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Subject Topic: Clocking In Systems Post Reply Post New Topic
Personem1982
22/7/2013 at 8:26pm
 Location: Eastleigh Hampshire
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I am about to start my AAT Level 4 project where i have to look at the systems in the accounts department that I work in and look at weakness and poss fraud in that area.

I have chosen payroll and our biggest risk is that there is no way to record when people start work, stop to take breaks, how long breaks are and when they leave.

Currently all that is kept is a spreadsheet and you are reliant on a manager/assistant manager filling this in, as well as staff being honest. The rota is then uploaded to the intranet, but it is not protected so can still be change by those who have access.

I need to suggest a recommendation - which best way would be a way of staff actually clocking in to something e.g computer or the till. (This needs to be done in 28+ stores) and then the information sent to payroll.

Does anyone out there either a) have systems at work at various sites that you can recommend to me or b)does anyone work at a company that provides these systems that I can contact.

Many thanks

Em x


PersonGailk
22/7/2013 at 8:47pm
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My husands employer, operates a clock in machine which operates on fingerprints.
They clock in and out but it negates the possibility of someone else clocking them in, as they actually need to be physically there!
This then produces a list of hours which is, I believe, imported into their payroll software.
It's something like this;
http://www.safescan.com/uk/products/48/clocking-in-systems/?gclid=CLbooNLuw7gCFVMPtAodgVUA8A
Good luck with level 4, I stopped at 3!



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Gail
March - Bamburgh
Easter - Low Park Wood CC Kendal
May - Yellowcraigs CC North Berwick
June - Wharfedale CC Grassington


Personem1982
22/7/2013 at 8:57pm
 Location: Eastleigh Hampshire
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Thanks Gail, I am hoping I don't regret not stopping at level 3!!x


Persondebs398
22/7/2013 at 9:17pm
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We installed clocking in machines at our place of work and saved a fortune! Turns out everyone who said they only had 15 min breaks actually took 30! Not to mention the people who left off early and claimed full days.

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Debs


PersonelizaD
22/7/2013 at 9:18pm
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Whatever happened to actually trusting your employees???

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Eliza D

Camping's not Camping Without Custard Creams!!


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PersonTurtleCrazy
22/7/2013 at 9:32pm
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Do you use computerised till systems?
My wife's old employer had a system where you had to log in using your till id and password to clock in, and clock out. They also had CCTV on the tills to monitor that people were not just giving their id to someone else to say they were working when they weren't.


PersonRonni54
22/7/2013 at 11:00pm
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Quote: Originally posted by elizaD on 22/7/2013
Whatever happened to actually trusting your employees???
I think it went the same way as going out and leaving your doors unlocked!! 


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Ronni


Personmrselvis
22/7/2013 at 11:07pm
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Quote: Originally posted by Ronni54 on 22/7/2013
Quote: Originally posted by elizaD on 22/7/2013
Whatever happened to actually trusting your employees???
I think it went the same way as going out and leaving your doors unlocked!! 



Unfortunately when said employees get other employees to swipe their clocking out at 5pm card when they left at lunchtime ...


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Sssshhhh You never saw me!


PersonBernie47
22/7/2013 at 11:40pm
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Quote: Originally posted by elizaD on 22/7/2013
Whatever happened to actually trusting your employees???


I have worked from home for the past 15 years, just going into the office for meetings etc. so my employer just has to trust me.

In actual fact my employer is on a good thing as I put in more hours than I would if I was office based.

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Bernie


PersonTalisman11
23/7/2013 at 6:17am
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What happened to good management? Any decent manager knows which employees pull their weight, which ones drag their heels and deals with them accordingly.

Employing big brother tactics gets people's backs up. You can force people to clock in but it doesn't mean they're being productive or have any enthusiasm for the job.


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Personalpiner
23/7/2013 at 7:58am
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You would have to go very hi tec for a system thats foolproof even fingerprint id can be fooled.
iris recognition would be hard to fool but would you go that far.
In my experience, and sorry to say when dealing with large amounts of staff there will be one or two that will break it if they can not fool it.
signing in on a time sheet was the biggest laugh ive ever come across
if you have fire doors make sure they are alarmed,another early dart trick.
a good face to face manager will be able to sort these problems, and to stop it, sack the person who is stealing from you.
Stealing a tenner from the till is the same as stealing time

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alpiner


Personem1982
23/7/2013 at 8:19am
 Location: Eastleigh Hampshire
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Elizad in regards to trusting people I agree it would be nice to trust people but experience has shown this isn't possible.

Tailsman11 due to our stores opening hours the manager and assistant manager will share the opening and closing. Therefore staff may start under one manager and finish under another. Whilst rota's are produced so everyone knows when people are working etc this does not cover if someone goes home sick or if the stores are quiet and staff are then sent home. Also spreadsheets are open to human error, no matter how good the manager is this is a risk. After i started a manager put someone's hours through for 45 hours not 4.5hours.

Turtlecraz yes we do use computerized tills, thank you for the idea. CCTV already covers the till areas in our stores.


PersonTurtleCrazy
23/7/2013 at 12:48pm
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Quote: Originally posted by Bernie47 on 22/7/2013
Quote: Originally posted by elizaD on 22/7/2013Whatever happened to actually trusting your employees???


I have worked from home for the past 15 years, just going into the office for meetings etc. so my employer just has to trust me.

In actual fact my employer is on a good thing as I put in more hours than I would if I was office based.


I'd agree with that! People in out office start at 8:30 but are not sat at their desks at that time, they are usually making a drink!
Starting work at 8:30 used to mean, sitting at your desk, ready to start work! not walk in at 8:30.

Where as I'm out all the time, ok I have time when I'm driving between sites, but that's a perk of doing out of the office, I am usually onsite by 8 and finish at 6, although we do get paid overtime.



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