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Contractor Management Systems
Choosing the Right Time and Contractor Management Solution


Gaining the Competitive Edge :

  • Increasing efficiency
  • Decreasing costs

Almost any executive will confirm that these two areas are critical in becoming more competitive.
One of the most significant—and controllable—places to begin is contrac tor expenses.
In order to control employee costs, you must first track and understand them/ That’s where a time and contractor management system can help. Not only will you have the data you need to make cost -effective decisions, but you’ll be able to determine the best way to optimize your workforce.

The challenge is in choosing the right time and contractor management system.

  • What are the critical features of a time and attendance product?
  • What other factors should I consider during my evaluation?

This paper intends to provide executives with a high level overview of critical time and attendance management features and explain the need to explore the cost of ownership in an effort to uncover potential hidden costs.

Why time and Contractor management?
As companies struggle to compete, the business case for implementing a time and attendance solution to help you reign in labor costs becomes even stronger. Why should you be taking a closer look?

Regulatory compliance.
Large companies are being fined for noncompliance with contractor Laws. An effective time and attendance management solution is a powerful tool in becoming and remaining compliant with local, state and government regulations.

Greater accuracy.
A time and attendance system automates the process of tracking employees as they check in and out for work. You get accurate time data for each employee and fewer payroll processing errors. Such records are invaluable when companies are audited, providing a detailed trail of employee exceptions and supervisor approvals.

Increased efficiency.
Time and attendance systems enable managers to monitor employee hours in real -time, track hours, unauthorized overtime, and create detailed reports about individual employees. Benefits include better schedule and workforce management and less human error in the payroll cycle. As a bonus, employees are generally delighted to know that they are being paid accurately.

Cost control.
Time and attendance systems can reduce payroll costs significantly. Depending on the number of employees, some systems can pay for themselves in less th an a year. Better labor tracking can eliminate thousands in overpayments and significantly lessen the work load of the payroll department.

Time and Attendance Features: A Checklist

Asking the right questions is half the battle. Here are a few topics t o cover as you examine time and attendance solutions for your company.

Data Collection
Collecting time and attendance information is the backbone of any system and must be done efficiently and accurately.
Standard data collection options include the Web, terminals, biometrics, kiosks, and telephony. Verify that the system:

  • Captures and monitors real-time employee data
  • Automatically collects employee hours and approvals for payroll processing
  • Enforces work rules and regulations
  • Eliminates problems such as buddy-punching and time-rounding of punches
  • Applies consistent pay rules across the enterprise
  • Captures and edits punch data efficiently
  • Provides payroll with accurate information

Historical Reporting
Historical reporting features allow managers to track exceptions and employee compliance to policies over long periods of time. By identifying unfavorable cost and staffing trends, managers can better plan for the future. Ask if the system:

  • Collects exceptions defined within the payroll rule assigned to each employee
  • Enables supervisors to view exceptions by employee in a calendar format
  • Shows the number and type of exceptions recorded by the system
  • Allows system operators to access time card archives and hourly data at the end of each pay period

Employee Self Service
A time and attendance system should be accessible to employees as well. Human Resources managers can save time by not having to research employee vacation and sick time, plus employees enjoy fast and direct access to secure, personal information. Check if the system:

  • Enables employees to view job-related time and employee information on the Web. This may include schedules, time cards, accrued or used benefits, and exception history
  • Allows employees to review important job statist ics and plan future job and personal activities accordingly

Payroll Interfaces
The payroll interface transfers employee hours to payroll. Confirm that the system:

  • Provides an interface directly to payroll, human resources, and/or enterprise resource planning software (ERP) programs or services
  • Develops its own payroll interfaces rather than relying on a third -party vendor
  • Transfers the hours worked, overtime, department, holidays, sick time, and vacation time
  • Enables you to quickly set up or change the configuration as dictated by payroll policy changes

Determine if reports:

  • Provide comprehensive employee statistics, from badge listings to overtime calculations
  • Can be viewed in multiple ways
  • Can retrieve up-to-date data quickly
  • Can be created ad hoc


Schedules are used to ensure accurate exception reporting and help managers plan. Verify that employee schedules:

  • Can handle your full range of conditions
  • Conform to corporate, union, and government requirements
  • Can be created with a different start and stop time for each day of the week
  • Can be automated with cyclical, recurring start times
  • Apply employee skill levels and availability against set standards
  • Can be viewed in advance to assist managers in “what-if” analysis

Cost of Ownership

Evaluating a time and attendance system is more than just looking at the features. In addition, you must look closely at the total cost of ownership, including what it will cost to use it, maintain it, repair it and upgrade it.
Consider discussing the following topics with vendors when you evaluate time and attendance systems.

Implementation costs and schedule.
Implementation—the ongoing installation of the solution—should be an upfront, fixed price cost. Some vendors charge an initial implementation fee but charge more if the work exceeds their initial estimate. A typical implementation can take from 6 to 8 weeks/ !sk vendors to provide a realistic implementation schedule so that you won’t be “back -burnered” if a vendor gets busy. If implementation costs aren’t fixed, your system installation can run weeks or months past the deadline, and you might be handed an itemized bill of additional charges.

New product development.
Vendors should want you to have the latest version of their product. Make sure you understand how often a vendor discontinues products and if they charge for product upgrades when they do/ You may hear the terms “discontinuing,” “sunsetting,” or “not supporting”- they all mean the same thing/ Be wary of vendors who ask you to pay again for products they are discontinuing.

Ongoing training costs.
Does the vendor offer free training to current customers as they add employees? Does the vendor charge for training on upgrades? Charging for training only adds to the cost of ownership.

Maintenance fees.
Typical maintenance fees, including technical su pport, can add 20% to the annual cost of a time and labor management system/ !sk what’s included in the maintenance charge/ Vendors should provide access numbers for product support. Does the vendor provide a dedicated technical account representative who knows the configuration and pay rules of your system? If not, you may be spending a lot of time explaining your problems to new service reps.

Return on investment.
Can the vendor calculate your anticipated return on investment (ROI) for implementing a time and attendance product?
Ask for an ROI study that shows how much you’ll save by implementing a system.


What Are You Waiting For?
A time and attendance solution not only automates data collection; it also helps you better manage your employees. Evaluating both the features within the software and hardware along with the total cost of ownership is critical when evaluating a vendor for time and attendance.

Smartinfocom’s time and attendance solutions simplify labor management, provide a low cost of ownership, and deliver the exceptional return on investment that you demand. We are committed to helping you control the costs that impact the bottom line allowing you to optimize the management of your workforce.





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