Implementing time and attendance software doesn’t have to be traumatic. There are steps you can take to ease the process.
<img class="alignright size-full wp-image-10593" src="http://www.epaysystems.com/wp-content/uploads/2015/10/implementation.jpg" alt="Implementing Time and Attendance Software ” width=”400″ height=”300″ />The first step should occur during your software selection process. In addition to comparing providers’ system features, compare their implementation practices. Deployment processes—and time frames—vary throughout the time tracking industry, and what you learn might impact your choice.
Here’s what our implementation specialists consider the best practices in time and attendance implementation:
1. Have a Detailed Written Plan
Your providers should be able to give you a written blueprint of how the implementation will unfold, including a punch list of data needed from you. Typically, the process is divided into phases, each broken down into specific tasks. Attention to detail helps prevent delays and surprises.
2. Identify Delivery Dates
A comprehensive implementation plan includes due dates for key deliverables. When will you turn over the payroll file? When will the provider ship your time clocks? Most importantly, how long will it take from start to finish?
3. Know Your Implementation Team
Client-focused providers will assign a dedicated implementation team, with a manager, to your account. Ideally, your point-people will work closely with your provider’s at every step.
4. Identify Who’s Doing What
Your plan should identify who’s performing each task. Who is setting up the system’s framework, your staff or the provider’s? Who’s installing your time clocks? Are you required to hire a third-party consultant to ready your worksites, and if so, what does that cost?
5. Communicate with Your Workforce
A new time and attendance system impacts everyone! It’s important to keep system users, managers, and employees in the loop, via meetings, newsletters, posters, etc. Your provider should offer you guidelines for communicating the new system’s benefits to your workforce.
6. Have a Training Plan
In addition, your time tracking provider should have a training plan ready. Will the provider hold webinars for users and managers? Do managers then train their staff? What documentation is included?
7. Run a Pre-Launch Test
A sound implementation plan includes a test run. Ideally, during the test period, employees punch in on both the new and existing time tracking systems. Then, you’ll run parallel payrolls to ensure all bases are covered. This way, necessary adjustments can be made before you flip the switch.
8. Make Sure You Have Post-Launch Support
Before you sign on the dotted line, ask what customer support you’ll receive post-implementation. Is there 24/7 tech support? How do users access it? Is there a fee? Once the implementation is complete, you need to know you’ll be in good hands.
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