Using mobile devices for timekeeping systems in small businesses in Cape Town

Abstract

The trend of using mobile devices for timekeeping in South African businesses appears to be novel, and certainly little canvassed in the academic literature. The general potential of using online tools and mobile applications for business is enormous (Columbus, 2015; Sajić et al., 2018), but informed opinion on the use of mobile devices specifically for timekeeping is hard to find (Mohandes, 2017). The purpose of this study is therefore to explore how can small businesses in Cape Town manage timekeeping on employees using mobile devices efficiently and effectively. A case study research methodology within the interpretive paradigm was employed to conduct interviews with owners and manages of small business in Cape Town. On the other hand, qualitative research findings were analysed within literature concepts. The findings showed that small businesses use three ways of timekeeping: fully automated, manual and mixed method. The findings also showed that mobile devices have great potential to address the weaknesses of current as-is model such as manual mistakes, data accessibility. Mobile devices can improve the process of timekeeping using cloud computing that allows the user to access data anywhere, at any time. Analysis of the “as is” model revealed the disadvantages of manual timekeeping, such as manual mistakes and inaccuracy in the payroll. This manner of timekeeping is nevertheless understandable, given the small numbers of employees and strong bonds of trust within such companies. The proposed “to be” model displays the advantages of automated timekeeping, such as the ease of accessing data, transparency, and the increased accuracy of business processes, including the payroll. This model makes use of cloud computing and creates an automated data flow within the organisation. Furthermore, the applications once installed does not need any physical development, which makes mobile timekeeping easy to use. Finally, the portability of mobile devices makes the process of collecting time and attendance data possible from anywhere, without stationary terminals. The study recommends the replacement of clock card terminals with mobile devices. The study also revealed that small businesses need to pay more attention to ICT tools such as cloud computing, Near Field Communication (NFC) and mobile technologies.