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Selecting a Time and Attendance System for your Institution

This article covers the questions to ask when deciding on a time and attendance system for higher education institutions, including handling multiple positions, collecting time, student work study tracking, real-time interfaces, and mobile options.

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Selecting a Time and Attendance System for your Institution

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  1. Selecting a Time and Attendance System for your institution Scott Mowery – Tracy Inc. Friday, September 25, 2015

  2. Introduction • We will be covering some of the questions that need to be asked when deciding on a time and attendance system. • Multiple Positions • Collecting Time • Student Work Study Tracking • Real-Time Interfaces • Mobile Options

  3. Multiple Positions • One of the most important features of a time and attendance system for higher education is the ability to properly handle multiple positions. • It is important to have a system that works similar to Banner. • How has Tracy addressed these issues?

  4. Collecting Time • There are a number of ways to capture employees worked hours. What makes the most sense for your institution? • Do you have people that are in one area, or spread out across campus or even other campuses? • Common methods used today • Time Clocks • Biometrics • Benefits and draw backs. • IP Phones • Computer Entry • Mobile Devices

  5. Student Work Study Award Tracking • Do you have problems capturing and reporting on the time that a student works that goes towards their Federal Work Study Award? • Capture time worked in real time instead of after the fact. • Stop students from working when their Work Study Award is exhausted. • Give timely and accurate reports to the people responsible for work study award tracking. • Keep everyone informed on how much each student has to start and remaining at any time.

  6. Real Time Interfaces to Banner • It is critical to any system that all of the data is accurate and up to date. • Automated interfaces are the best way to keep everything in sync. • Determine your “system of record” which in most cases would be Banner. • Triggers make everything work in “Real-Time”.

  7. Mobile Computing • Mobile Computing is one of the newest and fastest growing areas of computing. Time and attendance is no exception. • Mobile Apps versus Web-based systems • What are some of the major considerations that you need to take into account before moving to a mobile platform? • How will you secure the data? • Who will have access to the system? • Where will people be able to access the system from?

  8. Mobile Computing • What type of devices make the most sense for your application? • There are many options for mobile devices including: • iPad and iPad Mini • Android Tablets • Smart Phones • Any platform capable of running a web browser

  9. UltraTime Enterprise Software • Completely Web based application • No client installation necessary • Microsoft .NET Architecture • Multi-Platform Web Based Software • Works with Microsoft Internet Explorer, Apple Safari, Mozilla Firefox and now,Google Chrome • SQL database backend • Single Sign-On capable • Real-time data access • Various methods for data acquisition. • Time Clocks, Kiosks, Computers, IP Phones (Cisco or others), Web-Enabled devices (like iPhone and iPads)

  10. UltraTime Modules Available • Trigger Based Import Module • Real-Time Updates to employee information • UltraPunch – PC Time Clock • Data Collection using Computer Terminals or IP Phones • Multiple Positions • Position Based Scheduling • Automated Email Notification • Employee Self Service • Benefits Accrual Validation • Mobile • Event Tracking • Student Work Study Hours/Dollars Tracking

  11. Current Higher Education Clients using Tracy Inc. and assorted Payroll/ HR packages • Partial list of Tracy Inc.’s Higher Education Clients • Berea College • Delta College • Grand Valley State University • Hampton University • Iowa State University • Michigan State University • Northern Michigan University • Oakland University • Saginaw Valley State University • University of the Cumberlands • University of Notre Dame • Washtenaw Community College

  12. Summary • Selecting a time and attendance system is an involved and important process for your institution. • With the items that we covered today, you should have additional tools that will help you make whatever system that you select a success. • A note about money: A typical time and attendance system will pay for itself within a year or less in time and money saved due to errors, lost time and inaccuracies.

  13. Presenter Information Scott Mowery Tracy Inc. 230 32nd St. SE Grand Rapids, Michigan 49548 616-241-1661 ext. 4335 scottm@tracyinc.com

  14. Closing Thank You for coming

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