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While a simple spreadsheet-based timesheet is also an electronic timesheet, it is Web based solutions that we generally call an electronic timesheet solution these days. A Web-based solution makes the system accessible to all authorized persons through an Internet-connected computer from anywhere in the world.
What's Different With Electronic Timesheet
Employee timesheets are the basic documents for starting the payroll computation process. Traditionally, these were paper documents that were collected, arranged and checked preliminary to transcribing the details therein to payroll computation sheets. It was quite likely for some of the sheets to go missing and these had to be rebuilt; some sheets were not submitted in time, and had to be chased; and available sheets might reveal problems and these had to be reviewed with concerned persons and remedied. The whole process was something you would wish only on your enemy.
Electronic timesheets could be entered easily once you log into the system and retrieve the time data entry form. Obvious errors would be caught by the system itself, and you will be able to correct them then and there. Entry itself was facilitated by standard filled-in values based on past entry history.
Because the process is Web based, data can be entered even from the field through remote devices. And data once entered goes to the server and becomes accessible to managers. Managers can even review the sheets daily at their convenience, instead of waiting for collection of the paper time sheets at the end of the pay period.
Workflows can be implemented so that timesheets are reviewed and approved quickly. Employee enters the data from wherever the person happens to be, it is available to the supervisor to review and approve online, and reports can be generated anytime for any period.
Most of the programs will be accessible to major accounting and other MIS programs, and so no further entries or transcriptions are necessary to process the entered data.
All the above features lead to an electronic timesheet solution that is more reliable, accurate, speedy and less expensive to operate.
The Timesheet Solutions Solve Other Problems Too
In addition to providing employee time details for computing pay, electronic timesheet solutions also typically help with maintenance of employee work history and other issues. Leave computations and provision of online pay slips are examples of frequently demanded conveniences.
The systems would also have facilities to configure customized reports that can be generated from the entered data. For example, employee rosters and holiday schedules can be generated based on assigned rules.
Electronic Timesheet Facilities
The various user-friendly features the systems can provide distinguish computer-based systems. Data entry is facilitated by drop down menus, past entry memories, time calculators and such, leading to fast data entry and minimal errors. Validation routines can catch certain types of common errors, if any remain.
The electronic timesheet solution typically provides the following benefits:
- Accuracy of the times entered, because chances of date entry errors are minimized, and consistency checks can reveal certain types of errors. An audit trail can also be maintained of all updates and changes.
- Productivity of employees and managers are improved because less time is taken for entering the data and reviewing it.
- The problem of missing timesheets disappears because all entered data is stored in specific files, and regular backups can handle any data losses.
- Reviews by managers are easier and quicker, making it easier to detect and correct wrong charging of times to jobs etc.
- Compliance with legal requirements can be monitored.
Investment in electronic timesheet solutions can thus pay for themselves in very little time.
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About Author:
Lucy Caudle, Marketing Manager at SMART, writes about the benefits of flexible working and Electronic Timesheet Solution Can Lead to Productivity and Other Benefits
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