Employee User & Attendance Manual

Employee User & Attendance Manual

PROJECT TITLE:-

“Employee User & Attendance Manual”

Introduction to Attendance:

Attendance module is a comprehensive Time Office Management module.

This module enables you to download employee punch/swipe times from any existing hardware.

Facilities are

Provided to specify Shifts, holidays and On-duty information for employees. The Attendance

module then merges

this information (Swipe/Punch, Shifts, Weekly Offs, Holidays, On-Duty) with the Leave

Information and enables

you to generate a muster for the organization.

Facilities are also provided to send reminder mails and generate various MIS Reports.

Terms

• → Explanation of terms in Attendance Module

OBJECTIVE OF PROJECT:

Admin User functionality

Configuration

• Define and maintain Shifts information

• Define and maintain Production Plan information

• Customize a Production Plan

• Define and maintain Absent Marking Criteria

• Define and maintain OT Configurations

Employee Shift Assignment

• → View and Update employee Shift Schedule (Production Plan)

• → View Shift Calendar of employee

• View and update Shift Overrides for Employees

• Update Shift Overrides for Employees in Mass

• Assign Shifts to Individual Employees (Shift Roster)

• Copy Shift Roster for an employee

• Update Shift Roster from Production Plan

• Maintain List of Attendance Exception employees

• Maintain List of Exclusion employees

Attendance Manual 2

Linking to Swipe Data

• View Team Member who have swiped for a day

• → View Swipe Details for an employee

• Process Attendance

• → View employee's Attendance information

• View OT Balance for an employee

Manual Data updates

• Update Shift Roster from Production Plan

• Update employee Swipes manually

• Post Manual Swipe Entries for group of employees

• Override Employee Attendance Information

Employee functionality

If you are an employee, you can view/perform the following:

Shift and Attendance Information

• → View your Shift Assignment (Production Plan)

• → View your Shift Calendar

• → View your Swipe Details

• → View your Attendance information

Requests

• → Regularize your Attendance

• → Apply for Leave \ Authorized Absence

• → Apply for Comp Off Credit

• → Apply for Over Time (OT) Claim

• → Apply for Over Time (OT) Claim Cancellation

Team Leader functionality

If you are a team leader, you can view or perform the following in addition to the items

mentioned above:

Team Shift Assignment

• → View and Update Team Member Shift Schedule (Production Plan)

• View and update Shift Overrides for Team Members

• Update Shift Overrides for Team Members in Mass

• Assign Shifts to Individual Team Member (Shift Roster)

• → View Shift Calendar of your Team Members

Attendance Manual 3

Team Attendance Information

• View Team Member who have swiped for a day

• → View all Swipe Detail of a Team Member for a day

• → View Attendance Information of your Team Member

• View Attendance info of your Direct and Indirect reportees

Team Attendance Data updates

• Apply for Regularization for Team Members

• Apply for OT on behalf of your Team Member

HARDWARE AND SOFTWARE SPECIFICATION

Minimum Software Requirements

1) Operating System

Windows XP SP-2 (or) Windows 2000 SP-4 /above

2) Web Server

IIS Server 6.0 (Internet Information Server for

Windows)

3) Database

Microsoft SQL Server 2005

4) Programming/Scripting Languages

JavaScript

Microsoft Visual Studio 2005 (ASP.Net)

C# .Net

HTML

Minimum System Requirements

A system on which the project is being deployed requires being a

decent server system with the following specification at the minimum

level:

1) Processor

1.5GHz

2) Memory

256 MB

3) Available hard disk space to hold the web application

120 MB

Attendance Module - Explanation of Terms

This article provides a glossary for various terms used throughout the Attendance product

documentation.

Shift

The starting point of the Attendance module is the Shift. Facility is provided to define various

Shifts that are in

operation in the organization.

Each Shift is divided into two sessions. Each session has a scheduled In-time and a scheduled

out-time. These two

sessions are typically referred to as Session1 and Session2.

Each Shift is associated with two other time parameters.

Every Shift has an In-Margin and an Out-Margin. This refers to the time period in which we

consider a swipe as

belonging to a Shift.

Grace period refers to the grace time for every Shift. An employee belonging to a Shift can come

in anywhere

between the (Scheduled In-Time + Grace Period) or go-out anywhere between the (Scheduled

Out-time – Grace

Period) and still not appear as being late or going out early.

Other attributes of the Shift include Shift Code, Session 1 In-time, Session 1 Out-time, Session 2

In-time and Session

2 Out-time.

Attendance Module - Explanation of Terms 4

Production Plan (Shift Pattern)

A Production Plan encompasses one or more Shifts with a specified number of break-days in

between.

A simple Production Plan can follow the regular calendar week, which begins with a Sunday (a

Rest Day), has a

Normal Shift (9-5) for 5 days and ends with a Saturday (an Off-Day). The next cycle, begins

after the Saturday and

continues.

A rotating schedule could be as follows: Have a Rest Day (Sunday), Morning Shift for 5 days

and an Off-Day (a

Saturday). The next week begins with a Rest Day, Night Shift for 5 Days and an Off-Day. The

next week will again

have Morning Shift for 5 Days.

The next variable could be the number of days in the rotation schedule. It need not always follow

the week. A

variation could be a schedule that has 1 Rest Day, 4 working Days and 1 Off-Day.

Summarizing, a Production Plan can be defined as a mechanism that specifies the Shift for an

individual and his

“Off” and “Rest” Days.

Various Production Plans can exist in an organization. While one set of employees may be

working on Production

Plan A, others may be working on Production Plan B. Also, is as explained, each Production

Plan will have their

own Off and Rest Days, so not all employees of the organization may have their Rest Days and

Off-Days on the

same day.

Also, to note, a combination of Off-Day and Rest-Day is generally referred to as “Weekly-Offs”.

Shift Assignment

The phrase here refers to assignment of an employee to a Production Plan. A Shift by itself does

not exist. It always

belongs to a Production Plan and an employee is assigned to the Production Plan, based on

which the Shift for the

employee for the day is assigned.

Leave

Leave from an Attendance module view, refers to the days on which an employee has taken prior

permission, not to

come in to work. Leave can be of various types: Annual, Vacation, Privilege, Medical, Time-Off,

Compensatory,

etc. If a person has an approved Leave for a day, then the Attendance module will consider him

as “Not Absent” for

the day.

On-Duty

On-duty refers to the days when an employee is away from the Office premises due to official

work. From an

Attendance module standpoint, If a person has an On-duty for a day, then the Attendance module

will consider him

as “Not Absent” for the day. Holiday and Rest Day

Holiday

Holiday refers to the days when the organization is closed and an employee need not come in to

work. From an

Attendance module standpoint, an employee need not clock in on a Holiday and he can never be

considered as

“Absent” on a Holiday.


Rest Day

Rest Day refers to those days on which an employee is given a break or a rest from work. From

an Attendance

module standpoint, an employee need not clock in on a Rest Day and he can never be considered

as “Absent” on a

Rest Day. Sunday is a very good example of a Rest Day.

Off Day

Off Day refers to those days on which an employee is given an “Off” or a break from work.

Treatment of an “Off” day varies from organization to organization. Some organizations

consider “Off” day as a day

when an employee need not come in to work, whereas some other organizations expect

employees to work for a

short duration on a “Off” day.

Saturday is a very good example of an Off Day.

Attendance Swipes or Punch Information

This refers to the time-points (or clock times) when an employee has physically entered or exited

the organization.

Swipe Information can be captured from various sources. Some of the common sources from

which we can capture

Swipe Information are:

• Swipe Cards readers, which are placed at an organization’s entry and exit doors.

• Punch Card readers, which employees use to punch their Time cards

• Biometric readers, which read thumb impressions and record times when the impressions are

made.

• Web-based modules, which employees log in and perform a clock-in action so that the time of

clock-in can be

recorder.

Manual Swipe Entry

Employees who have forgotten to Swipe for the day, can give a request to manually post the “In”

and “Out” Swipes

for a day. This process is called as “Manual Swipe Entry”.

Scheduled In Time and Scheduled Out Time

These refer to the times during which an employee is supposed to clock in and clock out on a

day.

Swipes for a Day

A set of Swipes, for an employee, are considered as “Swipes for a Day”, if they fall in the time

range of “Scheduled

In Time minus In Margin” and “Scheduled Out-Time plus Out Margin”. All swipes for an

employee are considered

as “Swipes for a Day”, if they fall in this time range.

In Swipes and Out Swipes

“In Swipes” are times recorder when an employee is coming into the organization and “Out

Swipes” are times

recorded when an employee is leaving the organization.

First In Time (FIT) and LOT (Last Out Time)

Among the employee’s “Swipes for a Day”, the first swipe is considered as his FIT. Among the

employee’s “Swipes

for a Day”, the last swipe is considered as his LOT. This is based on the assumption that an

employee could have

gone in and come out multiple times in a day and for purposes of one set of calculations, FIT and

LOT are used.


Mismatched Swipes

This refers to the condition, in the set of swipes contained in “Swipes for a Day”, when the

number of “In Swipes”

does not match with the number of “Out Swipes”. There are numerous causes for a condition of

“Mismatched

Swipes” to happen. Some of the common conditions are listed below:

• An employee forgets to either Swipe In or Swipe out while entering or leaving the organization.

• There is an error in the Attendance recording hardware or software, which does not record a

swipe.

• An employee may swipe multiple number of times in the same minute, which may result in two

or more swipes

getting recorded for the same minute.

Actual Hours

This refers to the number of hours an employee has actually worked (or been on company

premises) in a Shift

period.

If the LOT is before the Scheduled Out-Time, this is calculated as LOT – FIT. If the LOT is after

the Scheduled Out

Time, it is calculated as Shift Out-Time – FIT. If in the above, FIT is before the Scheduled In-

Time, then Scheduled

In-Time is used instead of FIT.

This can also be calculated as sum of the time differences between various “Out” and “In”

swipes, subject to the

above-mentioned conditions.

Excess Hours

This refers to the number of hours an employee has worked beyond his Schedule Out Time. If

the LOT is before the

Scheduled Out time, then Excess hours is computed as zero. If the LOT is after the Scheduled

Out Time, then it is

calculated as LOT – Scheduled Out Time.

This can also be calculated as sum of the time differences between various “Out” and “In”

swipes after the Scheduled

Out Time. (The Scheduled Out-Time is considered as the First In while calculating the excess

hours). If a day is the

employee’s Off-Day, Rest-day or Public Holiday, then the actual hours worked by the employee

is considered as the

employee’s Excess Hours.

Late In

This refers to the time period by which an employee is late for his work. An employee is

considered as “Late In”,

only if he has come in after his Scheduled In time for the day. This is calculated as “FIT -

(Scheduled In Time +

Grace Time) “.

Early Out

This refers to the time period by which an employee leaves early after having come in to work.

An employee is

considered as “Early Out”, only if leaves before his Scheduled Out Time for the day. This is

calculated as

“(Scheduled Out Time - Grace Time) - LOT“

Time-loss

This refers to the period when the employee is not on company premises during his scheduled

Shift hours. This is not

applicable if only the FIT and LOT are considered (Intermediate Swipe-In and Swipe-Out are not

considered). This

is calculated as the sum of the time gaps between Swipe-Out and Swipe-In for Swipes other than

FIT and LOT.

Attendance Overrides

These are manual adjustments to various computed values like “Late In”, “Early Out” and “Time

Loss”.

Amounts can be specified for these components and these will be used instead of the computed

values.

Overrides are always specified for an employee for a day.


Attendance Regularization

This is a process, which an employee can use to regularize his Attendance (Request for change in

Attendance

Status). This is typically used when an employee has a mismatched swipe or has forgotten to

swipe for the day.

In this process, the employee applies for Attendance Regularization and his Manager needs to

approve the same.

Once approved, the status of the employee for the day will be marked as “Present”, during the

attendance processing

process.

Overtime (OT)

Overtime (OT) is defined as, the time period worked by an employee over and above his

scheduled Shift hours.

OT is not the same as Excess Hours. Excess Hours indicates the amount of time spent by the

employee over and

above his Shift hours. OT is the subset of the excess hours and needs to be approved by the

employee’s manager.

Auto OT

Generally, OT is considered as the time period worked by an employee, over and above his

normal shift hours. Some

shifts have a longer than normal working period. Employees working on this shift are

automatically entitled to OT

for the additional period worked by them. This is referred to as “Auto OT”.

Auto OT may not always be equal to the additional hours worked by an employee. It may vary

depending on the

Shift of the employee.

See Also

• Information on Shift Assignment

8

Shift & Attendance Information

Usage projectplan

Shift Schedule - Production Plan Assignments

This screen enables you to view, assign or un-assign a production plan to an employee. Based on

the Production Plan

assigned to an employee, the system determines the Shift and Day Type.

• To view the Shift Schedule of an employee, click on Admin > Employee Info > Attendance >

Shift Schedule.

This will take you to the Shift Schedule screen.

• If you are Team Leader, click on Info > My Team Info > Attendance > Shift Schedule. This

will take you to

the Shift Schedule screen

• As a Team Leader, you will normally be able to view and modify the information of all your

Direct and

Indirect reportees.

• If you are an employee who intends to look at his Shift Assignments, click on Info >

Attendance > Shift

Schedule. This will take you to the Shift Schedule screen.

• As an employee you would be able to only view your information and not have access to do

any modifications.

• Search for the employee, whose Shift Schedule you want to update. Once the employee is

selected, you can view

the Shift Schedule of the employee.

• The Search option would not be relevant if you are an employee who is trying to view his own

data.

• The data that is displayed includes Plan Name, Effective From Date, Effective To Date and

Last modified details.

• To edit/modify the data, click on the hyperlink that appears below the name of the Plan. This

will take you to the

Shift Schedule Edit page.

• To add a new Shift Schedule record, click on the Add Details button. This will take you to the

Shift Schedule

Edit page.

• To delete a Shift Schedule record for an employee, click on the Delete button that appears

alongside the data. This

will delete the Shift Schedule assigned to the employee.

See Also

• Shift Schedule Edit

Usage shiftcalendar 9

Usage shiftcalendar

Shift Calendar

This screen enables you to view the Shift Assignment of an employee in a Calendar format.

• If you are a HR User, to view the Calendar for an employee, click on Admin > Employee Info

> Attendance >

Shift Calendar. This will take you to the Shift Calendar screen.

• If you are a Team Leader, to view the Calendar for your Team Member, click on Info > My

Team Info >

Attendance > Shift Calendar. This will take you to the Shift Calendar screen.

• As a Team Leader, you will normally be able to view the information of all your Direct and

Indirect

reportees.

• If you are employee who intends to look at this data, click on Info > Attendance > Shift

Calendar. This will

take you to the Shift Calendar screen.

• As an employee you would be able to view only your information.

• Search for the employee, whose Shift Calendar you want to view.


data.

• Each cell of the Calendar displays three pieces of data. The first item is the date of the month.

• The second item is the Shift Assigned to the employee for the day.

• The third item is the color of the cell that indicates the Day Type.

• The legend for the Shift and Color codes are given below.

• To view the Shift Calendar for other months, use the icons provided to the left and right of the

month. This will

enable you to change the months and view the data.

Usage shiftcalendar 10

See Also

• → Employee Shift Assignment - Production Plan

• Employee Shift Assignment - Shift Roster

Usage Swipedetails

Swipe Details

This screen enables you to view all the Swipes done by an employee for a given date. This will

be displayed only

when Attendance for the Swipe Date is processed

• If you are a HR User, to view the Swipe Details for an employee, click on Admin > Employee

Info >

Attendance > Swipe Details. This will take you to the Swipe Details screen.

• If you are a Team Leader, to view the Swipe Details for your Team Member, click on Info >

My Team Info >

Attendance > Swipe Details. This will take you to the Shift Calendar screen.


Indirect

reportees.

• If you are employee who intends to look at this data, click on Info > Attendance > Swipe

Details. This will take

you to the Swipe Details screen.


• The data that is displayed includes the In \ Out Indicator, Door Name (if applicable), the

Swipe Date and Swipe

Time.

• All the swipes done by the employee for that day are displayed.

Usage attendanceinfo 11

Usage attendanceinfo

Attendance Information

This screen enables you to view the summary of the entire Attendance and Leave information for

the employee.

• If you are an HR User, to view the Attendance Information of an employee, click on Admin >

Employee Info >

Attendance > Attendance Info. This will take you to the Attendance Information screen.

• If you are a Team Leader, to view the Attendance Information of your Team Member, click on

Info > My Team

Info > Attendance > Attendance Info. This will take you to the Attendance Information screen.


Indirect

reportees.

• If you are employee who intends to look at this data, click on Info > Attendance >

Attendance Information .

This will take you to the Attendance Information screen.


• Search for the employee, whose Attendance data you want to view.


data.

• Select the dates between which you want to view the data and click on the Show button. This

will display the

Attendance Information of the employee.

• The columns that are displayed vary based on the options selected.

• If the Flexi Scheme is selected, the columns that are displayed include Attendance Date, First

In Date and

Time, Last Out Date and Time, Shift Code Status and Total Hours.

• If the Shift based Scheme is selected, along with the above columns the additional columns that

are displayed

are Late In, Early Out, Time Loss and Excess Hours.


• The Status indicates whether a person is considered as Present, Absent, On Weekly Off, etc.

The detail

explanation of each status is given at the bottom of the page.

• If OT is applicable, additional columns that are displayed include Auto OT Hours, Approved

OT and Final OT

Hours.

• To view additional details for each day, click on the hyperlink on each date under the column

Attendance Data.

This will display the Attendance Details screen.

• The Attendance Details screen displays the following information:

• All the swipes considered by the system for the day are displayed under the section Swipe

Details for the day.

If there are multiple swipes, all the swipes are displayed.

• If the Door Name option is selected, then the name of the Door where the Swipe was done is

also displayed.

• In case of a mismatched swipe (odd number of swipes), the system would automatically add a

Swipe. This

Swipe would be shown in Green color.

• In case the employee has applied for Leave, then the details of the Leave taken for the day are

displayed.

• In case the Attendance data has been manually overriden or regularization done, then the

override information

is also shown.

• As the system is capable of handling a 24 hour cycle, a swipe with an attendance date of today

may not be part

of the Attendance information for today. To give the user more information, the Punch Details

section displays

all the punches for the day. Please note that some of these swipes may not be visible in the

Swipes for the Day

section.

• The summary of the Attendance Information is given below at the bottom of the screen.


Requests (Employee Self Service)

Attendance Regularization

Attd regularization section

Attendance Regularization Process

Regularization process

This feature enables an employee to apply for Attendance Regularization. Regularization is

normally used when an

employee has forgotten to swipe, forgotten his card, there is a error in the Swipe machine and

Swipe is not recorded,

etc. It is also used to regularize an employee's late coming, early going and other legitimate

issues with the

Attendance.

Regularization happens as a Workflow process. The employee applies for regularization to his

Manager. The

Manager receives a mail. Based on this, the Manager logs in, reviews the application and takes a

call on it.

Sometimes the Manager may also forward it to another person for review and approval.

If the application is accepted, the attendance data of the employee will change to reflect the new

data.

Attendance Regularization - Process Flow

The actions that can be done as part of the Attendance Regularization process is given

below:

• Single Day Regularization

• → Apply for Attendance Regularization - Single Day

• → View Regularization Status

• → Review \ Withdraw Attendance Regularization

• Attendance Regularization - Advance

• → Review Attendance Regularization - Advanced



Usage attregularization 16

Usage attregularization

Attendance Regularization - Single Day

This screen enables an employee to apply for Attendance Regularization. Regularization is




etc.

• To apply for regularization, click on Employee Info > Attendance > Attendance

Regularization. This will take

you to the Attendance Regularization screen.

• Alternatively, you can select Attendance Regularization from the Apply section in the

Employee Home Page

and click on the Apply button.

• Select the date for which you want to apply for Regularization and click on the Show button.

The data if any

available for the day will be displayed.

• The Shift dropdown will display the Shift assigned to the employee for that day. The Session In

Time and out

Time as per the selected Shift is displayed.

• Enter the First In Date and Time and the Last Out Date and Time in the relevant columns. If the

swipes are

already available, then the original data is displayed in brackets next to the field.

• If you want to regularize the Late In, Early Out and Time Loss enter the revised values in the

relevant fields. The

original data is displayed in brackets next to each fields.

• Select the name of the person who will review the application from the "Forward To"

dropdown. The names that

appear in the dropdown depends on the approver policy for the organization. Normally it is the

Reporting

Manager and his/her Manager. But is could also be different based on the various parameters.

• Enter the remarks if any in the Remarks field.

• Click on the Submit button to submit the application form.

Usage attregularization 17

• A confirmation message appears and you would need to confirm the application. After

confirmation, a mail will

be sent to the employee who you have selected in the Forward To dropdown, informing him of

your application.

• The next step in this process would be for the approver/reviewer to login into the software and

review your

application.

• Once your application has been reviewed and an action taken on it, you will be informed by

mail on change in the

status (Approved, Rejected, Forwarded, etc)

• If at any point of time during the approval process you would like to see the status of your

application, click on

Task > My Workflow Items > Attendance Regularization. This will display all pending

applications and their

current status.

• If you would like to withdraw a regularization request, you can reach the request status page by

clicking on Task

> My Workflow Items > Attendance Regularization > Review Regularization and clicking

on the Withdraw

button.

See also


• → Review / Withdraw Attendance Regularization

• Regularization process

AttRegulirzationReview 18

AttRegulirzationReview

Review / Withdraw Attendance Regularization Request

This screen enables you to view complete information on the Attendance Regularization Request

posted by you.

screen also provides additional functionality in enabling you to withdraw a request posted by

you.

• To view information or withdraw a request posted by you, click on Task > My Workflow

Items > Attendance

Regularization > {click on hyperlink on status}. This will display the Review Attendance

Regularization

page.

• This page contains details of the request posted by you.

• This also displays updates made on the request by the Reviewers (either single or multiple

levels).

• The values that are approved are visible in the Approved column.

• All remarks updated by them are visible in the Remarks column along with information on the

date and the

person who has made the remarks.

• The Workflow History section display information on when the request was posted, when it

was reviewed and

by whom.

• In case you would like to withdraw the request, click on the Withdraw button.

• This will cancel the request and move it out of the review list of the Reviewer.

• Note: Please note that you will not be able to withdraw a request if it has already been

reviewed once. This is

applicable in case of a multi-level reviewer scheme.

• Click on the Go Back button to go back to the __View Regularization Status_ page.

AttRegulirzationReview 19

See Also


ApplyFor Attendance Regularization - Advanced

Attendance Regularization - Advanced

This screen enables an employee to apply for Attendance Regularization. Regularization is




etc.

Advanced Attendance Regularisation feature enables an employee to apply for Attendance

Regularization for

multiple days in a single request.

• To apply for regularization, click on Employee Info > Attendance > Advanced Attendance

Regularization.

This will take you to the Attendance Regularization screen.

• Alternatively, you can select Advanced Attendance Regularization from the Apply section in

the Employee

Home Page and click on the Apply button.

• For Multiple dates, Date range needs to be entered and click on Fetch Details button, so that the

days selected will

be displayed as rows with available swipe details

• Select the date/s, modify the attendance information (Shift, FIT, LOT, and Reason). Auto fill

provision is also

enabled, so that the same information can be updated for multiple records at one click

• The Shift dropdown will display the Shift assigned to the employee for the respective days. The

Session In Time

and out Time as per the selected Shift is displayed.

• Enter the First In Date and Time and the Last Out Date and Time in the relevant columns. If the

swipes are

already available, then the original data is displayed in brackets next to the field.

• If you want to regularize the Late In, Early Out and Time Loss enter the revised values in the

relevant fields. The

original data is displayed in brackets next to each fields.




Reporting

ApplyFor Attendance Regularization - Advanced 20







your application.


review your

application.






Task > My Workflow Items > Attendance Regularization. This will display all pending

applications and their

current status.

• If you would like to withdraw a regularization request, you can reach the request status page by

clicking on Task

> My Workflow Items > Attendance Regularization > Review Regularization and clicking

on the Withdraw

button.

See also


View Regularization StatusView Regularization Status

This screen enables you to view all your requests and their current status. This is a generic page

that enables you to

view all requests across all Workflows.

• To view the list of all Attendance Regularization requests (whether pending or closed), click on

Task > My

Workflow Items. This will take you to the My Workflow Items Page.

• Select Attendance Regularization in the Workflow Type dropdown.

• Select the Workflow State as Activated if you want to view all Pending requests.

• If you want to view all closed (approved / rejected) requests, select Complete in the Workflow

State.

• Once the selections are made, click on the Show Items button.

• This will display all applications meeting the filter conditions set up by you.

• If you wish to view additional information about any request, click on the hyperlink associated

with the Step

column.

• This will take you to the Review Attendance Regularization page. Here you can see the

complete information

and also Withdraw the request if you want.

View Regularization Status 21

See Also


AttRegulirzationReview adv

Review / Withdraw Attendance Regularization Request

This screen enables you to view complete information on the Attendance Regularization Request

posted by you. This

screen also provides additional functionality in enabling you to withdraw a request posted by

you.


Items > Attendance

Regularization > {click on hyperlink on status}. This will display the Review Attendance

Regularization

page.

• This page contains details of the request posted by you. If applied for multiple days in one

request, submitted

information will be shown in multiple rows


levels).

• The values that are approved are visible in the FIT and LOT Approved column.


date and the



was reviewed and

by whom.






• Click on the Go Back button to go back to the __View Regularization Status_ page.

AttRegulirzationReview adv 22

See Also


23

Leave/Authorised Absence

Apply for leave auth abs

Leave \ Authorized Absence Process

Employee may travel on account of official activities, stay away from office as part of work

schedule for short

period or attend training or conferences. To regularize their physical absence in office on these

days, companies

usually insist Employee to furnish a request with necessary reason/justification to Immediate

Manager or Team

Manager.

Leave or Authorized Absence process happens in a Workflow. The employee applies for leave or

Authorized

Absence to his Immediate Manager. Based on this, the Manager signs in to HRMS, reviews the

application and takes

a call on it. Sometimes the Manager may also forward the request to another stakeholder for

approval. Once the

request is reviewed and accepted, on attendance process, the same will be reflected in the

attendance data of the

Employee.

Process flow

The actions that can be done as part of the Comp Off Credit process is given below

• → Apply for Leave or Authorized Absence

• → View Request Status

• → Review \Withdraw Leave or Authorized Absence

Usage leave auth abs req 24

Usage leave auth abs req

Apply for Leave or Authorized Absence

This screen enables an employee to apply for Leave or Authorized Absence. Normally employee

apply to regularize

physical absence in office on account of official travel or on duty assignments or training or

conferences.

• To apply for Leave or Authorized Absence, click on Employee Info > My Info > Leave >

Apply for Leave.

This will take you to the Apply for Leave screen.

• Alternatively, you can select Leave from the Apply section in the Employee Home Page and

click on the Apply

button.

• Select the Leave Type ( Typically Training, On Duty, Travel types would be available)

• Leave balance will be zero always as there will not be any credit for Authorized Absence

• Click on the hyperlink 'Holidays' to see the holidays applicable

• Select From Date and To Date with session information, so that system will compute No of

days and displays




Reporting


• Enter reason for Leave or Authorized Absence

• To intimate about the leave request to any other stakeholder other than Reviewer, enter the mail

addresses of

those employees under CC





your application.


review your

application.

Usage leave auth abs req 25






Task > My Workflow Items > Leave. This will display all pending applications and their

current status.

• If you would like to withdraw a Leave Request, you can reach the request status page by

clicking on Task > My

Workflow Items > Leave > Review Leave Application and clicking on the Withdraw button.

See also


• → Review \Withdraw Leave or Authorized Absence

View Leave or Authorized Absence Status


that enables you to


• To view the list of all Leave requests (whether pending or closed), click on Task > My

Workflow Items. This

will take you to the My Workflow Items Page.

• Select Leave in the Workflow Type dropdown.



was reviewed and

by whom.






• Click on the Go Back button to go back to the __View Leave Status_ page.

Review withd leav auth req 27

See also


28

Apply for Compensatory Off

Apply comp off sectionComp Off Credit Process

Compensation Off Credit Process

This feature enables an employee to apply for comp off credit. Employee will normally be

eligible for comp off,

when worked on off day or holiday.

Comp Off Credit happens in a Workflow process. The employee applies for Comp Off to his

Manager. The Manager

receives a mail. Based on this, the Manager logs in, reviews the application and takes a call on it.

Process flow

The actions that can be done as part of the Comp Off Credit process is given below:

• → Apply for Comp Off Credit

• → View Comp Off Credit Status

• → Review Withdraw Comp Off Credit Request| Review\Withdraw Comp Off Credit Request

ApplyFor Comp Off Credit 29

ApplyFor Comp Off Credit

Apply for Comp Off Credit

This screen enables an employee to apply for Comp Off Credit. Comp Off credit is normally

used when an employee

has worked on off days or holidays.

• To apply for Comp Off grant, click on Employee Info > My Info > Leave > Apply for Leave

Grant. This will

take you to the Apply for Leave Grant screen.

• Alternatively, you can select Leave Grant from the Apply section in the Employee Home Page

and click on the

Apply button.

• Leave type will be shown as Compensatory Off. Normally you will be eligible to request grant

for Compensatory

Off only

• Select From date and To date, Enter No of days

• Click on the hyperlink 'Holidays' to see the holidays applicable

• Click on the hyperlink 'Attendance Details' view the attendance details for the selected day

• → Review / Withdraw Comp Off Credit Request

• → Comp Off Credit process

ViewApplication Status

View Leave Grant Status


that enables you to


• To view the list of all Leave Grant requests (whether pending or closed), click on Task > My

Workflow Items.

This will take you to the My Workflow Items Page.

• Select Leave Grant in the Workflow Type dropdown.



State.




with the Step

column.

• This will take you to the Review Leave Application page. Here you can see the complete

information and also

Withdraw the request if you want.

See Also

• → Review \ Withdraw Comp Off Credit Request

Withdraw Comp Off Credit Request 31

Withdraw Comp Off Credit Request

Review / Withdraw Comp Off Credit Request

This screen enables you to view complete information on the Leave Grant Request posted by

you. This screen also

provides additional functionality in enabling you to withdraw a request posted by you.


Items > Leave Grant

> {click on hyperlink on status}. This will display the Review Leave Application page.


• Leave Grant From date, To date, Days and Reason will be displayed


levels).

This is a workflow in Attendance self service, which allows employee to submit OT claim to his

Manager for

review. There can be one more level of approval if required (i.e Second level approver).

Approved OT hours will be

recorded and available for reference. Payroll user can use the OT hours info for payroll

computation purpose

Process flow


below

• → Apply for OT Claim

• → View OT Claim status

• → Review \Withdraw OT Claim

ApplyFor OT Claim 34

ApplyFor OT ClaimApply for Overt Time (OT)Claim

This screen enables an employee to apply for OT Claim. Employee will be normally be eligible

to submit OT when

there is excess hours worked over and above regular shift hours and complies OT eligibility

conditions.

• To apply for OT Claim, click on Employee Info > Attendance > Apply for OT Claim. This

will take you to the

OT Claim screen.

• Alternatively, you can select OT Claim from the Apply section in the Employee Home Page

and click on the

Apply button.

• Select the date for which you want to claim OT and click on the Show button. If eligible for OT

for the selected

date, OT Claim form will be displayed

ApplyFor OT Claim 35

The OT Claim screen will change according to slab configuration as follows

• The Shift, swipe details and excess hours will be displayed for the selected day.

• User can enter OT hours or select OT slab, based on OT configuration




Reporting







your application.


review your

application.






Task > My Workflow Items > OT Claim . This will display all pending applications and their

current status.

• If you would like to withdraw OT Claim, you can reach the request status page by clicking on

Task > My

Workflow Items > OT Claim> Review OT Claim and clicking on the Withdraw button.

See also

• → View Status of OT Claim

• → Review \ Withdraw OT Claim

View OT ClaimStatus 36

View OT ClaimStatus

View OT Claim Status


that enables you to


• To view the list of all OT Claim requests (whether pending or closed), click on Task > My

Workflow Items.

This will take you to the My Workflow Items Page.

• Select OT Claim in the Workflow Type dropdown.



State.




with the Step

column.

• This will take you to the Review OT Claim page. Here you can see the complete information

and also Withdraw

the request if you want.

See Also

• → Review \Withdraw OT Claim

Withdraw OT Claim 37

Withdraw OT ClaimWithdraw OT Claim

This screen enables you to view complete information on the OT Claim posted by you. This

screen also provides

additional functionality in enabling you to withdraw a request posted by you.


Items > OT Claim>

{click on hyperlink on status}. This will display the Review OT Claim page.



levels).

• The values that are approved are visible in the Approved column.


date and the



was reviewed and

by whom.






• Click on the Go Back button to go back to the __View OT Claim Status_ page.

Withdraw OT Claim 38

See Also

• → View OT Claim Status

Apply OTcancellation

OT Claim Cancellation Process

OT Claim Cancellation

Occasionally, employee may request for cancellation of Approved OT Claim. Employee needs to

submit a request

on behalf of this to the approver/reviewer who has approved OT Claim. Subject to the approval,

the approved OT

hours stands canceled. This process is called as "OT Claim Cancellation process".

This is a workflow in Attendance self service, which allows employee to submit OT claim

Cancellation request to

Process flow


below

• Apply for OT Claim Cancellation

• View OT Claim Cancellation status

• Review \Withdraw OT Claim Cancellation

Article Sources and Contributors 39

Article Sources and Contributors

Attendance Manual Source: http://wiki.employee.com/w/index.php?oldid=266 Contributors:

Js, Sayeed

FUTURE ENHANCEMENT

This is a new application to be implemented in the Our Company, which is tailored as

per L&D Team specification. And L&D Team will desire its scope of future enhancements.

This application “Learning & Development Automation Tool” is flexible enough to

accommodate user specific future enhancement.

And it’s a live project which is working fine.

BIBLIOGRAPHY AND REFRENCES:

Attendance Module - Explanation of Terms Source: http://wiki.employee.com/w/index.php?

oldid=94 Contributors: Sayeed

Usage projectplan Source: http://wiki.employee.com/w/index.php?oldid=105 Contributors: Js

Usage shiftcalendar Source: http://wiki.employee.com/w/index.php?oldid=107 Contributors: Js

Usage Swipedetails Source: http://wiki.employee.com/w/index.php?oldid=147 Contributors: Js

Usage attendanceinfo Source: http://wiki.employee.com/w/index.php?oldid=159 Contributors:

Js

Attd regularization section Source: http://wiki.employee.com/w/index.php?oldid=161

Contributors: Js

Usage attregularization Source: http://wiki.employee.com/w/index.php?oldid=194

Contributors: Js

AttRegulirzationReview Source: http://wiki.employee.com/w/index.php?oldid=198

Contributors: Js

ApplyFor Attendance Regularization - Advanced Source:

http://wiki.employee.com/w/index.php?oldid=200 Contributors: Js

View Regularization Status Source: http://wiki.employee.com/w/index.php?oldid=196

Contributors: Js

AttRegulirzationReview adv Source: http://wiki.employee.com/w/index.php?oldid=202

Contributors: Js

Apply for leave auth abs Source: http://wiki.employee.com/w/index.php?oldid=168

Contributors: Js

Usage leave auth abs req Source: http://wiki.employee.com/w/index.php?oldid=204

Contributors: Js

Viw Leav auth abs req status Source: http://wiki.employee.com/w/index.php?oldid=206

Contributors: Js

Review withd leav auth req Source: http://wiki.employee.com/w/index.php?oldid=208

Contributors: Js

Apply comp off section Source: http://wiki.employee.com/w/index.php?oldid=170

Contributors: Js

ApplyFor Comp Off Credit Source: http://wiki.employee.com/w/index.php?oldid=210

Contributors: Js

ViewApplication Status Source: http://wiki.employee.com/w/index.php?oldid=212

Contributors: Js

Withdraw Comp Off Credit Request Source: http://wiki.employee.com/w/index.php?

oldid=214 Contributors: Js

Apply OTclaim Source: http://wiki.employee.com/w/index.php?oldid=172 Contributors: Js

ApplyFor OT Claim Source: http://wiki.employee.com/w/index.php?oldid=217 Contributors:

Js

View OT ClaimStatus Source: http://wiki.employee.com/w/index.php?oldid=221 Contributors:

Js

Withdraw OT Claim Source: http://wiki.employee.com/w/index.php?oldid=223 Contributors:

Js

Apply OTcancellation Source: http://wiki.employee.com/w/index.php?oldid=174 Contributors:

Js

Image Sources, Licenses and Contributors 40

Image Sources, Licenses and Contributors

Image:shiftschedule.png Source: http://wiki.employee.com/w/index.php?

title=File:Shiftschedule.png License: unknown Contributors: Js

Image:shiftcalendar.png Source: http://wiki.employee.com/w/index.php?

title=File:Shiftcalendar.png License: unknown Contributors: Js

Image:swipedetails.png Source: http://wiki.employee.com/w/index.php?

title=File:Swipedetails.png License: unknown Contributors: Js

Employee User & Attendance Manual

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Transcript of Employee User & Attendance Manual