What are the criteria for choosing a T&A software?

This article will guide you through the different criteria to take into consideration when choosing your T&A solution.

What is T&A?

Time and Activity Management (T&A) is an essential pillar of Human Resources management. It covers everything from managing overtime to detailed project analysis. But what exactly is T&A? Which type of company is it intended for? And what are its main components?

T&A, or Time and Activity Management, is the process where a company manages and analyses the working hours, as well as the attendance and absences of its employees. This information can then be broken down  down and analysed according to company departments, cost centres or even according to a defined project

T&A software: for whom?

Every company, regardless of its size or business sector, needs to manage its time and activities accurately in accordance with company regulations. However, the requirements vary considerably, between small organisations with 10 or less employees to large multinational organisations.

Similarly, a company operating in a sector with specific work cycles will have different expectations in terms of T&A than a company where all employees work 35 hours from Monday to Friday.

Choosing a T&A software: Assess your company's needs

Before looking for at any Time and Activity Management (T&A) software, it is essential to understand the specific needs of your company. Indeed, a company with less than 10 employees will not have the same needs as a large multi-site group. A company's needs may also differ depending on its business sector. Analysing your needs will enable you to select a software that is perfectly in tune with your organisation's objectives and requirements.

Company size and workforce

The size of your company and the number of employees are determining factors when choosing a T&A software. A small business might prefer a simple and affordable solution, while a large business might need more comprehensive and customisable software capable of managing a large volumes of data and users.

Business sectors and specificities

Your company's sector of activity and its business specificities largely influence the choice of a software. Some sectors, such as healthcare, construction or transport, may have particular time and attendance management needs, such as managing work cycles or complying with specific regulations. It is therefore crucial to choose the software that meets these specific needs.

Short- and long-term objectives

Clearly defining your short- and long-term goals in terms of workforce management will help you identify the software's essential functionalities. Whether you want to improve productivity, reduce time and labor costs, or optimise project planning, your goals will guide your decision. 

The essential features of a T&A software

When it comes to choosing Time and Activity Management (T&A) software, the functionalities available are a crucial selection criterion. The functionalities provided should be matched to the needs identified previously. Here are some of the essential functions available in T&A software:

Entering and monitoring working time

A good T&A software should accomodate easy entry and accurate monitoring of employees' working hours. Whether it's through an on-site clocking system, a mobile application or an online interface, company employees must be able to register their hours in a simple and user-friendly way.

Absence and leave management

Absence and leave management is another key functionality of T&A software. In order to save HR managers valuable time, the software must be able to allow employees to request leave electronically; administrators and/or managers then simply have to approve or reject these requests.

In addition, the T&A software must be able to monitor and analyse absences, whether they be paid leave, sick leave or training days.

Schedule planning

The ability to plan shifts is also important. The software should offer tools to create and schedule planning, while considering the resources available, their skills and work regulations. It should also be possible to monitor equity between employees using appropriate planning tools.

Reporting and analytics

Beyond the day-to-day management of employees' working time, an effective T&A software should offer complementary reporting and analysis functionalities. This includes generating reports on hours worked, labour costs, productivity and other key performance indicators (KPIs) that can help make informed decisions.

The criteria for choosing a T&A solution

Choosing a Time and Activity Management (T&A) software solution is a crucial step for any company looking to optimise its human resources and productivity. This choice should not be taken lightly, as it will have a direct impact on the daily lives of company employees and managers. But what are the essential criteria to consider when choosing time management software?

Ergonomics and user-friendliness

Ergonomics is an essential criterion. The software should enable a flexible set-up to adapt to the specific needs of each company. An intuitive interface is beneficial for both managers and employees, who will be able to monitor and manage their time independently. An important criterion is the ability to directly manage the configuration of the solution, without having to systematically request special developments. This means you can be more responsive when adapting your software to changes in your organisation. 

Ergonomics is an essential criterion. The software should enable a flexible set-up to adapt to the specific needs of each company. An intuitive interface is beneficial for both managers and employees, who will be able to monitor and manage their time independently. An important criterion is the ability to directly manage the configuration of the solution, without having to systematically request special developments. This means you can be more responsive when adapting your software to changes in your organisation. 

Features that make a difference

Some T&A software solutions offer advanced features that can really make all the difference. Here are a few of the features that can help tip the scales:

• Customisable dashboards.
• Automated alerts.
• Decentralised employee entry.
• Advanced analysis tools.

Integration and compatibility

Good T&A software should be able to integrate easily with other systems in place in the company, such as payroll or ERP systems. Compatibility with mobile devices is also a plus for remote management.

Support and assistance

Deployment assistance is an often overlooked but crucial aspect. The support service should go beyond software alone to include ongoing assistance, training, and regular updates.

Compliance and security

Data security and compliance with current regulations are non-negotiable aspects. The software must guarantee the accuracy of calculations and be capable of translating the company's specific agreements and practices.

Cost and rate model

Cost is of course an important factor. It is essential to take into account not only the initial cost, but also any hidden costs, such as those associated with training or upgrades. The pricing model must also be clear.

Some software solutions are available via a monthly subscription model, while others are sold as a single licence. There are also hybrid models with a "one shot" licence and a monthly subscription.