UNIT THREE

Timekeeping

WHEN IT COMES TO IMPLEMENTING and managing time and labor management systems, the workforce management office(r) (WMO) and the Workforce Asset Management Professionals (WAM-Pros) are fully invested. They are the owners and “CEOs of Time and Attendance,” meaning that not only are they accountable, but they are actively interested in greater efficiencies and improved outcomes.

With regard to specific WFM timekeeping technology, WAM-Pros look at not only the immediate function and use as a tool, but also at the total cost of ownership, the end-to-end functionality, and desired fit for the company. WAM-Pros assess new and current devices such as biometric or mobile resource management devices not for the bells and whistles, but for the ROI, the learning curve, and the functionality and required maintenance over time. If faced with attendance issues or a benefit-tracking problem, WAM-Pros use technology to address the root cause of the issue. They consider the need when talking with vendors about accrual or leave management packages. They make sure that these add-ons produce the necessary data, solve the core issue, and integrate with the other necessary WFM systems to avoid inefficiencies.

A WAM-Pro does not simply ask what a device or package does in general, but questions whether it can do what the organization needs. The benefit of certified WAM-Pros supported by a centralized workforce management office (WMO) is that they are able to assess the device from punch to paycheck to bottom-line profitability. They are a user buyer, as much as they are a technical buyer or an economic buyer; they understand and represent the needs of the payroll department, as well as the IT department, and even the line workers.

For the WMO and the WAM-Pro, it is not just about the collection of time; it is about how the technology produces meaningful information and influences the outcomes of labor activities. For example, a missed in-punch alerts a manager to missing data for payroll, but it also alerts the operating manager to a staffing need due to an absence. When payday arrives, depending on the controls in place and the timecard functionality, a supervisor may need to sign and approve the timecard and the entered punch. This oversight reduces the amount of payroll leakage. Over time, a collection of missed punch data can be used to predict attendance and turnover, which can help the talent management or human resource (HR) department draft better policies and penalties, and maintain compliance. The absence data can also help reduce overtime costs and misapplied payments for unexcused absence, which impact the bottom line, and as a result affect and involve the accounting department.

The WAM-Pro understands the entire impact of real-time data—from the device's capacity for accuracy to alerting the organization to potential risk and cost. WAM-Pros can produce better outcomes because they are meticulous during configuration and conduct the necessary integrity checks to maintain the system compliance. Configuration and compliance should not be an afterthought or the only thought, nor should it be avoided or overlooked because it is not understood or unfavorable. With the overall goal of organizational maturity in mind, the WAM-Pro treats system configuration as an opportunity to create a better system and better outcomes. Leakage and lapses can occur if the rules were hurriedly input or incorrectly configured. Think of it like setting the correct time on the clock—if you start by setting the wrong time, you will always be off. Do not start off already late.

Because the configuration of the system profoundly affects the potential of the WMO to manage and mitigate WFM issues, it is critical that skilled WAM-Pros be involved from start to finish. With the support from the WMO and knowledge of state and federal rules and regulations, the WAM-Pro organization can be confident about the design of the system. Designing the proper controls into the system so that users are prevented from causing harm is also important to the WAM-Pro. Understanding where to configure these controls and how to audit for potential violations is how the WAM-Pro protects the organization. The penalties for noncompliance can leave a deep gash in the bottom line. If a lawsuit is brought against an employer for incorrect overtime pay or meal break allowance, the organization can spend a significant portion of its profits on legal counseling, internal investigations, court fees, and so on. A WAM-Pro realizes that abiding by and configuring WFM systems according to proper controls and regulations is more than just enabling the organization to operate legally. Solid configuration contributes to more accurate data reporting, less payroll leakage, and higher employee productivity and satisfaction as well as a stronger bottom line.

WAM-Pros know that the organization's work should not be constrained by the tools and technology, but rather the tools and technology should enhance the work and improve the results for both employer and employee.