Access Control

Biometric terminals with access control functionality are available.  Access control is a feature useful to almost all organizations, if only they were aware of the benefits.

It enables not only the physical protection of the premises allowing access to authorized personnel only, but also limits access to authorized personnel at authorized days and times only.  

Giving a key to a member staff gives full 24 hour access to your premises, whilst the Access Control feature limits that access to specified days and times and further reports time of arrival and departure and calculates time spent.  

Belina, themselves, use the access control at the front office gate which limits access during the day.  At night and weekends the outside door is locked with a key and given, if necessary, to a responsible person who may need access after hours.  The biometric terminal limits the access to management approved times only.

Application of Rules

Once the system has been updated with the time management rules for the organization management can then can have the assurance that these rules are being consistently applied over a period with impartiality.

Belina ConnectHR

Belina offer Belina ConnectHR which is a free add-on to Belina Time ControlHR. Belina ConnectHR makes time recording data available through the computer network in real-time.   Management can see, from their desk, who is on-site and to know when they came in or went out.  

Breaks

Control amount of time spent on breaks using a daily time-card.

Canteen - and other Unique capabilities

There are a number of uses that the terminals can be used for to bring control to your organization.  It is possible, for example, for the system can be used to record entry into the canteen, produce a meal ticket if the employee satisfies specified criteria.

Flexitime

Belina Time ControlHR has the ability to process flexible shifts and flexitime.  

Guarantee

Leased biometric terminals remain our responsibility to maintain, repair, update and replace.  Once the terminals are installed we are responsible for their maintenance on a 'bring to our office' basis.  We will effect the repair, and if we are not able to effect the repair with a reasonable time are always in a position to provide a swop-out terminal.  The Belina Time ControlHR holds all Employee details, including fingerprints, which can be downloaded to the new terminal, if required.

Leave

Failure to clock-in indicates absence and reduction of pay, unless the time is allocated to a particular category of leave.  The system, therefore, helps to ensure that leave is properly recorded and accounted for.

Job Costing

Belina Time ControlHR enables the accumulation of times per job.  With access to rates of pay in the in the Payroll it is possible to get a real-time job costs.

Overtime and Shorttime

The system provides additional controls to ensure that overtime is correctly calculated and authorized having taken into account any shorttime.  Apply the NEC regulations for your industry.  Options are available to make sure that the normal time component is fully satisfied before allocating time spent to overtime.

Pay for time Spent

Many managers depend on written records attesting to correct arrival and departure times.  This is particularly so when shifts and overtime is being worked when management may not be present to observe staff movements.  The biometric terminals impartially and accurately record arrival and departure times and ensure that employees are, therefore, paid for actual time spent.  

Shifts

Complete flexibility in setting any number of daily routines, shifts and shift rotations.  The 'Auto Allocate Shift' features allocates time spent by an employee to an existing shift if the person clocks in an ad-hoc manner.

Staff Movement

Control time spent by employees doing a specified task during a shift e.g. going out on an errand.

User-friendly

Nearly every software package will say that their system is user friendly.  We feel that we can claim this accolade because our clients tell us so!.  

Working Solution

Belina provides a one-stop-shop working Time Control solution:

•Software - Belina have written the Belina Time ControlHR Software to the highest international standards.  Belina have also written Belina PayrollHR software so there is 100% compatibility between the two systems with seamless integration.

•Belina do the networking.

•Belina supply the biometric terminals,and

•Belina provide the training and support.  

TFT600

TFT500

Fingerprint recognition, Proximity or Keypad entry.  Caters for job costing.   As employees can clock in and out of specific tasks and you will be able to generate productivity reports from the Belina software.

U SCAN 2

Fingerprint recognition, Proximity or Keypad entry.  Has all the functionality of the TFT500, including job costing, now with access control.  

FA1

Fingerprint, Facial, Proximity or Keypad entry.  Has all the functionality of the U SCAN 2, including job costing and access control.  The facial recognition facility uses the skeletal structure of a human face to clock in and out.  It also has a touch pad and inbuilt backup battery that not only retains data during a power failure but allows continued clocking.  

Battery Backup

Terminals are provided with an external battery backup to allow continued clocking during a power failure.  There is also an inbuilt lithium battery that retains data on the terminal during extended power failure where there is no battery backup.

Password Protection

Data on the terminals is not accessible without an administrator password.  Any changes that are made to transactions are noted as adjustments.

Backup

Terminal data is automatically backed up on Belina PayrollHR.  Should there be a malfunction on the terminal the data can be restored either onto the original terminal, or onto a replacement.

Bulk Update

Data can be captured in bulk on Belina PayrollHR and downloaded in a stream down to the terminal.  This avoids having to use the more cumbersome way of capturing data on the terminal itself.

Work Codes

The terminals have the ability to capture Work Codes which are used for Job Costing.  Capturing actual worked time to a Job or Cost Centre and combine it with actual rates of pay, that are also stored in Belina PayrollHR sets our system above other competing products in terms of practical application.

Accurate time calculation

Times are accurately and quickly calculated.  Opportunity for human error is minimized and efficiencies improved.

Access Control

Biometric terminals with access control functionality are available.  Access control is a feature useful to almost all organizations, if only they were aware of the benefits.

It enables not only the physical protection of the premises allowing access to authorized personnel only, but also limits access to authorized personnel at authorized days and times only.  

Giving a key to a member staff gives full 24 hour access to your premises, whilst the Access Control feature limits that access to specified days and times and further reports time of arrival and departure and calculates time spent.  

Belina, themselves, use the access control at the front office gate which limits access during the day.  At night and weekends the outside door is locked with a key and given, if necessary, to a responsible person who may need access after hours.  The biometric terminal limits the access to management approved times only.

Audit Trails

All clocked times are downloaded and kept on file.  Even if changes are made to the times to adjust for practical situations, the original clocking time is maintained.  All changes made to data are highlighted, the Username noted, and kept for audit.

Automatic Shift Allocation

The system is able to automatically allocate shifts to employees basing on the set shift times ranges and the time that the employee would have checked in.

Backup facility

The backup facility enables the backup of Belina Time Control data as well as data on the terminals.  The Belina Time Control software downloads data that is stored on the terminals and stores it together with processed data from the system into the SQL database.  

This includes the employee fingerprints.  If there is a malfunction of a terminal it is a simple matter of running the Synchronization routine to restore data to the terminal thus avoiding the need to re-capture fingerprints.  Terminal Data from the Belina Time Control software can be downloaded to the terminal whenever necessary.

Breaks

Belina has the capacity to accommodate different types of breaks, including tea, lunch, smoke or toilet breaks. There are also reports to show you the time spent on the various breaks taken by each employee.

Canteen Management

Belina has made it possible to monitor and control the issuance of meals such as tea and lunch using a ticketing system. The employee gets a meal ticket by placing their finger on the biometric clock and after that s/he cannot get a second meal ticket until the next meal time or their next work shift depending on the company canteen policy

Data Export

Transferring time information to Belina Payroll is seamless.  Transferring time information to any third party payroll system is also possible using spreadsheet export.

Data Import

When implementing Belina Time Control from a competing product it is possible to import employee and other details from that third party software.    Then on an on-going basis there is a seamless download of data from the terminals.

Data polling

The Belina Time Control System has a very simple method of 'Data Polling' (downloading data from the terminal) into the employee Time Card.

Ease of use

Belina Payroll software has a logical and easy User Interface.  

Adjustments are easy to process,

Import of data straight forward,

Exports to Belina Payroll just a click of a button,

Export time logs into Excel or Notepad

Easy export of date for third party payroll imports.  

Clock transactions can be downloaded automatically a specified intervals.  

Data can be transferred in batches by network, or Flash drive.

Employee Time Card

All times downloaded from the terminal/s into the Belina Time Control softare are automatically allocated to each employee's Time Card.  It will look up the shift that the employee is on and bring up the shift setting start and end times.  When the Calculation Routine is run the hours worked are calculated, pre-authorized overtime will be correctly allocated, if worked, and any unallocated extra time will be reflect as 'Extra Time'.  The time in the Extra Time column can be left as unpaid, or allocated to overtime as appropriate.  

Flexitime

Belina Time Control has an option to accommodate those employees who work outside standard set shift times.  The system will still be able to calculate hours worked.

Historical processing

Belina Payroll software has the ability to process historical records in the case that you have closed off a period.

Flexibility

There is flexibility in report generation as well as in the way transactions are processed.  The time card report can, for example, be generated according to dates or by employee to suit your needs.

Holidays

The Belina Time Control system allows the entry of Public holidays.  The system automatically takes this into account and not expect clockings on those days.  If the employee does come to work on the holiday then the time spent automatically comes through as overtime.

Hours valuation

The Belina Time Control system has direct links with the payroll and is therefore able to value these hours.

Job Costing

Belina have designed their software to enable the accumulation of times per job.  With access to rates of pay in the in the Payroll it is possible to get a real-time job costs.

Leave

Leave can be pre-authorized and allocated to the correct leave type.  If the leave has not been pre-authorized clockings will be missed and the time that should have been worked will automatically be allocated to shorttime on the employee Time Card.   This time can be  manually re-allocated to the correct leave type, if appropriate.

Manual Processing

The Belina Time Control software can function without terminals.  Once the shifts have been set to the employees these come through as completed shifts and would only then need to be adjusted for overtime, shorttime and leave.

Off-Duty Time Recording

If an employee works on a day that is not a scheduled work day then that day can be created on the Employee Time Card and times recorded.

On-Site Presence

The On-site Presence report shows, in real-time staff movements.  The self-service module allows the User to monitor, through the computer network, these movements from the comfort of their own desk, and know if a person is on-site, or not, and when the movement occurred.  

Overtime Authorization

Overtime may be authorize prior to, or subsequent to, the overtime being worked.  Only authorized overtime is paid.  Overtime may be reduced by the amount of shorttime that there may be.  Only the Administrator can authorize overtime.

Periodic reports based on dates

on the Belina payroll software you have the ability to filter by date or period. This just shows the diversity and convenience the software offers

Reports

The Time Control Module has a wide range of standard reports highlighting activities from several angles.  These include:

Attendance - Register,

Attendance - Hours Valuation,

Attendance - Weekly Attendance, Breaks – Detail

Audit, Breaks - Summary

Canteen - Detail

Canteen - Summary

Canteen -– Cost Detail

Canteen -– Cost Summary

Clockings - Entries,

Clockings - Adjustments,

Clockings - Summary,

Edit Menu Listings - Terminal Users,

Flexitime - Detail,

Flexitime - Summary, Tardy - Absence,

Leave Taken,

Overtime - Department,

Overtime - Individual,

Overtime - Daily Per Person,

Overtime - Valuation,Tardy - Late Arrival,

Productivity,

Shorttime.

Staff Movement,

Tardy - Early Departure, Tardy - Late Arrival and Early Departure,

Terminal Data,

Time Card - Detail,

Time Card - Summary, On Site Presence,

Time Setup - Slots,

Time Setup - Shifts,

Time Setup - Rotations,

Time Setup - Shift Rotation,

Work Codes - Detail,

Work Codes - Hours Valuation,

Rules

The system allows the entry of time recording rules set by management that once introduced will be applied consistently and without favour.  These rules include: - Clocking in and out ranges (the time period before and after a set shift starts or ends that an employee can still clock), The amount of time after work where overtime would apply, the amount of time to deduct for a tardy clocking.

Seamless integration

The time control module has a seamless integration with the payroll module. You will have the ability to import times directly onto the payslips.

Security - Data

Once a period end procedure has been done the information on the Time Card is locked against change.  

Security - Passwords

A full system of password protection safeguards the system from unauthorized access.  Password protect menu options, Transaction Codes and specified fields in the employee master.

Self Service Module

Shifts

The biometric system ensures that employees coming onto shift are actually on-site and not being registered as present by a friendly supervisor.

Shift Rotations

The Belina Time Control software allows for setting of slots, shifts and rotations to govern the way employees clock in and out using the biometric system.  The setup is easy to understand and implemented.

Short time calculation - Automatic

Any late arrival, or early departure, clockings are noted and times accumulated for shorttime.   Any non-clockings are recorded as shorttime and then, if appropriate allocated to leave, or adjusted in the appropriate manner.

Staff Movement Reports

The terminals have the ability to capture User defined activities e.g. Breaks, Errands, Visits to Clients and other reasons.  Staff movement reports can be generated to highlight these movements and the time spent doing so.

Tamper proof Data

The records generated by the biometric time control terminal cannot be changed.  Even if they are adjusted to record an entry the original clocking time is still available.  This reduces the possibility of data being manipulated.

Tardy reports

The Belina Time Control  software generates Tardy reports based on the data polled from the terminal.  Late arrival, early departure, absence are highlighted. These reports show scheduled time of arrival and departure compared to actual on each of the following reports:

- Late arrival

- Early Departure, and

- Absence

Unmatched Clockings

An unmatched clocking facility enables you to identify any missing records from various employee time cards, and helps you alter the records faster and more efficiently. This can be done based on dates of employees in bulk.