How to Get Started with a Barcode Time and Attendance System

How would you go about implementing a Barcode Time and Attendance System? Actually, the steps are quite simple to list. The majority of the implementation time will be spent evaluating and selecting the right Time and Attendance software. The actual implementation (not including integration with other business IT systems) can generally be done in less than a week. Here are the steps:

 1.      Select the Software - The first step in getting started with a barcode Time and Attendance System is the selection of the software. The package you choose will have a significant impact on how much money you can save by implementing such a system. Software selection is a critical decision. Take your time and include as many people as possible in the decision to move forward. Here are some questions you need to consider during the review and selection process:

• What is the total cost of the system (including installation and training)? - If you pay too much initially for the system, it will take longer to realize your Return-on-Investment (ROI). Some software comes with monthly service fees. If you choose this type of solution, the monthly savings in efficiency will be reduced by the amount of the service fee - again, lengthening the ROI.

• How "User Friendly" is the system? - The software you select should integrate seamlessly into your existing processes. You should not have to adapt your processes to fit the software. If the Barcode Time and Attendance Tracking system you choose to implement is difficult to use or lacks important features, you risk the implementation not being successful, and you'll have to return to using manual systems. The new system must be easy to use. Employees have to like the system, see its benefit and understand how it helps the company become more profitable.

• Does it integrate with your Other Business Systems? - Labor data is useful in other business system software. For example, labor data can be used by MRP systems, production tracking systems and quality systems software. Make sure that the database format of the Barcode Time and Attendance system software is not proprietary. This means that you must be able to easily import and export from the database. Make sure you can connect to the database using ODBC (open database connectivity) compliant utilities.

• How reliable is the Software Vendor? - Assess the vendor's stability, expertise and market experience. Is technical support available when you need it? Can the vendor provide you referrals from others within your industry? Does the salesman understand your needs? Has the software won awards to indicate that it is superior to its competitors?

2.      Generate Barcodes - Most companies assign numbers to employees. Some companies issue employee badges for identification purposes. To enter labor transactions using barcode scanners, the employee number must be barcoded. There are technical requirements about the placement of the barcode on the ID card for fixed barcode readers that replace time clocks. The equipment manufacturer will be able to provide those specifications.

If your Barcode Time and Attendance system is gathering detail operation / job transactions, you'll need barcodes that have the number of the operation or job encoded. These need to be readily available and easily accessed by the employee logging the transactions. For example, you many have an operation 600 which represents the testing operation for the product. Or, you may have an operation "Filing" that you currently require employees to manually keep track of time spent filing. You would encode "600", and "FILING" respectively, in a barcode and make that barcode quickly available to your employees at the physical location they will log their labor transactions.

3.      Install Hardware and Software - Although this step is obvious, there are some things that you need to think about. Does the company network provide sufficient storage and bandwidth to allow quick transaction and report processing? Where will the fixed barcode readers, mobile barcode readers and management equipment be located? Who will be in charge of maintaining the system?

4.      Train and Go Live - Train your employees in how to use the system. Set a go-live date. It's always a good idea to run the new system and the old system at the same time for a week or so, until you get any bugs in the new system worked out. Then, you can eliminate your old, manual system with confidence.

Investing in a Barcode Time and Attendance system the best and most efficient way to control your labor expense, ensure your employees are aligned with company policy and strategy and reduce effort meeting compliance requirements. Careful consideration of your business's needs coupled with a thoughtful and deliberate software selection process will give your company the most value for your investment.