Software Features

As you compare offerings, make sure to focus on evaluating the features that you intend to use most often. For example, if your company would like to use your labor data for other workflow functions, a careful evaluation of a system’s reporting and data export functionality is necessary. In turn, a detailed analysis of less relevant features may not be warranted.

For smaller companies

Basic time and attendance systems provide routine time tracking of employee log‐ in/log‐out times. These time clock packages also offer schedule management, which allows supervisors to create and maintain a schedule for each employee. In addition, supervisors can set rules for scheduling staffers, including setting break times, holidays, and even whether overtime is allowable. With most systems, you can also track tardiness and patterns of absenteeism.

Regardless of the specific features your company requires, understanding what basic accounting, auditing, and reporting tools the vendor offers is critical. Managers must have easy access to employee data and the tools to audit it for accuracy. The ability to generate calculations retroactively is a particularly useful feature, especially for correcting error and calculating changes in salary or benefits.

For larger companies

More complex labor management systems designed for larger companies feature more functionality and more robust reporting. Managing labor data according to an employee’s job description, project, or location is common in these systems. Some even track production for those employees paid by per unit manufactured. This type of job costing is invaluable for companies that need to evaluate their workforce productivity or forecast their workforce needs.

Many software vendors make products geared for a specific industry, such as healthcare or education. Such industries have established work routines and specific information requirements, helping define specific scheduling and reporting needs. However, do not get roped into a purchase merely because the name on the box matches your industry. A vendor should demonstrate why you need the added functionality and justify any costs behind it.

Remember to focus on the key features you want when evaluating systems. The clearer you can be in sharing your expectations, the faster a vendor can prove to you whether they can meet them. Sitting down with your staff ahead of time and creating an operational needs and goals statement is an excellent way to arm yourself against an enthusiastic sales pitch.