5 key benefits of an RCP system (Working time settlement)

The automatic settlement of working time provides a measurable improvement in the daily work of HR and payroll departments. It also ensures the compliance of the process with the applicable regulations and with the work schedule. What other benefits can employers using the RCP system enjoy?

What are RCP systems?

The RCP system (Work Time Registration and Settlement) is an IT tool for planning, registering, controlling and settlement the employees’ working time on the basis of reliable and up-to-date data. The system automatically verifies the correctness of data in terms of compliance with labour law regulations and work schedule.

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RCP implementation – why is it worth to do so?

Process automation is one of the key trends in the economy today. This trend also applies to HR and payroll departments, which as a result are relieved from many repetitive and monotonous tasks.

These are the five key benefits of implementing an electronic working time settlement system: 

1.    Optimisation of the working time settlement process

The RCP system allows, above all, to shorten the time of accounting the employees’ working time and to carry out this process much more efficiently. Although such solutions are mainly associated with keeping records of working time, they are much more widely used. One of the areas in which they work perfectly is drafting the detailed work schedules.

The schedules generated by the RCP system are much more accurate than those traditionally made in Excel and can be elaborated on the basis of schedule templates defined in the system.

Moreover, the working time settlement system provides significant changes made quickly and on an ongoing basis. It also allows for backward corrections and, what is important, they can be verified immediately. Another great advantage is the involvement in the whole process not only the employees of HR department, but also managers and supervisors responsible for team management.

2.    Compliance with labour law

Compliance with regulations is extremely important. Today’s regulatory environment is constantly and rapidly evolving. This situation may make it difficult for companies to keep up with the new regulations and provisions. Management of compliance with employee regulations is a complex and risky business, regardless of the size of a company. However, with an electronic working time settlement system, a company can be confident that the settlements are compliant with the existing legislation.

The RCP system validates the data entered, verifying whether they are compliant with both labour law and internal regulations. In case of incorrect data input, the system immediately informs about it and does not allow to move on to the next step, regardless of whether it concerns a schedule creation, data input or monthly settlement.

3.    Eliminating the errors

The RCP system verifies, in addition to labour law validations, the consistency and compliance of the data and information entered. This means that it is not possible, for example, to enter a request for overtime for the already scheduled time, an employee’s absence for the time out of schedule or to enter overlapping overtime. Moreover, the system prevents any overtime collection if it has not been worked out within a given period.

The automatic settlement of working time gives employers certainty as to the days and hours actually worked by employees, and makes it possible to exercise ongoing control over the working time and effectiveness of all persons employed in the company.

4.    Regular access to the most recent data

A modern RCP system provides employers with the quick and regular access to up-to-date and historical data on all employees of the organization. Such access includes the information on the company’s organizational structure, individual job positions or detailed data on employees.

Data are updated on an ongoing basis and entered into the system so that a HR employee or a supervisor can quickly filter the database, group employees according to the needs and thus generate the required schedule or settlement.  

5.    Option to generate reports

The working time settlement system makes it possible to generate many different reports with a large number of configurations, including those concerning:

• absences,
• presences,
• duty hours,
• working hours per overtime,
• the staff entry and exit register.

The generated reports provide a quick and clear insight into how individual teams and employees spend their working hours, and the reporting module itself is intuitive and easy to use.

Moreover, reports can be generated for a specific period of time or event and can be saved in various file formats available in the system. It is also worth noting that these reports are compliant with the requirements of the National Labour Inspectorate, and they give employers constant control over the effectiveness of work of the entire organisation.

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