All organizations that have a large staff implement different systems for monitoring the labor process, discipline, and employee compliance with other clauses of the employment agreement. Compliance with discipline is an important element of control on which the productivity and economic performance of the company depends.

The primary forms of control are recording the employee’s working day. In other words, a special service, a responsible person or an automated system daily records the exact time of arrival and departure of enterprise employees.

Employee time log

If it is customary for an organization to keep a log of the arrival and departure of employees, then this document is drawn up in the form of a table and contains the following columns:

• serial number;
• date of;
• Full name of the employee;
• job title;
• exact time of arrival at work;
• exact time of leaving work;
• personal signature of the employee;
• number of hours worked per day;
• notes explaining possible lateness or leaving a shift earlier than agreed upon.

Many of the items listed may be excluded or replaced by others, but the number of hours is indicated in any format of this document. This indicator is strictly controlled by the employer.

Time sheet

For all its usefulness and organizational necessity, a working time log is not a mandatory document under the legislation of the Russian Federation. As an official document, the state established another document for these purposes - the work schedule sheet.

The report card is compiled on the basis of journal statistics, being a mandatory document, according to which the state controls the implementation of the norms of the Labor Code.

The report sheet indicates previously issued employee numbers, the name of the organization, and dates. The contents of the document include information about attendance and absence, overtime, night hours, and absence marks.

Employee time tracking program

Modern computer technologies make it possible to use software to control and record working time.

A special time tracking service can perform the following tasks:

• collection of statistical data;
• automatic preparation of reports, transferring them to the manager;
• monitoring the time of an individual specialist;
• timing of the day, taking into account planned breaks, planning meetings and meetings.

If an employee violates the timer - turning off a program or shifting the range of working hours, the manager receives a notification about this. Thus, the system carries out unobtrusive, but strict and automated control of arrival, departure, and performance of other tasks.

The system reduces the number of conflicts and stressful situations for the team. The manager does not need to exert psychological pressure on employees, and the team will quickly learn self-control.

In this article you will learn

• When should you think about automated accounting of employee departures and arrivals?
• Which program to bet on?
• Why you shouldn’t always trust a machine to control the arrival and departure of employees
• Which employees are not read by the scanner?
• How to manually ensure staff time tracking

Our company has three retail stores and its own production. Wages are hourly. Previously, when there were 150 people on staff, arrival and departure of employees the security guard at the checkpoint recorded the entry to work in a special journal. The accountant then transferred the information into a spreadsheet. He had to set aside an hour and a half to two hours to fill out the table and then transfer the data (usually from the previous day) into the program. As the company grew, the number of employees tripled, so keeping track of the arrival and departure times of five hundred employees became very difficult.

Accounting for the arrival and departure of employees: how to control effectively

Five years ago, we decided to automate control over the arrival and departure of employees. At first we thought about electronic cards - the most popular today. But this system is very easy to bypass: employees can simply share their passes with those who arrive on time. Therefore, we abandoned this idea, even though card systems are easier to work with - they practically do not allow errors during registration. The most interesting was the biometric time and attendance system BioTime.

This is a fingerprint scanner installed at the checkpoint and connected to a computer on which a special program is installed. Since the entrance is common for both store employees and those working in production, only four scanners were needed: three in the stores at security posts and one in the accounting department. They are all absolutely identical, but the equipment in the accounting department has a program installed that manages employee accounts and prepares analytical data. Here information about new employees is entered into the database. By the way, this database can be stored on any servers: for example, we use Microsoft SQL Server. It also provides automatic creation of a backup copy in case of an accident. Therefore, if something happens to the server, we will not lose the data.

Installation of the system cost approximately 80,000 rubles, of which about 20,000 rubles. spent on the purchase of four scanners and 15,000 rubles. - to pay for consultants’ services for the first year of technical support. To work with the system, a full-time system administrator is enough; there is no need to hire an additional employee. No additional maintenance of the equipment itself is required. Like any equipment, it has a certain service life, but in five years we have replaced only one scanner out of four.

Accounting and control of the arrival and departure of employees

Now all employees are required to undergo a scan upon coming to work. When a person puts his finger on the scanner, he sees his last name, first name and patronymic on the screen. It is in his interests to ensure that the equipment works correctly and recognizes him.

Then, in any case, all employees approach security to sign in the log - this is a mandatory procedure. We were unable to completely get away from paper media.

But now the journal is used only in controversial situations; when calculating wages, the accounting department no longer refers to it - it works with electronic data: it requests a report on hours worked, which gives the name and total time worked for the period under review. The program can also prepare a variety of reports:

• the amount of hours worked for any period of time;
• arrival time;
• care time;
• time at work.

Previously, when controversial situations arose, it was necessary to contact other employees, heads of departments or store administration and make a decision based on aggregate data. Now an electronic version of arrivals and departures is sufficient. All employees understand this, so there are fewer late arrivals, because for violations they can be deprived of part of the bonus. The system simplified the work not only of the accounting department, but also of the human resources department, which regularly uses scanner data.

However, even such a smart machine cannot always correctly identify a person. Despite the fact that the possibility of duplicating a fingerprint is one in a million, errors sometimes occur. It happens that the equipment does not read the fingerprint the first time. And there were even cases when the system identified the wrong employee.

I think this is a feature of biometrics, because the device scans not the entire finger, but a certain number of points. Some employees engaged in production in a hot shop or in direct contact with equipment experience damage to their fingertips, both thermal and mechanical. As a result, the person is incorrectly identified.

There are two ways to solve this problem.

Increase scanner sensitivity. The program allows this, but the speed of reading data is no less important to us. Especially in the morning, when about a hundred employees arrive at the same time, it is impossible to stay at the scanner for more than two seconds.

Enter in the system a fingerprint of not one finger, but two. So, for each employee we have stored prints of the index finger and little finger, which is least susceptible to injury.

Arrival and departure of employees: experience in solving problems with delays

Rita Nim, Head of HR Department IP Kazakov A.V., Lukhovitsy, Moscow region

We have six stores in the city. The full-time number of salespeople is eight people, of which two are substitutes in case of illness, vacation or any unforeseen circumstances. This, on the one hand, makes work easier, because it is easier to control a small staff. But on the other hand, in a large team there are usually special employees who monitor discipline. In our case, this is simply impossible, and installing any accounting systems is absolutely unprofitable.

We have developed other ways to control the arrival and departure of employees. For each store, I select employees who live in the same area and can quickly get to work. For the majority, we have introduced hourly wages (in accordance with the minimum wage for the Moscow region). You can, of course, set a work schedule of 2/2 or 7/7, but in this way we would increase the staffing level, for which the company would require certain costs. Because of this, we set a fee for each hour. Therefore, it is important that the employee regularly works the required paid time.

The seller comes to work at eight o'clock and opens the store himself. I call everyone and check if they have come to work. And at the end of the working day, around five o’clock in the evening, I call everyone again and ask for the amount of revenue. At the end of each month, the company draws up a time sheet, which indicates how many days and hours everyone worked, as well as the amount of revenue - sellers receive one percent of it.

• Recovery Mode

There are many articles on Habré devoted to time tracking, but almost all of them relate to time tracking systems and monitoring employee actions on a PC. We will talk about equipment and systems that record the time of arrival and departure, and consider the issue of their necessity.

Part one of the article Hard will focus on equipment that is used to physically monitor the time employees spend in the workplace.

We will consider all types of time tracking systems that are used with varying degrees of activity in the Russian market.

Almost all systems that we will consider will require installation, equipment switching, wiring, software configuration.

Part two Hardcore will be devoted to the issue of the need and ethics of using time recording systems. The most famous Russian entrepreneurs will answer this question especially for you.

Hard

Check-in and check-out terminals

Logic of work: the first identification is arrival, the second is leaving. It will work provided that the manager decides to pay for a working day only if the employee has gone through identification twice, when he arrived and when he left.

Most terminals use a person's biometric as an identifier. Most often this is an imprint of the skin pattern of a finger, the shape of a face, or the venous pattern of a finger or hand.

Biometric terminals are the most convenient because... The identifier cannot be lost, forgotten, broken, in a word, it is always with you. In the case of a fingerprint, the main limitation is the cleanliness of the hands, because The sensor glass can easily get dirty, and the identification error will be higher.

To complete the picture, let’s add that there is a small number of terminals that work only with contactless cards, but I don’t see any point in considering them in more detail, because the widespread practice of marking each other's arrival/departure will reduce their effect to a minimum.

Mobile phone

Electronic lock

When several people pass through, in approximately 90 cases out of 100, one person will apply the card, and naturally, everyone will pass through. Considering that people usually come to work and leave it at the same time, this will happen all the time.

At the very least, it will work provided that the room is indoors, and if there are not very many people in this room - the greater the number of people, the more errors there will be in the reports.

System composition and prices

Electronic lock - from 1129 rubles
Software - can be both paid and free, depending on the controller manufacturer.
Readers - from 562 rubles

Computer - from 12,000 rubles

Turnstile

System composition and prices

Turnstile - price from 32,000 rubles
ACS controller - price from 3000 rubles
Software - can be both paid and free, depending on the manufacturer
Readers - from 562 rubles
Contactless cards - from 16 rubles
Computer - from 12,000 rubles

Camcorder

Personnel activity monitoring

An ideal option for those employees whose workplace is precisely defined. These are, for example, office employees at their desks, workers at the machine, cashiers, watchmen, video surveillance operators, security guards.

5000 rubles

In addition to the very fact that an employee is present at the workplace, video analytics makes it possible to record activity, which is important for video surveillance operators or security guards who may fall asleep at work.

Face recognition

The second model for using video analytics is a human identification system based on facial recognition.

Software module - 314,000 rubles

Time tracking is not the main function of such systems, but now they can be used to automatically record arrival and departure.

Hardcore

The desire of any person to avoid negativity is absolutely natural, and it is also alien to the authors of articles on working time tracking, which is why, it seems to me, this important issue was left without due attention.

Timura Goryachev - General Director of the Kalina concern

In conclusion, I note that personnel control is not an end in itself, but a tool, the relevance of which in the current crisis economic conditions is greatly increasing.

Tags:

• time tracking
• video analytics

Adhering to the daily work schedule is one of the responsibilities of employees. But unfortunately, this condition is not always met by them. Employees are late, leave work early, and leave their jobs throughout the day. That's why many managers install systems.

What systems are there for monitoring the arrival and departure of employees?

Biometric systems
The most popular are biometric systems. They not only record the arrival and departure times of employees, but also increase the company’s security level. After all, without a fingerprint, no stranger will get inside. Therefore, they can very often be seen in large institutions or in organizations with a high level of security.

But biometric systems have a drawback. They only mark the time they actually arrive at work. But not every employee, upon coming to work, immediately rushes into battle. Some people like to drink coffee, chat with colleagues and only then get on with their tasks. This means that their work starts half an hour to an hour late.

Time tracking programs
Employees spend most of their working time at the computer. Therefore, the ideal tool for monitoring office staff is.

The program is installed on staff computers and it records the start and end times of work; resources used (websites, files, applications).

How this happens and what it gives to the manager, let's look at the example of Yaware.TimeTracker.

What can you learn from time tracking software?

1. Frequency of lateness

To control lateness, set the start time of the working day in the Yaware.TimeTracker settings. Now, if an employee starts work later than the specified time, the system will record this and compile a “Tardiness Report”.

With its help, you can find out the systematic nature of violations. Simply select the employee's name and group the data by month.

2. Systematic early care

Leaving work early is just as easy to find out as being late. In the settings, set the end time. If an employee completes it earlier, this will be indicated in the “Left early” report.

3. Reasons for being late or leaving early

It happens that employees are late or leave work early due to work assignments. For example, meeting with a client, sending a package, buying air tickets.

If you enable offline activity in the settings, the employee will be able to explain the reason for being late or leaving early. If he is late, then after turning on the computer the system will issue a request in which the employee can indicate the reason

and comment on it

If an employee leaves earlier than expected, the request form will appear the next day after turning on the computer.

With time tracking software, you don't just know when employees came and left, but when they actually started work. This makes it an effective tool for monitoring the arrival and departure of employees to the office.

Try the free version of Yaware.TimeTracker and see for yourself.

An employee time log is in demand in most enterprises that have hired personnel. This document is not mandatory, but its presence allows you to resolve many issues and prevent the development of situations that are unpleasant for both parties in the labor relationship.

FILES

Why do you need a document?

Before answering this question, let us dwell in more detail on the actual concept of “working time”. As you know, a standard work week lasts 40 hours – 8 hours a day. During this period, the employee must perform the labor functions assigned to him by the employer in full accordance with the labor (or collective) agreement and regulations adopted at the enterprise.

Wages are calculated based on hours worked. All hours that the employee spent at work in excess of this legally established norm are paid at a double rate. But if an employee does not work enough time, management has the right to apply certain sanctions to him.

To resolve issues related to the establishment of actually worked hours, a working time log is being developed.

Information in the journal is entered for each employee of the organization separately.

Thus, the document is necessary for both parties to the labor relationship, since it performs several functions at once:

1. Solves the problem of monitoring the time that each employee of the enterprise spends at his workplace.
2. Serves as the basis for calculating wages (especially if the organization accepts hourly wages).
3. It is an aid to management in the matter of organizing discipline at the enterprise.

Sometimes a document can become a substantiating reason for imposing a disciplinary sanction on an employee who has violated work regulations.

How to count working hours

There are several methods for recording working hours:

• Standard daily- used if employees come to work and leave it at the same time.
• At weekly In accounting, the daily parameter loses its meaning, since employees are not required to “sit out” hours, but must fulfill a certain standard of work during the week, including time (for example, on one day an employee works six hours, on another – ten).
• Summarized The method is optimal in production or with a flexible work schedule. Typically, data is recorded here based on the results of the month, but sometimes longer periods are also covered (the maximum is one year).

How to Journal

The journal can be kept in electronic and paper form.

Electronic journaling is possible in different formats, depending on what software the employer uses. There are budget forms, in which almost all actions are carried out manually, and there are more complex, “advanced”, fully automated systems that transfer information directly to accounting programs (usually access to such software occurs only if the employee has a key).

In any case, the electronic form of the document is convenient, because allows you to save time, effort and makes it possible to easily control the working time of employees based on indicators such as unauthorized absences, overtime, sick leave, etc.

If the journal is kept in paper form, then all its sheets must be numbered, fastened together using a “harsh” thread (a stapler cannot be used), then the number of sheets must be marked on the last page, stamped (provided that the seal is used in the work of the organization) and sign the employee responsible for maintaining the journal. In the future, you should autograph each completed page of the document.

The journal is usually kept by a human resources specialist or an accounting employee. Depending on this, the storage location of the document during its validity period is determined.

The responsible employee is responsible not only for the accuracy of the information entered in the journal, but also for its timely and complete transfer to specialists for payroll, as well as for performing all other necessary actions.

Sample employee time log

If you need to create an employee time log, use the tips below and see a sample document.

The magazine does not have a uniform design standard. This means that representatives of each organization can form it in any form or according to a template developed within the company and approved by management, as well as the trade union body (if there is one).

Like the design of the magazine, its structure and text are completely left to the employees of the enterprise.

• Company name;
• journal opening date and end date (entered after the document is closed);
• indicate the employee responsible for its maintenance;
• if the organization has a list of cases, then you need to provide a link to the journal index in accordance with this accounting document.

The main part of the journal is best presented in the form of a table in which the following data must be entered:

• serial number of the employee, his full name and position;
• date, time of arrival and departure, as well as information about lateness (the exact number in minutes and hours);
• information about absenteeism - yes/no;
• the amount of total time worked (minus absences on personal business);
• employee signature.

If required, the table can be supplemented with other data (for example, about why the employee left the workplace during the day).

How long and how to store the document

The time log cannot be thrown away or disposed of immediately after completion. It must be stored either for the period established by law or for the period prescribed in the company’s accounting policies (but not less than five years). Only after this time has passed, the journal can be destroyed in accordance with the procedure established for business records.