What does the ideal Timesheet Tracking System contain?

By
Shariq Ansari
December 20, 2022
5 mins to read
Mining workers in an underground coal mine

Timesheets are a very essential mechanism that decision-makers can use to assess productivity. But the issue with traditional timesheets, despite all the valuable insight that can be extracted from them, is that both paper-based timesheets, as well as digital spreadsheets built on Excel / Google Sheets, are inefficient and vulnerable to the possibility of mismanagement. By the time the data on these timesheets have been analyzed, the value of the data is lost and management gets a less transparent picture of actual operations.

With a Timesheet Monitoring template, the whole process becomes automatic, allowing decision-makers full access to historic and real-time insights into timesheet data as the end-user inputs it into their operations management app, eliminating any unnecessary channels that this data has to go through. With these insights, management can isolate gaps in the underutilization of their workforce or processes that could be optimized with redistribution in the quality or quantity of personnel. Timesheet Monitoring templates can also break down different crews' productivity graphs and labor costs in one click, enabling supervisors to take necessary actions.

Automated Timesheet Monitoring Templates: What do they offer?

Automation can significantly enhance the efficiency and accuracy of timesheet monitoring. An ideal timesheet monitoring template should incorporate automated features that reduce manual data entry and human error. By leveraging technology, companies can streamline the timesheet management process and improve overall productivity.

For example, the template can include dropdown menus for employees to select projects or tasks. This eliminates the need for manual typing and ensures consistency in project/task naming conventions. Additionally, predefined options for common activities can be included in the template, allowing employees to quickly select the appropriate activity without having to type it out each time. This not only saves time but also reduces the chances of errors or inconsistencies in activity descriptions.

Furthermore, an ideal timesheet monitoring template should have automatic calculations for regular and overtime hours. By inputting the start and end times of each work period, the template can automatically calculate the total hours worked, taking into account any overtime or break periods. This automation eliminates the need for manual calculations, reducing the chances of errors and ensuring accurate recording of work hours.

By automating repetitive tasks, companies can save time, reduce errors, and improve the overall accuracy of timesheet data. This allows management to focus on more strategic activities and ensures that employee work hours are accurately captured and reported.

Timesheet Management Systems can be integrated with biometric devices as well and have the following benefits:

  • Accurate time recording
  • Real-time clock-in and clock-out time data
  • Error-free payroll calculation
  • Data manipulation elimination
  • Absence and leave management
  • Overtime calculation
  • Time-saving attendance process

The data generated can be used for operations listed below:

  • Flexible attendance solutions that include efficient shift mapping, and leave policies that meet the requirements of multiple departments, locations, and hierarchies.
  • Tailored reports and analytics using the system's data. The reports generated insights into hours worked, shift patterns, etc., to constantly improve productivity.

The ideal Timesheet Monitoring template should be:

  • Well-integrated - Pick a solution that is easier to integrate with your payroll platform, employee database system, employee portal, etc. But thanks to Grid, all of the above are easily available on a single platform, without the need for integrations or coding.
  • Low-code - Management and Human Resources personnel are not well-versed when it comes to software or application development. Hence, they require a solution that's not only endlessly customizable to suit all their needs but also requires almost or absolutely no coding. Low-code/no-code platforms' intuitive user experience, the drag-and-drop feature in particular.
  • Running on the cloud - Cloud-based timesheet software is integration-ready and also accessible to your users at any time and from anywhere. Accessibility on the cloud is also a great advantage since mining businesses have employees or teams working from remote locations.

In 2022, Timesheet Monitoring is frequently conducted via pen-and-paper, where employees fill out a checklist and submit it before starting work. However, filing, storing, and managing these documents can be a time-consuming and expensive task. It's much easier and more efficient to use a digital Timesheet Monitoring system such as the one built into Grid. It's available as a template, which means you can set it up in minutes, and have your employees begin using it immediately.

Key Components of Grid's Timesheet Monitoring Template

An ideal timesheet monitoring template should include essential information and provide functionalities that simplify the time tracking process and enhance accuracy. By leveraging technology, companies can design templates that suit their specific needs and cater to the unique requirements of the mining and exploration industry. Let's explore the key components that make up an ideal timesheet monitoring template.

Essential Information included in your Timesheets

A well-designed timesheet template should include fields for essential information such as employee details, project or task names, and dates. This information is crucial for effective tracking and management of employee work hours. By capturing employee details, companies can easily identify who worked on a specific project or task and track their productivity. Additionally, including dates in the timesheet allows for accurate recording of when the work was performed, aiding in project scheduling and resource allocation.

Furthermore, an ideal timesheet template should allow employees to record their working hours accurately. This includes regular hours, overtime hours, and breaks. By providing separate fields for each type of work hour, companies can ensure that the timesheet captures all relevant information. This level of detail enables accurate calculation of wages, adherence to labor laws, and identification of potential areas for improvement in employee productivity.

In addition to capturing work hours, the template should also provide space for employees to add notes or comments regarding their work. This feature allows employees to provide context and additional information about their tasks, making it easier to track project progress and identify any potential issues or delays. By encouraging employees to provide detailed notes, companies can gain valuable insights into the challenges faced during the project and take appropriate actions to address them.

The system contains several key elements to effectively track work hours, manage tasks, and ensure compliance with safety and regulatory standards. Here's every bit of information that it covers:

  1. Employee Information: This includes the name, ID, designation, and department of each employee. It helps in identifying who is working on what task.
  2. Date and Shift Details: This section records the specific dates and shift timings (e.g., morning, afternoon, night) as mining often involves multiple shifts.
  3. Task or Project Details: This part specifies the tasks or projects employees are assigned to. It could include exploration, drilling, equipment maintenance, data analysis, etc.
  4. Hours Worked: Detailed recording of hours worked each day, including regular hours and overtime. This is crucial for payroll and to ensure compliance with labor laws.
  5. Safety Training and Compliance: A section to record any safety training or compliance-related activities, which are critical in the mining industry.
  6. Equipment Usage: If applicable, record the use of equipment by employees, which helps in tracking equipment utilization and maintenance needs.
  7. Location or Site Details: In mining and exploration, work often occurs at multiple sites. Recording the specific site where work is performed is important for logistical and safety reasons.
  8. Comments/Notes Section: For any additional notes, such as hazards identified, equipment issues, or other observations important for daily operations.
  9. Supervisor's Approval: A section for supervisors to sign off on the timesheet, ensuring that the hours and tasks recorded are accurate.
  10. Health and Safety Observations: Space to note any health and safety incidents or observations, which is vital for maintaining a safe work environment.
  11. Environmental Impact Notes: If relevant, notes on any observed environmental impacts, which is especially important in environmentally sensitive areas.

This template is completely customizable for ease of use and integrates swiftly with existing company systems.

An ideal Timesheet Monitoring Template for Mining and Exploration is more than just a document; it's a tool that encapsulates the nuances of the industry. It needs to balance the detailed record-keeping required for operational efficiency, legal compliance, and safety management. While the template provided here offers a solid foundation, remember that the best templates are those that evolve to meet the unique demands of their operational context.

Want to see how Grid can help you set up a Timesheet Monitoring system on your mining sites?

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Shariq Ansari
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