A Computerized Time Clock System is an employee time tracking system that is suitable for most organizations. A computerized time clock collects employee Punch IN (time in) and Punch OUT (time out) information and combines and collates it into management reports. These reports are typically used for generating the information required to produce the payroll.

Computerized time clock systems are available in different configurations and capacities so you can build a system to match the size of your organization.

The system consists of one or more punch card or access units combined with software that runs on an ordinary PC or other computer system (UNIX, LINUX etc).

The punch card or access unit(s) collect the employee Punch IN (time in) and Punch OUT (time out) data and pass it onto the computer, where it is used to generate management reports and potentially the payroll. Used together the components create a computerized time clock system.

The major benefit of these systems is that once set up, they automatically collect all the employee information into a central computer (generally a standard PC) which then processes the reports.

Features vary between systems, but will include a good range of management reports to accommodate your organization's holiday, overtime, shift and pay-period policies.

You can buy an entry-level computerized time clock system which allows employees to Punch IN and OUT at one location, or a network-version where employees can Punch IN and OUT at multiple locations.

The data collection can be accomplished by various means, including traditional time clocks, time-and-date stamps, guard tour systems and access control systems activated by badges or proximity cards.

You can also buy computerized time clock systems that support newer biometric registration systems such as finger, hand, and subcutaneous fingerprint readers; proximity, barcode, and magnetic stripe badge readers and even telephone (using voice recognition).

You should expect to find the following types of reports from a computerized time clock system.

- Employee Time Card Report

- Who is IN, Who is OUT Report

- Hours Worked Summary

- Shifts Report

- Holidays Report

- Time Card Approval

- Approaching Overtime

- Daily Totals By Employee

- Employee Profiles Report

A typical PC configuration will require:

- Intel Pentium II 400mhz or higher with Minimum 128MB Memory (Note most modern PCs will use a Pentium IV with 256MB Memory)
- CD-ROM Drive
- At least 256 SVGA video
- 150MB available hard disk space
- Windows 98SE/2000/2003-Server/NT4.0(SP6a)/XP

Some software also runs on larger systems using UNIX or LINUX.

The author has a passion for accurate record keeping and a fascination for any technology that improves and simplifies that process. Learn more about computerized timeclocks by visiting his website.

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