionality, conduct a series of cross-functional tests to compare the new system’s operation with your legacy attendance system. Its advantages in this scenario are twofold: First, you can identify any hardware or software issues before going live. Second, you should begin to experience the benefits that you expect from the new, updated system.
Employee Training
After you have successfully configured the Attendance Software, the further process is to train your workforce. It is a fact that people resist change. They hesitate to adopt new tech implementation, especially if it requires changing their routine habits. You can address this resistance by providing clear communication or training the employees on system usage. In addition, you have to tell them the benefits they will experience because of its implementation.
However, this training includes instructions regarding attendance protocols like check-in and out from work premises. Also, you can include other specific things related to completing job duties while following the rules in company policy.
Go Live & Monitor
When you’ve trained your employees, it’s time to launch and monitor. Roll out the software across your organization. Additionally, by monitoring and reviewing the initial operations of the system, you can discover possible difficulties and rectify them before they become a problem.
Attention
Your work isn’t finished even when your software is live and fully functional. You’ll have to encourage employees to give feedback for the system. It helps to get transparency to the trends and issues within the system to improve it. You also can consider the suggestions of your employees.
In addition to the feedback loop, regular maintenance and regular software updates are important to ensure the optimal functionality of the system.
Conclusion
The implementation of an Attendance Software is a complex process. However, it is essential for companies to track their employees’ working hours efficiently. This is because employees’ time is directly proportional to the productivity of your business & ROI. Nevertheless, by following the steps outlined in this blog post, you can ensure a smooth and successful implementation process.
If you are looking for an Attendance Management Software that is tailored to your specific business requirements, NYGGS Attendance Tracking Software is a great option. NYGGS offers a complete solution that includes the entire implementation process with our proficient & dedicated support teams.
To learn more about NYGGS, please visit our website or contact us today.
FAQs
Q. What is Attendance Software?
Ans. Attendance Software is a cloud-based platform to track employee attendance. It is used to record employee arrival and departure times, track breaks, and generate reports on attendance data.
Q. What are the steps involved in Implementing Attendance Management Software into your Workflow?
Ans. The steps involved in implementing attendance tracking software include:
- Selecting the Right Software
- On-board the Software
- System Configuration
- Integration with Existing Systems
- Migrating Data
- Training Employees
- Monitoring & Maintenance
Q. Can You Explain Data Migration in Simple Terms?
Ans. Data migration simply means moving your existing employee data into the new software. Simply just think of it like safely moving your stuff to a new house. You ensure that nothing gets lost or broken during the move.