Election office of one of about 7000 municipalities in our country. The reception time of the public has already been extended to allow the withdrawal of the electoral certificate, the duplicate for those who lost it, for the delivery of documents of those who will vote from home, and for any other need. The staff will have to work overtime to cover the extension of the office opening hours. There is a clocking machine that certifies the performance of the contractual hours and any overtime.
A hospital ward. Intensive work for doctors and medical staff. Sometimes someone is absent for personal or health reasons. Those who are there have to stay beyond their hours. There is a clocking machine that certifies the performance of the contractual timetable and any overtime.
The construction site of a small villa under construction. Work in economy, only the foreman and five bricklayers. Occasionally, when needed, the electrician or the plumber arrives. In a fortnight or so, when the radiators are installed and the base for the floor is ready, the tiler will arrive. There is no clocking machine.
Study of an accountant. We are close to the deadline for the presentation of the Unico model. Many customers, a lot of work. The firm’s four employees have been working overtime for the past fortnight. But the firm is small. There is no clocking machine.
Cleaning company. The employees work in offices located in different parts of the city. They do not always manage to stay on time to do their work. There is no stamping machine.
Project Reporting: different activities, different uses
As you can see from these few examples, there are many activities that require the control of working hours performed by employees, but often, especially in small businesses, there is no stamping machine, or other tool capable of communicating this data to the personnel department. What happens then? The worker declares how many hours worked that day, at best on a paper model, often on any sheet of paper. The employer, or on his behalf the secretary or other appointee, collects all the pieces of paper that he received daily or weekly and tries to understand them. Think of a situation where the hours are strongly monitored and have a significant impact on the development of the project, as is the case with the reporting on European projects. Evidently the effort that all this requires is not little, the risk of error is high and above all the time to be used to make order could be used much better if a more structured methodology was adopted. In other words, if the worker had the opportunity to present a daily report of his activity through an online tool. If he could then access via smartphone, now in the hands of everyone, to a platform that allows reporting, indicating for each specific activity the hours spent, justifying any delay than expected, requiring the payment of overtime.
Reporting for less complex activities
There are at least two ways to define such a report. The first is based on an objective element, the clock: the worker accesses the online module at a given time, recorded by the system, chooses from a menu the activity he is going to perform, and each time this changes he accesses again and modifies the choice. The clock records the time of each activity. But the drawbacks are many: you can forget to perform the operation, if you perform different activities, and then the overall time must be rounded up or down, because the clock considers the minutes and seconds (3 hours and 2 minutes, 2 hours and 58).
The other way is based on activities and not on time. At the end of the day, the worker chooses from the menu the one or those he or she has done and matches each one with a number of hours, until the daily time is completed. He can enter overtime hours, justifying the need. The employer or administration can easily verify that the contractual time has been completed, without fear of transcription errors. They can also check overtime hours, see if there are any anomalies, i.e. if some workers have used more overtime than others with a similar role. From the examination of the data you can also understand if some activity requires more time than expected, and evaluate if you need to make interventions in terms of increasing staff or planning hours.
Reporting on European projects and other 360° activities
In short, we must not only think about the reporting on European projects, the reporting of projects of computer science studies or research centers, but also the reporting that is carried out in companies of varied size and professionalism, in very different work areas.
Therefore, a reporting of working hours supported by a cloud-based platform, such as the one that offers HR-Assistant (to learn more: click here) can find application in reality more or less complex, adapt in a flexible and personalized way to seemingly distant work areas. Saving time and effort.