The initial entry of timekeeping data remains a problem for many companies. They can either install computerized timekeeping units on the company premises, or require employees to log onto a Web-based system. The first solution requires a capital investment of up to $2,000 per unit and keeping track of employee badges, while the second solution requires everyone to have access to a computer. Until recently, the only other solution was having employees fill out paper timesheets, which the payroll staff would have to manually enter into the computer system (with the usual data entry errors).
An interesting alternative is the telephone. Under this approach, the company buys a rack-mounted server that contains an interactive voice response (IVR) system, and links it to their phone system. Employees then call into the IVR system to enter their time in response to a series of prompts. The capacity of the system ranges from one employee to over 100,000.
A demonstration IVR system has been set up by Telliris, Inc., if you'd like to demo the concept. To do so, call 203-924-7000, extension 5000 and enter partner code 0000. Then use employee number 00001 to enter a variety of transactions, such as clocking in and out, reporting sick time, vacation time, bereavement, jury duty, and family illness. Definitely check out what the system says when you clock in bereavement time!
A timekeeping IVR system requires a reduced investment, since it takes advantages of existing phones. Also, the system is so intuitive that employee training is almost completely unnecessary. Furthermore, the system has built-in validation, to avoid initial data entry errors by employees. It is even possible to limit phone calls to specific telephone numbers (presumably originating from fixed phone locations), so that employees can only call in from where they are supposed to be. This is a very good solution for mobile employees, such as those involved with equipment servicing, facilities maintenance, and health care. It is also useful for temporary employees, since the company would otherwise have to issue them an employee badge in order to use any in-house timekeeping systems.
In addition to Telliris, timekeeping IVR systems are also offered by TimeLink and TALX (though TALX's FasTime solution is only offered if you have more than 3,500 employees).