The Times They Are A-Changin'! Simplifying Compliance and Lowering Costs With Modern Technologies for Time and Attendance. Presented by: Scott Barker

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1 The Times They Are A-Changin'! Simplifying Compliance and Lowering Costs With Modern Technologies for Time and Attendance Presented by: Scott Barker Kronos Incorporated Sponsored By: Tuesday, September 10, :00 p.m. to 3:00 p.m. Eastern 1:00 p.m. to 2:00 p.m. Central 12:00 p.m. to 1:00 p.m. Mountain 11:00 a.m. to 12:00 p.m. Pacific or For CD and other purchasing information, contact customer service at: or BLR and HR Hero Business & Legal Resources and HR Hero. All rights reserved. These materials may not be reproduced in part or in whole by any process without written permission. This program has been approved for 1.00 credit hours toward PHR and SPHR recertification through the Human Resource Certification Institute (HRCI).The Program ID number will be ed to the registered participant at the completion of the conference. For more information about certification or recertification, please visit the HRCI website at

2 The Times They Are A-Changin'! Simplifying Compliance and Lowering Costs With Modern Technologies for Time and Attendance Presented by: Scott Barker Product Marketing Kronos Incorporated Sponsored by: Agenda The Good Old Days Automated Time Clocks Biometrics Self-Service So What s Next? The Modern Time Clock Financial Savings and Benefits of a Modern Time Clock Mobile Technology 2

3 The Old Days Honor System Imprecise Totals Payroll Errors Enables Abuse Compliance Risk 3 Your Payroll Data is Too Valuable? Would you trust your money in a bank that used a manual system? You can t manage what you don t measure 4

4 ! Your Payroll May Be Leaking With Unnecessary Costs Stop the Payroll Drip The biggest threat to an efficient payroll are the frequent and small overpayments caused by poor data capture methods Transcription Error Payroll Error is Normally Distributed Interpretation Error/ Complex Rules Intentional Error/ Theft Manual Processes Employees alert payroll to underpayments Large overpayments are easily identified and corrected Underpayment Overpayment 5 5 Introduction: Why automated data collection? Business Needs: Accuracy Less unplanned payroll inflation Less legwork Employees can focus on their jobs Easier to enforce rules Less (lost) paperwork Employee Needs: Empowers employees - Ownership Ensures accurate paycheck Audit trail = quick error fixes Faster servicing of requests Employee satisfaction 6

5 Introduction: Why automated data collection? Business Needs: Accuracy Less unplanned payroll inflation Less legwork Employees can focus on their jobs Easier to enforce rules Less (lost) paperwork Employee Needs: Empowers employees - Ownership Ensures accurate paycheck Audit trail = quick error fixes Faster servicing of requests Employee satisfaction Labor Cost Productivity Compliance 7 Automated Time Clocks in Review The Basics and the Benefits Must-Have Features Integrated Badge Readers Audio/Visual Feedback Flexible Power Options Reliable Communications Biometric Capabilities Employee Transactions Manager Transactions Modular Components and Options Languages Swipe n go transactions for fast and accurate data entry Optional biometrics to eliminate employee time fraud Real-time transactions using webbased employee self-service Ease of ownership and reliability for today s sophisticated networks 8

6 Biometrics 9 Biometrics to Eliminate Fraud Prevent unauthorized transactions Time theft Accidents Unwanted payroll inflation No more employee/manager disputes Ensure employee fairness Finger scan NOT fingerprint biometrics Finger scan biometrics validates employee presence without compromising privacy 10

7 Protects Employees Privacy Common technologies do not store actual fingerprint Mathematical representation Not compatible with law enforcement database No reverse-engineering Alleviate Employees Concerns with Finger-Scanning Technology Step 1: Employees fingerprints are scanned not stored before biometric data is converted Step 2: The image is converted to an encrypted mathematical representation, which can t be used to recreate the actual fingerprint Self-Service 12

8 Everyone Benefits From Self Service How do companies benefit? Free workers to focus on the real work Reduce labor cost Avoid missing, lost or incomplete paperwork Enforce rules and procedures more easily How does the employee benefit? Empowered = Engaged Gives ownership to employees Streamlines communications Employee satisfaction 13 Strategic Value of Employee Self-Service 60 Average report in KPI, n= Employee self-service to view timesheets real time Mobile self-service to view timesheets real time No automation Employee Self- Service Benefits More productive Accurate data Happier employees Fewer absences Reduced turnover 0 51% 54% 42% 35% 44% 31% -3% -8% 1% Percent of employees that rated themselves as "engaged" / "highly engaged" Percent of respondents that improved customer satisfaction Change in number of manual transactions related to time and labor per month Source: Aberdeen Group, May

9 Hourly Employees The Unconnected, Overlooked Workforce Organizations recognize that hourly employees need to be physically and emotionally engaged with their work to improve satisfaction and productivity. Most organizations implementing employee self-service for their professional workforce Fail to realize that the same benefits can apply to hourly employees. Challenges most customers face today when considering self-service options for hourly workers: Out of reach Employees don t have access to PCs or the comfort level needed to work with them. 15 Why Self Service at a Time Clock? Engage employees Frequently used, easily accessible device for hourly workers Single source for all their labor information and processes Lower total cost of ownership Self contained network device No Microsoft patches, viruses, etc No employees surfin the web Familiar interface No training required Becomes more than a clock 16

10 So what s next? The Modern Time Clock 17 Technology Has Revolutionized How We Live and Work Unprecedented functionality through simple, intuitive user interfaces Instantaneous and secure access to all info Single-function devices have evolved to serve multiple purposes 18

11 The Shift in Workforce Management Solutions Consumer-centric UX Browser-based graphical dashboards Cloud-compatible Mobile options Many employees cannot access computers or mobile devices at work Continue to use time clocks to record their important work data Time clocks virtually unchanged for the last 10 years 19 Modern Time Clocks Automated time capture offers many benefits: Easy to use Engaging and inviting Accessible Customizable Flexible and capable Promotes sharing of information Removes hassles Works like their personal devices Speaks their language 20

12 Benefits Minimal training Reduced change management Increased adoption of self-service Expand beyond time and attendancerelated activities Becomes a multi-purpose resource Like a shared PC, but with none of the headaches 21 Some Features Offered By Modern Time Clocks Rugged touch screens Graphic user interfaces Advanced biometrics Screen savers VoIP capabilities Remote desktop (VNC) Video playback App capabilities New employee ID technologies Made possible by the latest technology 22

13 Modern Technology Works in the Cloud Simplified monitoring and administration tools Support of the latest in networking protocols DHCP IPV6 DNS 23 The Modern Time Clock Must Be Easy to Own Easy installation Simple configuration Centralized management and administration Built-in flash memory Standard communication protocols Security Biometrics and SSL encryption IT can relax a little bit. 24

14 Financial Savings and Benefits of a Modern Time Clock Based on a Kronos-commissioned study conducted by IDC 25 Simplifying and Lowering Costs with Modern Time Clocks In a recent study conducted by IDC the modern time clock delivered a three-year ROI of 537%, with a payback period of 4.2 months Financial benefit highlights: Optimized employee/manager productivity, from selfservice for time-off requests, checking accrual balances, selfscheduling, approving time Enhanced time tracking productivity, from streamlining timetracking activities Reduced cost of overpayments, from over counting, buddy punching, and other tracking errors Operations cost reductions, by replacing antiquated and less functional "systems 26

15 The Biggest Benefit Three Year Total (per 100 users) $237,624 $59,406 $178,218 Employee Productivity Enhancement Operational Costs Reduction Employee productivity is by far the biggest benefit driven by intuitive technology and easy to use interfaces IDC Research, "Kronos InTouch: Simplifying and Lowering the Costs of Workforce Management," (March 2013), 27 A Big Time Savings Comes From Managers $40,000 $35,000 $30,000 $25,000 Average Annual Productivity Savings By Employee Type $1,226 $2,613 HR time savings $20,000 $15,000 $10,000 $5,000 $- $22,963 $9,103 Total $35,905 Payroll time savings Manager time savings Employee time savings 28

16 Additional Benefits Reduced Cost of Operations Overpayments Organizations enjoyed a variety of benefits by automating and improving the accuracy of time capture, tracking, and management operations, which reduced overpayments, saving each company $14,619 per 100 users annually. Optimized systems By replacing antiquated and less functional "systems," InTouch helped reduce costs associated with time capture and tracking. Savings totaled $8,725 per 100 users annually. 29 Mobile Technology 30

17 The Growth of Mobility Smart-phone Smart-phone shipments in are estimated at over 500 million and will grow to nearly a billion by 2015 growing 4x faster than overall mobile phone market Source: IDC Worldwide Quarterly Mobile Data Tracker 31 We are Witnessing a Mobile Technology Revolution 2011 trend continued for first full year ever Persisted through 2012 This despite a 15% growth rate in PC sales PC number includes tablets! What does this say about how we gather, review and interact with information? Smartphone Market Expected to Soar in 2011 By Nick Bilton New York Times Bits Blog, March 29, 2011, 1:48 pm 32

18 Workforce Management Mobility Improving Productivity With Smartphones Leverage the devices your employees already have in their pockets Quick and easy common tasks Where you need it, when you want it Native applications Supporting your standards, and your users choices 33 Tablets Tablets have evolved Professional, productivity - driving device ipad and the Human Element in technology Expect the same from business applications More than one-in-five companies said they will buy tablets for workers this year, with 84 percent of those purchases to be ipads. - ChangeWave Research poll 34

19 The Power of the Tablet Empower on-the-go workers Untethered access to workforce management Sleek and easy to use Vibrant graphics Take full advantage of multitouch One-tap timecard edits Re-size a view with a pinch Drag n drop scheduling and staffing Real-time updates to backend 35 Smartphone/Tablet Uses Who Smartphone Employee Supervisors vs. Tablet Executives Managers: regional/field What Why Employee self-service Daily exception management Employee engagement Approval efficiency Personal devices Daily business decisions Manager effectiveness Business efficiency Company devices Based on 76 Customer Interviews 36

20 Defining Your Mobile Policies Remember These Provided or personal devices? Shared or individual? Device data plans if not a Wi-Fi connection? Pay employees for usage during non-working hours? What employee and manager roles will require mobile capabilities? How will mobile employees and managers be supported? 37 My workplace and employees are too demanding for fragile consumer technology! There s a solution out there 38

21 There s Something for Your Environment Variety of commercially available cases Polycarbonate frames, cushioned bumpers, o-ring seals and silicone plugs Protection against: Full submersion in water for hours 10 foot drops on hard concrete 2 tons of crushing force Melting snow, sleet and rain Dust and debris ingress Scratches and damage to glass screen Some cases even allow for underwater operation 39 The Times They Are A-Changin Key Take Aways Automated time clocks help you avoid leaks in your payroll Today s modern time clocks provide exceptional ROI and many business benefits Mobile technology helps to extend the accessibility and ultimately, the benefits of workforce management systems 40

22 Thank you for joining us! Q&A 41 Thank you! Kronos is the global leader in delivering workforce management solutions in the cloud. Tens of thousands of organizations in more than 100 countries including more than half of the Fortune 1000 use Kronos to control labor costs, minimize compliance risk, and improve workforce productivity. Learn more about Kronos industry-specific time and attendance, scheduling, absence management, HR and payroll, hiring, and labor analytics applications at Kronos: Workforce Innovation That Works. For more information contact your Kronos representative, call (800) or visit 42

23 Disclaimers *This webinar is designed to provide accurate and authoritative information about the subject matter covered. It is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional services. *This webinar provides general information only and does not constitute legal advice. No attorney-client relationship has been created. If legal advice or other expert assistance is required, the services of a competent professional should be sought. We recommend that you consult with qualified local counsel familiar with your specific situation before taking any action.

24 Speaker Biography Scott Barker Scott Barker is the product marketing manager at Kronos Incorporated. Scott has been with Kronos for over 5 years. In his time with the company, he has helped to launch the some of the company s most exciting new products such as the award-winning Workforce Mobile product, The Kronos InTouch the first time clock built for the modern workforce, and the brand new Workforce Tablet ipad app for managers on-the-go. Scott graduated from the Syracuse University Whiteman School of Management. Kronos Incorporated Kronos is the global leader in workforce management solutions that enable organizations to control labor costs, minimize compliance risk, and improve workforce productivity. Tens of thousands of organizations in 100 countries including more than half of the Fortune 1000 use Kronos time and attendance, scheduling, absence management, HR and payroll, hiring, and labor analytics applications.