18 min read
By integrating Workday Time Tracking with a robust time clock system, your human resources team can unlock the full potential of your workforce management solution. This integration enables seamless sharing of complete and accurate data between the two systems, providing your team with comprehensive reporting and analytical tools that support data-driven decision-making.
Additionally, a Workday-integrated time clock system can help your team streamline compliance management processes and ensure your organization remains in full regulatory compliance.
Maximize the potential of upgraded hardware to elevate your HR department and empower your entire organization.
the importance of data sharing in a workday time clock integration
To ensure that your HR and payroll teams get the most out of both Workday and its integrated back-office solutions, it is essential to have timely and accurate employee time-tracking data from the clocks. Instead of relying on a one-way flow of employee attendance data going to payroll, consider using a time clock system that is:
- Purpose-built to integrate with Workday, allowing the data collected from the time clock to be used across the Workday environment, not just for payroll.
- Automated to ensure reliable employee time data collected at the time clock is seamlessly transmitted to your Workday system. This way, your HR and Payroll teams always have access to the most up-to-date data when making critical decisions.
The reliable collection of employee tracking data at the time clock is critical for a successful Workday time clock integration. If a time clock isn’t working correctly or gets disconnected from your network, it could negatively affect the automated transmission of employee time tracking data. That’s why ATS built a time clock monitoring tool, called ClockWatch™, in our Workday-certified TimeCom® time clock solution.
ClockWatch is a web-based application that gives the IT team real-time visibility of every time clock deployed across a company’s locations. With a visual dashboard displaying each clock’s operational and connectivity status, the IT teams can easily see when a time clock appears offline and then can provide technical support quickly, minimizing any slowdown in current data flowing back to Workday.
Fortunately, if communication with the clock is down, TimeCom’s Workday-compatible time clocks remain operational for the employees. The time clocks will continue to collect and store the attendance data locally on the time clock until communication is restored and the data transmission restarted. The time tracking data collection remains automated end-to-end, and no data is lost.
The ClockWatch dashboard also has a direct communication channel to ATS customer service in case the IT team needs extra support. Visit this page to learn more about ClockWatch.
collect complete and accurate tracking data at the time clock
Sharing data with your Workday system is only valuable if the time clock can accurately collect the full scope of data needed. This ensures that:
- The employee records used by HR staff contain reliable information.
- The payroll system has all the data to run payroll accurately, including paying employees for all hours worked at the proper rates and calculating the correct deductions.
You know how complex payroll calculations can be, especially with larger workforces that span multiple jurisdictions. Invest in a time clock system that can be configured to collect all the data your company needs to automate the payroll data collection process fully. As a baseline, the time clock should be configurable to:
- Collect work location data so payroll can calculate taxes and overtime pay accurately.
- Allow for labeling of punch types for improved meal and break time reporting.
- Group employees by department and/or job so work hours and labor costs can be easily attributed for reporting and analytical purposes.
With a flexible, configurable time clock, you can automate the collection of a wide variety of data that will enhance your reporting and analysis of your workforce behaviors and costs. Visit this page to how the right time clock unites HR and payroll.
upgrade your workforce management reporting tools
When the time clock sends current, accurate, and complete time tracking data to Workday time and attendance, the HR team can access it through Workday’s reporting tools for enhanced workforce management analysis.
Having accurate attendance records helps HR staff proactively manage absenteeism and minimize costs. With the Workday - TimeCom integration, you can run reports comparing scheduled work hours against actual work hours. This can identify employees with high tendencies to miss shifts or regularly show up late, or leave early. The same data sets can be used to evaluate employee productivity as a workforce and individually.
As another example, improved reporting with larger data sets can also help you to analyze payroll to ensure accuracy and identify costly trends, such as the use of overtime or temporary workers.
get more insight and trends with clockwatch
Our ClockWatch time clock monitoring tool provides additional data about how the time clocks are used, which launches an entirely new reporting segment: analyzing time clock operational status and usage. ClockWatch comes with reporting on:
- Employee time clock history to track individual usage.
- Clock utilization so HR can see which time clocks get heavy or little use.
The combination of this information can be used to streamline the flow of employees at shift change by gearing them to the most suitable clock locations. Our Workday-compatible time clocks can even be grouped and configured to allow only certain groups of employees to use specific time clocks to further speed up the clocking in and out process.
workday integration with time clock simplifies compliance
Managing legal and contractual compliance can be a challenging task that requires significant oversight. However, an integrated system of Workday and a robust time clock can provide your HR team with considerable support that makes the burden lighter. Here are some of the benefits that come with it:
The improved data integration and reporting helps minimize the risk of:
- Over-scheduling employees.
- Not providing them with proper break time.
- Miscalculating pay rates for overtime or other times when the pay rate may vary from their standard hourly rate.
Multiply these risks with the fact that all these labor laws may have varying requirements for employees working in different jurisdictions. Having the data integrations and software services that provide guardrails saves the company both in HR effort hours managing compliance issues and lowers the risk of fines or penalties for being out of compliance.
Furthermore, the automated collection of complete attendance records simplifies the process and reduces the costs of complying with the legal record-keeping requirements that show compliance with various labor laws. Poor record keeping is often construed against the employer in case of an administrative review or wage-and-hour lawsuit.
workday time clock integration provides strategic value
TimeCom is our Cloud-based time clock employee attendance data collection solution, purpose-built to integrate with Workday. Through this integration, your HR team will have more time to spend on higher-value work because of the improved automation and extra services handled by the TimeCom system.
Zep Inc., a leading consumable chemical packaged goods company, integrated TimeCom into its Workday environment, which resulted in the elimination of time-consuming administrative work, including HR staff handling time-off requests or time-sensitive urgent tasks like reconciling a high error rate in payroll. The HR team was freed to focus on more strategic and impactful priorities, making the department a more valuable resource to the company. You can read more about Zep’s TimeCom - Workday integration here or visit our wesbite to schedule a live demo of TimeCom.
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Biometric Usage: Growing concerns over the privacy and security of biometrics are driving government regulations surrounding the definition of personal data and how to protect it. These regulations vary from country to country, state-to-state, and in some cases city by city. Most often the governing regulations are dictated based on the location where the information is being collected. It is important to understand the local regulations in the geographic areas in which you operate. If you are uncertain regarding your regulatory obligations, we encourage you to consult with your legal counsel.