Simplifying Time Capture

How often are you frustrated with paper Time-sheets? Do you need a better solution for your time capture?

Your staff must remember detailed information about what they have done and how long it took. Then attempt to enter this information correctly onto timesheets often at the end of a workday or even a week or two later.

On the other end, office administrators are then forced to attempt to decipher the entries and type these up, often into both a Job Management system or spreadsheet and then finally the results are tallied into payroll.

Sometimes Admin Staff must go back to the workers to get clarification on an entry. All this back and forth leads to worker frustration (for both the Worker and the Admin) taking away from productive work.

Over the years we at ProcessIT have built several Remote Time Capture systems for clients to resolve this frustration.

These systems, customised to suit the detailed requirements of each client, allow their staff to directly enter their own time while working in the field or on the Job.

How Does a Time Capture System Work?

Staff are equipped with or are expected to have access to the internet on their phones, tablets, laptops, or desktops.

A website is constructed for the purpose of capturing the worker’s tasks and time worked.

We often choose to have a WebApp as it is accessible via any device connected to the internet. Ultimately this means we do not have to waste time developing an app specifically for use with Android or Windows or Linux or Apple devices.

Staff go to the website (WebApp) where they log in.

After selecting which Task they are working on or have completed they are then prompted to add materials used or time taken.

This process can be done as often as the staff member likes and the data is instantly viewable back in the office.

Other options include adding job notes, viewing job contacts, location tracking, site maps, break times, QR Codes, Barcodes, Product Lists, Purchase Order Numbers, etc.

Data is sent to and stored securely in a cloud-hosted database or your own should you have one.

What Do Staff Require?

Staff simply need an internet-connected Web Browser. This can be on any Phone Tablet, Notebook, or Desktop, be it Windows, Android, Apple, or some other operating system.

No Files are installed, and only minimal data is transferred.

They are set up with their company email and initial Password that they change on first use. As you can see from the Phone Screen Capture all Entry is large and easily finger selectable.

What’s Happens In The Office?

A custom database solution would read the data from the cloud storage and display it as necessary.

The office system allows reporting of time by; job, task, or staff member.

These reports can be configured to meet specific client requirements as needed with the most common being weekly hours by staff member for loading the Payroll.

What Sort of Reports can I Get?

One Client calculates the wage of Fruit Pickers, with the System automatically calculating if a “Top-up” is required to meet minimum wage and how much it should be per Picker.

Also, report on direct comparisons of Quoted Time compared to Actual Time Worked. This could help to see progress in near real-time.

We can build reports to suit your specific requirement.

What Else Can We Capture?

Once the basic Time Capture system is in place, additional items can be added to enable you to capture such things as:

• Annual Leave Requests and Approvals,
• Sick Leave notifications,
• Job Materials used or consumed,
• Equipment Hours, Fuel used etc,
• Safety Issues or concerns,
• Progress Checklists,
• Quality Checklists,
• Status Updates.
• And more, as you may need…

After these data points are captured, the information saved can be used to build detailed reports. This eliminates guesswork and estimation, resulting in improved accuracy and ultimately time savings.

Time Capture Conclusion

You too can avoid the frustration of paper-based time-sheets and get real-time progress and labor reporting.

Your staff will be happier your administrators will be beaming, and the time savings will quickly add up.

ProcessIT can help you with your Field Data Capture and Reporting, customising our existing Cloud Database Solution to fit your specific requirements.

Call Us now to chat about your specific needs and how we can help you replace those dreaded paper Time-Sheets!

Read more about how we have helped other businesses here.