| | | | | and/or start and finish times may need to be adjusted |
| Summary | | | | accordingly. |
| A number of challenges face the designer of a | | | | Break Times |
| configurable time recording system when flexitime | | | | Where start and end times are recorded, it is likely that |
| needs to be included. However, a well-designed | | | | at least one break will be required, and even if |
| system will pay for itself very quickly once | | | | automated entry/exit systems are employed, this |
| implemented, by freeing up administrators from the | | | | figure may still need to be entered manually if people |
| laborious chore that controlling this kind of system can | | | | do not actually leave the premises. |
| provoke. | | | | Working time legislation requires minimum break |
| User Acceptance | | | | periods, so validation here could also be necessary, |
| When implementing any new system, one of keys to | | | | and the data collected made available to HR. |
| user acceptance is "I must have to do less than I did | | | | Time not included in flexitime |
| before". | | | | Another point that needs to be considered is time |
| In many cases, the software application will replace a | | | | booked to items that do not attract flexitime. The |
| paper-based or spreadsheet-based system: the user | | | | simplest examples are annual leave and flexi leave |
| is only concerned with filling in their own timesheet, and | | | | itself, but there may be others (such as medical |
| has little concept - or indeed interest! - in how the | | | | appointments), depending on the processes and |
| information is processed. Frequently there is a large | | | | procedures of the individual organisation. |
| administrative overhead involved in analysing the data, | | | | Where advanced bookings can be made for leave |
| and monitoring compliance with the flexitime rules. | | | | and other predicable overheads, then the automated |
| Indeed, this is the reason for seeking an automated | | | | entry of start/finish times has to be dealt with. |
| solution. But when introducing new software, it has to | | | | Various rules based on core time (hours that must be |
| be simpler to use, and do more than any existing | | | | worked), earliest start and latest finish may have an |
| systems. The need for systems integration or other | | | | impact on whether time booked on a particular day |
| technical issues have no real bearing on the average | | | | can be included in the flexitime total. |
| user. | | | | On a short term basis, for example a weekly |
| So the first issue to be addressed is how to make the | | | | timesheet, local rules may allow for a flexible working |
| entry of the required data as simple and | | | | pattern. As long as a weekly total is accomplished, |
| straightforward as possible. | | | | then flexitime and flexi leave would balance each other |
| Do we need to record start and end times? Should | | | | out, but for future dates outside of that period, perhaps |
| we calculate accountable time totals? | | | | flexi leave can only be taken once the necessary time |
| There may be entry control systems in place that | | | | has been accrued. Or the rules may allow for flexi |
| make start and finish date and time information readily | | | | leave to be taken in advance of accumulated flexitime, |
| available. Alternatively, default timesheet settings can | | | | thus putting the person’s flexi account into the red! |
| be provided. But in either case, additional data often | | | | It is also quite likely that a maximum flexitime cap may |
| needs to be entered onto the timesheets. | | | | be employed, to stop the banking up of too much |
| Dates and times are not very fast things to enter: they | | | | flexitime. Another rule may link the flexitime to any |
| can be useful for validating the total hours booked | | | | annual leave entitlement also in place, requiring all days |
| against the individual activities involved, and for | | | | to be taken by a certain date. |
| checking total hours booked against flexitime "core" | | | | Time Entry |
| hours, but the flexitime rules that apply to any particular | | | | A further issue that the recording of accountable time |
| scheme may make this undesirable. | | | | highlights is how people enter their bookings - in hours |
| What constitutes recordable time for flexitime | | | | (perhaps rounded to quarter hours), or in hours and |
| purposes - is it based on attendance? In this case, not | | | | minutes. |
| all of the hours between the start and end times | | | | Without using a realtime monitoring system, or using |
| (excluding breaks) needs to be accounted for, in terms | | | | one and then having to remember to start and stop |
| of the tasks and activities performed. | | | | various activities, not many people will be able to enter |
| However, in some organisations, not all recordable | | | | 1 hr 17min as 1.283 hours without spending a lot of time |
| work may be done on site. In this case, default start | | | | with a calculator. So the system needs to be able to |
| end times may not provide correct information. If things | | | | be configured to accept and display time in hours and |
| like travelling time count towards the flexitime total, this | | | | minutes – but this can have an impact on the user |
| time may need to be accounted for on the timesheet, | | | | interface and make data entry less simple. |