An Ideal Timesheet

An ideal Timesheet is the one which can hide all the complex functionalities and provide a snazzy Graphical User Interface (GUI) to the employees for entering their punch details. The GUI should be in such a way that even a layman with limited knowledge should able to decipher what needs to be entered, how, and where.

The ideal timesheet should provide an organization ability to customize it according to their needs and requirements; yet, at the same time doing all the complex calculations by itself and asking employees to fill up only mandatory fields. Not only, it should able to incorporate all the relevant county, state, and central laws from time-to-time, but also provide the employee updated timings for punch IN/OUT after taking into account Daylight Savings.

A timesheet, which can be used by all the employees staying in different timezones and can greet the employees while they Punch IN/OUT with customized message is an eye-popping one. Employees can do the punch IN/OUT while typing in the reason for the same; if at all there is more to say while doing the punch OUT to their superiors, the ideal timesheet provides the employees mail facility at the click of a button.

Organizations have employees working in different shifts, which span across different timings in a 24-hour period. Calculating these different shifts when they fall on two different dates, manually, is a hell. But, the ideal timesheet can do that in a jiffy. It even provides the employee with a calendar to mark customized Holidays and implement the same throughout the organization spread across different timezones.

Calculating the lunch/break deductions for each and every employee is a boring task. In a single organization, each and every department may follow different lunch/break timings. And there are exceptions like, a few employees taking break on a single day and not on the other day. Manually calculating all these timings is a nightmare. An ideal timesheet, which tracks all the lunch/breaks and provides an option to calculate all these timings in the GUI background without asking/taking too many resources, is a cherished hallmark.

What happens if a timesheet provides you the option to auto-submit all the employee timesheets at a pre-programmed time and send mails to all the concerned parties at the same time detailing the same? Hurray!! This is what everyone organizations wants!! An ideal timesheet should include this kind of feature. Manually, it is not possible for the approver to check whether every employee has sent his/her timesheet for the approval or not. It takes a lot of time also on the part of the approver to check the same. Not only is that, sending mails for all the approved and rejected timesheets again a nightmare.

Employees, in an organization, work for different departments depending on their skill. Organizations pay different amounts as salary on an hourly basis to each and every employee for the work they do. But, tracking which employee worked for a particular department and up to what time is a Herculean task. An ideal timesheet eases out all this complexity and simply provides the correct output in a report format depending on the input given.

Because of the complexity involved in calculating the shift timings, break and lunch timings, etc, the ideal timesheet provides all the business logic for calculating the overtime, shift differential, etc, for the employee at the click of a button. All these calculations happen behind the screens without employee’s knowledge. But, the employee can submit a calculated output to their approvers without even thinking about the logic adopted for calculating their punch data.

Nowadays, data has attained an important role either for calculation or for analyzing purpose. For a web-based timesheet application, the data should be encrypted while transferring the data from the desktop to the data servers using the most sophisticated and complex encryption strategies. The ideal timesheet should provide the “https:” protocol for authentication and encryption purpose.

On the whole, timesheets are must for every small and big organization to track their employee punch data. But the timesheet software available in the form of off-the-shelf (OTS)/ software packages/etc/ contain all the features what a typical organization needs is a critical question. For the ever changing needs of an organization, a flexible product which changes itself according to the organization’s needs and requirements is an ideal timesheet product. This kind of flexibility can be possible only with a SaaS-based delivery model.

Source by Pavan M Kumar

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