Working time monitoring software module

My Intranet is the ideal software solution to effectively manage company employee working time. Indeed, in addition to leave management, My Intranet gives you the possibility to manage working time and overtime. This working time software module is a cornerstone of human resources management. With this, you’ll save a large amount of time in administrative management thanks to dematerialization.

Otherwise, the employee has to fill out a paper form that must be consolidated afterwards in an Excel sheet or another S/W, this is very time-consuming. The tracking of working time and overtime is often a real headache for employees and their employer. Thanks to My Intranet, this situation is a thing of the past. Find out why below.

Its features

How the module works

My Intranet offers you a real application for monitoring the working time of your employees. This system is also known as TAM (Time and Activity Management). Our module consists of different parts :

• A virtual time clock to allow the employee to clock in and out ;
• A manual time entry system that also allows the employee to track working time independently of the virtual time clock ;
• An overtime reporting system which may or may not be linked to the general time tracking system ;
• A planning to record time spent on activities and projects.

Working time monitoring

With My Intranet, you no longer need to invest in a physical time clock with badges. Our virtual time clock allows users to register their presence in a completely dematerialised way. The interface has been designed to offer the employee a simple and efficient operation.

If you do not wish to use the virtual time clock, but still want to monitor your employees’ working hours, a weekly schedule is available for users to record their presence in the company. This system is also perfectly suited for teleworking employees.

You can define default working hours for each employee to allow the system to calculate daily, weekly and annual working time against a target. This offers the possibility to manage the issue of annualisation of working time and to monitor it day by day against the annual target.

Flexible working hours

You give your employees the possibility to modulate their working hours on a daily basis while having a weekly or monthly target. The flexitime counter is there to trace the daily credit or debit according to the time worked in relation to the reference schedule.

My Intranet is one of the few software packages on the market to integrate such advanced management of working time.

Validation of plannings

Each week, users submit their schedule to managers for validation. They have the opportunity to comment on it to explain any extra hours or inconsistencies. Once validated, they are added to the report available to the human resources manager.

Note that the employee can also print out a time sheet for signature if you need to keep a paper record of the clockings.

Overtime management

The employee or the personnel manager completes the overtime requests to track hours worked beyond normal working hours. Then, the manager validates the request thus opening entitlement to overtime recovery for the employee.

The tracking of hours is done very simply via a form provided for this purpose which automatically calculates the number of overtime hours worked by the employee. The control by the manager is just as simple. He receives an email to inform him that a new declaration has just been submitted. All he has to do is validate the request.

In order to comply with company policy, the intranet solution allows you to define a premium hour policy per timeslot. For instance, you can indicate that an hour worked on a Saturday gives a two-hour recovery entitlement. Thanks to the granularity offered by the solution, it is possible to apply different rules for each employee.

You can also define weekly hours premium rules to apply the bonus on a number of overtime hours worked in a week.

Overtime request submission

The overtime request submission is very easy to complete. It only takes a few seconds to fill out. The employee inputs the time they began work, the time they usually end work and the time they actually ended work, according to the overtime hours carried out. Then, the solution automatically calculates the recovery time length and the associated premium.

Once the overtime recovery balance has been credited, the employee can submit overtime recovery requests on a flexible time basis (e.g. from 15:34 to 17:12) or on a fixed half-day or full-day time basis following the pre-defined times configured in the solution (e.g. 4 hours on Monday morning and 3,5 hours on Monday afternoon). Employees can track the number of hours earned in a summary table showing entitlements, hours recovered and the available balance.

Thanks to this overtime management module, My Intranet becomes an authentic software for employee working time follow-up. This HRIS module is very effective in tracking overtime beyond regular working hours and assessing each employee’s workload. In SaaS mode, we fully take care of the technical implementation and maintenance of this online software.

Automatic acquisition of recovery hours

In some companies, the agreements provide that the employee automatically acquires a few minutes or hours of compensatory rest each day or each week. This is often linked to the fact that the reference timetable represents a package exceeding 35 hours per week.

My Intranet knows perfectly well how to manage this specificity and allows you to define a number of hours of recovery which will be credited automatically for each week worked (or even each day). With this tool, you ensure that the provisions of your collective agreements on working time are respected.

The calculation is done automatically in real time. You can configure rules to indicate which type of absence will suspend the automatic acquisition. For example, you can choose that taking a paid leave during the week will prevent the acquisition.

Payroll preparation

When preparing the payroll, the HR manager can extract the monthly data :

• working time per employee (planned and actual time worked) ;
• number of overtime hours declared per employee ;
• number of recovery hours taken per employee ;
• list of individual declarations.

You can define the period chosen for your extraction.

Simplicity at the service of your productivity

Working time management tools are often complex to configure and use. They are disconnected from leave and absence management. This is not the case with My Intranet which offers a perfectly integrated solution with a simple and fast configuration.

Associate hours worked with activities

My Intranet also integrates a module for monitoring activities. Thanks to this functionality, the employer has a complete visibility on the time spent by employees on the company’s projects and activities.

The employee has nothing to do but enter the time spent each week on each project. Then, his weekly schedule is submitted to his manager. The manager performs a check and validates it. Finally, you have a complete report detailing the time spent on each client, project or activity with details by employee. You can define the period for which you want to extract the data.

Of course, you can also do this work in Excel but the input and consolidation work will be much more laborious. With My Intranet, the time saving for employees is really significant.