EMAIL Header 5 Reasons to Move to the Cloud

Top 5 Reasons to Move to the Cloud for Employee Time Tracking, Forms Automation, and Asset Tracking

By Shannon Corgan, Director of Marketing  

When purchasing software for employee time tracking, forms automation, or asset tracking some companies stick with purchasing software in the same way they have done in the past, but that is not what the most innovative companies are doing. The most innovative companies are looking to achieve their time to value as quickly as possible with the least amount of resources to accomplish it. As a result, these innovators are turning to cloud-based solutions for employee time tracking and forms automation. Check out our Top Five Reasons to Move to the Cloud for Employee Time Tracking and Forms Automation:  


1.Total Cost of Ownership

When looking at the cost of a cloud solution for employee time tracking, mobile forms, or asset tracking compared to on-premise solutions, you have to make sure you’re comparing apples to apples. Many times companies only look at the license cost for the on-premise software and compare it to the SaaS recurring subscription costs. They fail to take into account the annual supports costs that average 18% - 20% of the license cost. Most folks tend to forget to include the costs for hardware and technical staff to support the software. With cloud solutions for employee time tracking and forms automation, many of the additional on-premise costs that are often not included in the total cost of the purchase are included in the subscription costs. This typically leads to a lower total cost of ownership for cloud solutions.


IT Resources

2. IT Resources Needed

Gartner estimates that IT organizations devote more than 75 percent of their budgets solely to operating and maintaining existing systems and software infrastructure. In addition, Gartner found that companies can spend up to four times the initial software license cost to own, operate and manage applications. With cloud solutions for employee time tracking and mobile forms, there are no additional costs for technical support or any additional servers that need to be maintained by IT staff. This is all included in the annual or monthly subscription fee.  



Rapid Implementation

3.  Rapid Implementation

On-premise implementations can take several months to deploy and some extend beyond a year while cloud-based employee time tracking and mobile forms solutions can be implemented within days. Not only are cloud deployments much faster, but they are also much less expensive. On-premise implementations can be quite costly and professional services fees can be up to 3X of the initial software purchase price. Cloud solutions are much easier to implement because they don’t require coding to get up and running and have many out-of-the-box accounting systems and business application integrations. It's also easy to for non-coders to personalize employee time tracking or mobile forms solutions in the cloud to improve user adoption and accelerate the time to value. Cloud vendors provide self-service portals with videos and step-by-step instructions to get users up and running quickly. 


Frequent Innovation4. Frequent Innovation

Cloud solutions for employee time tracking and mobile forms usually provide improvements to their software on a frequent basis and require no action by the user or company’s IT department. The new features are instantly available and can be accessed as they log into the software. Cloud users are also always on the most current version of the software and can start using the new features to become more efficient. This is a stark contrast to new feature enhancements for on-premise software that are typically done annually and can be disruptive to customers. On-premise software upgrades often require IT staff to upgrade other software or servers to support the new version of the on-premise software. This can require many IT resources to accomplish this. 



Vendor Accountability

 5. More Accountable Vendors with Cloud

Many cloud vendors offer month to month licenses, so they have to earn their customer’s business every month and keep them happy by providing top-notch technical support and high levels of customer satisfaction. Cloud vendors are financially motivated to keep their customers happy. They must continue to provide new innovations and improvements to keep their customers happy. In contrast, traditional on-premise software vendors sell the license and move on.



To learn more about WorkMax TIME or FORMS, View our Demos on Demand by clicking on the buttons below.


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Success with Webinar, Get HR in the Game by Impacting the Bottom-line
By Shannon Corgan, Director of Marketing 


This week we partnered with for their Workforce Management Virtual Event to present, “Get HR in the Game by Impacting the Bottom-line” with record attendance mostly from the U.S. and Canada. 

Many HR professionals feel like their departments struggle to come up with ways that HR can be innovative and use technology to have an organization wide positive impact on the bottom line. They are also trying to remove the negative perception of  HR as a cost center and not a revenue generating department that can affect business outcomes. HR professionals also have a hard time finding ways to show their contribution to the business metrics needed to earn their seat at the table with the Executive Team.During the webinar, we went over the key business metrics and gave some great examples of how HR can affect those key business metrics for employee time tracking, payroll, and HR forms automation.

We went through examples of how you can build your business case to implement employee time tracking solutions for real time data capture on any device no matter where your employees work to reduce your labor costs, eliminate manual data entry and reduce out of cycle payroll checks. As we all know with the FSLA cases for minimum wage and overtime violations at an all-time high in 2015, we know how important it is to make sure we are accurately paying employees. This makes it more important than ever for HR professionals to have an employee time tracking solution that is flexible enough to automatically calculate overtime accurately, no matter how simple or complex the calculation.

In addition to going through the business metrics, we gave real world examples of how employee time tracking solutions can not only lower your labor costs, but how it can also have a positive impact on your company’s productivity. We showed attendees how to calculate the cost savings to demonstrate the impact automated employee time tracking could have for your organization. We also showed how to calculate the time savings and associated cost savings you can acheive by eliminating manual time entry from paper time cards or spreadsheets to an automated employee time tracking solution that integrates with your other business applications.

During the webinar, we polled the audience to find out how they currently collect data on forms. Here are the results:


Forms Data Collection Graph

One of the biggest cost savings a company can achieve is through automating paper forms and time cards. Half the audience during the webinar were companies over 500 employees, and it was interesting to see that large companies are still not fully automated. Most are still using a combination of paper and electronic forms to do business.

Paper forms are making it increasingly difficult for HR professionals to have the global visibility they need to stay on top of changes to OSHA regulations. This year, there were changes to the interpretation of the OSHA rules regarding multi-location businesses. If you have more than one location and they find a violation, companies are now responsible for correcting the violation at all of their locations. This can be quite a challenge with paper forms. With multi-location businesses, you want to have mobile forms available on any device, no matter where it happens, so that all the safety officers can be alerted and fix the hazard.

The paper forms for safety are also an issue because of new regulations for electronic OSHA form submissions. In 2017, most companies will be required to submit OHSA forms electronically. If you get mobile forms now, you’ll be ahead of the curve and can easily send the data to OSHA. To find out more about the electronic form submissions, click here.  

The webinar was such a success and the one of the key take-aways from the webinar is that HR professionals recognized the need to promote automation and the cost savings benefits by using technology at a greater level. Another attendee really liked the concrete examples of how to justify the cost for automating employee time tracking and mobile forms.

Click here to watch the webinar video to learn more about how you can get in the game and use technology to impact your company’s bottom-line.


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Judge Delays Overtime Rule 1


Judge Delays Overtime Rule 

By Shannon Corgan, Director of Marketing 

For the last year, HR Professionals and business owners were focused on what the new overtime rules were for FSLA, when it would go into effect, and how it was going to impact their company’s labor costs. Since then, you’ve done all the right things which include reviewing your exempt level employees that make between $455 and $921 a week or $23,660 to $47,892 a year.


On November 22nd, less than 10 days before the new overtime rules went into effect on December 1st, Federal Judge Amos Louis Mazzant III issued an injunction that would have required employers to pay overtime to nearly four million previously exempt employees. Judge Mazzant III called the regulation unlawful and said that such actions should be left to Congress. The lawsuit was brought forth by 21 states, business groups, including the U.S. Chamber of Commerce.



Mazzant noted that the DOL “has admitted that it cannot create an evaluation ‘based on salary alone.’ ” However, “this significant increase to the salary level creates essentially a de facto salary-only test,” he said. “If Congress intended the salary requirement to supplant the duties test, then Congress—and not the department—should make that change.”

The Department of Labor is strongly opposed to this injunction and can appeal the decision.

What does this mean for your business?  

Right now, it’s a temporary injunction that will keep things as they are right now until the case has been reviewed to determine if the case has merit. This means that everything is business as usual and you’re not required to do anything new by December 1st.
Many of you have either raised exempt employees’ salaries above the new salary threshold or changed the employees’ statuses to non-exempt.
For those of you that were waiting to implement the changes until December 1st, Alfred Robinson Jr., an attorney with Ogletree Deakins in Washington, D.C., and a former acting administrator of the DOL's Wage and Hour Division said that you may want to wait for the final decision on the lawsuit if you haven’t made any changes yet.
Robinson said companies will likely keep the salary increases in place, if they have already raised exempt level employees’ salary above the $921 per week threshold to keep them classified as exempt.

What should you do now?

For those of you that haven’t made any changes to your exempt employees that make between $455 per week and $921 per week, it would be a great time to start tracking their time. Use this time while the courts are working on their final ruling to have your exempt level employees track their time. This way you will be able to budget your resources and anticipate the financial impact, if the new overtime rules go into effect.
Asking exempt employees to track their time each day will be a big change, so make sure your employee time tracking is easy to use and accessible. The potential changes of these exempt level employees to non-exempt will also affect their supervisors and managers. They will now need to keep an eye on the number of hours worked for these exempt employees that haven’t been monitored in the past.

Easy Button flat green   Employee time tracking can be easy to implement and easy to use for your employees, if you select the right workforce management solution. Companies that do business in multiple states or have union workers, should make sure to have a flexible enough employee time tracking solution to automatically calculate as many overtime pay scenarios as you need. For those of you that may need to reclassify employees to non-exempt and eligible for overtime pay, you need to make sure you have an employee time tracking solution that can make it easy for employees to see how many hours they have worked in real time. This will help make sure your labor costs are within budget. 
Mobile App       

You also want to make sure you have an easy way for managers or supervisors to see how many hours their employees have worked that can be accessed on their computer, laptop, or mobile device, no matter where they are. This is why it is more imperative than ever to have a mobile app for employee time tracking. With a Mobile App, supervisors, managers and employees can view the hours they have submitted in real time to prevent exceeding your budgeted labor costs. 

We’ll keep you posted on any rulings related to the rulings on the overtime, but get started to find out how easy it can be to implement an employee time tracking solution for your business.


Top 10 Employee Time Tracking Criteria


Top 10 Criteria to Consider for Employee Time Tracking
By: Shannon Corgan, Director of Marketing 

It can be said, you don’t know what you don’t know. You know the problems you’re trying to fix right now, but are you aware of other technology advancements that could make your payroll processing easier? When you’re looking for an employee time tracking solution, there are many important things to consider. Is the employee time tracking solution able to solve your current issues or can it solve future challenges you’re not even aware of right now? Will it fit your company in the future? To help companies like yours figure this out, we compiled the top questions you will need to answer as you evaluate viable options for accomplishing your employee time tracking goals.


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 1. Integrations

Does the employee time tracking solution truly integrate with your payroll, accounting or HRIS software? Integrations to your key business systems like accounting, finance and HR systems streamline internal processes and boost the power of employee time tracking benefits immeasurably.




Mobile App

2. Mobile App

Do you have employees that work outside of the office and want to provide them an easy way to track their time without physically going into the office? Since over 95% of mobile devices in the market today are either iOS or Android, does the employee time tracking solution offer both iOS or Android Mobile Apps that are consistent and user-friendly? Can employees track their time own time or would you like a team leader do it for them from a mobile App?



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 3. Ease of Use

Can you and your employees adopt the software easily or will they need an expensive implementation consultant and a rigorous training program? Can you personalize your software to use your unique industry lingo to accelerate user adoption? Is it easy for employees to enter time and is it easy for supervisors to approve those entries from the office or the field? 



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 4. Scalable

Can the software grow with your company or will your company’s needs outgrow the employee time tracking solution? If your company is hiring new employees or growing through acquisition, can the system handle the newly added employees comfortably? Will the complexity of your employee time tracking needs change when you’re expanding into different geographic areas with new regulations or when you hire union workers? Will you need to consider shift work and pay differentials or other possible exceptions?

Cloud or On Prem5. IT Infrastructure

There are pros and cons to storing data on your private company servers or out in the cloud. Accessibility to the solution is also a large consideration. If you already have servers and a capable IT staff then conventional software solutions may be advantageous. However, if you’re looking for low upfront costs with low-to-no IT staff needed to manage the product installs or updates, then you should look at cloud solutions for employee time tracking. Another cloud benefit is typically ongoing software support and maintenance contracts are included with cloud solutions and are not an additional fee. Best of all, cloud solutions allow your team to access your employee time tracking solution from anywhere, anytime without installing and maintaining software.


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6. Signatures

Do you need employee signatures to be compliant with any state, federal or union regulations? Is there a method to capture these signatures from a mobile device or time clock?



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7. Multiple Employee Shifts

Do you need an employee time tracking solution that allows you to apply unique shift rules to ensure accurate paychecks for employees with varying pay rates? Many companies have employees that work multiple shifts where they have pay differentials.

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8. Data Collection Method

Do you want to capture labor in real time or after-the- fact? Do you want your supervisors to clock in a group of employees at the beginning of the shift or allow employees to log their own time? Do you require an employee time tracking solution that does both? Do you want employees to clock in from one computer in the office or on a laptop or tablet at a job site so that it functions like time clock? Do you want to be able to have mobile employees capture their time when they are without an internet connection?

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9. GPS and Geofencing

Do you need GPS tracking to stamp the physical location as your employees clock in and out of the mobile time tracking solution?  Would you like a Geofence alert when employees are outside of their work area when they are clocking IN or OUT?


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10. Assign Hours or Units to a Project and/or Activity

Do you need to track units of completion and/or assign employee hours to a project or activity? Do you need it in real time or at the end of the pay period? Some companies want to track the activities and units completed on a project or job in real time and others only need it on a daily, weekly, or bi-weekly basis.


 There are many things to consider when you’re selecting an employee time tracking solution. Make sure you are getting everything you need the first time to ensure your investment will be rapidly returned so your organization can enjoy many years of continued benefit from your product of choice. If you are looking for all or some of these features, make sure to view our WorkMax demo.