USER JOURNEY

1.0 Outstation duty

Whan any employee goes to another operating location on business purpose or in business travel, employees should use this option to notify manager as well as keep the attendance unimpacted. The individual employee can apply from self-service. The employees who do not have access to the application for any reason, may apply through the HR or designated staff as may be denied by the company.

• When employee access to this screen the user's own name is automatically loaded and uneditable. However, if HR/admin user logs in to apply for others then the employee field becomes editable.

• The application can be for full day(s), AM, PM etc.

• When workflow is activated, individual employee has to submit for approval i.e. click on the submit button so that the application is routed to the approvers as defined for this type of applications.

• When attendance summary is processed, the Outstation duty days are reflected in the attendance summary daily for the employee as there will be no attendance log in most cases.

2.0 Work away office

Individual employees can submit application for working away office (work from anywhere) if entitled for as per the company policy.

The individual employee can apply from self-service. The employees who do not have access to the application for any reason, may apply through the HR or designated staff as may be decided by the company.

• When attendance summary is processed, the workaway office is reflected in the attendance summary daily for the employee as there will be no attendance log in most cases.

• When employee access to this screen the user's own name is automatically loaded and uneditable. However, if HR/admin user logs in to apply for others then the employee field becomes editable.

• When workflow is activated, individual employee has to submit for approval i.e. click on the submit button so that the application is routed to the approvers as defined for this type of applications.

3.0 Temporary attendance card

When any employee lost his/her ID card or forgot to bring the card to office, a temporary card can be issued by only specific user(s) authorized.

When attendance summary is processed, this temporary card's log is taken into consideration for the day's issued for.

4. 0 Attendance missed application

If any employee misses logging into the machine for attendance this option can be used to regularize it.

• When attendance summary is processed, this reconciliation is taken into consideration by the system automatically.

• When employee access to this screen the user's own name is automatically loaded and uneditable. However, if HR/admin user logs in to apply for others then the employee field becomes editable.

• When workflow is activated, individual employee has to submit for approval i.e. click on the submit button so that the application is routed to the approvers as defined for this type of applications.

5.0 Attendance log - exceptions only

As an individual employee can be configured to be Exception-only log especially where this is no attendance machine installed, in order to reduce the manual update of attendance workload, this option helps only updating the exceptions i.e. late, absent only.

There are two tabs in the screen:

Tab 1: Employee attendance

When you select the attendance date, company, and operating location, the details of employee attendance with default “present” data is loaded automatically. The employees loaded are having “AttenTrackType” = "Exception only”.

Select one of multiple employees by clicking the check box and click appropriate button to update as absent, revert from absent to present or update attendance time. Before you select any, those action buttons are inactive.

Tab 2: Attendance exceptions (Changes only) display

This tab shows all changes made for the date and location which is logged automatically when you make any changes in Tab 1.

Note that:

1. Create only one document for specific operating location, company and date.
2. employees who are entitled for the overtime, those employees' should have either machine driven attendance log or entry is done manually by any designated user in order to calculate the overtime hours automatically.

6.0 Attend log -Manual entry

This option is to update attendance on daily basis especially when're there is no attendance machine active but you need to daily attendance. The transaction is to be used by HR or administration team. It is designed to be used on daily basis for multiple employees.

There are events when attendance log may need manual entry or some group of employees may not have access to automated logs. Therefore, in order to update the system this manual option is available. There are two different options that can be used -

1. Create one by one employee/day
2. Generate mass-entries - multiple employees with a range of dates

6.1 Create manual entry - one by one

This is simply creating entries commonly used like clicking the create button to pop up the editor screen and fill in and save.

You can select employees from

1. the machine code of the employee that used in the attendance system
2. Employee code
3. Select the employee from the list of employee profiles (...)

When you select the employee, the work shift will be selected automatically which will come from the work schedule or employee profile.

You can choose either or both to be effective

• Update check-in time
• Update check-out time

You can also adjust the check-in and check-out time by using buffer time if needed.

6.2 Generate mass entries from a range of dates

Simple and easy steps:

• Select the date range and type of updates e.g. check-in or check-out or both and respective buffer times
• Click the "select employee" button and select employees

You will see all the records have been generated

7.0 Overtime schedule

8.0 Work calendar

The HR admin user(s) should create work calendar for the upcoming month9s) or for the full year with a very simple steps or this can be scheduled as background job in Quartz module.

1 - Through Work schedule Step 1: Create the default work calendar - Employee work calendar schedule Step 2: Process the work calendar

2 - Through background job Schedule a crob job under Quartz module

After create the background job rule above, create and schedule Quartz job as explained in admin module

For employees who are marked as "Schedule work calendar" in the Employee profile (tab: Leave and attend config), an automated work calendar can be scheduled and maintained from time to time. This work calendar will give the flexibility to change the work shift, or roster if any, change weekends of the employees, etc.

Here is a simple two steps process

8.1 Create a work schedule

8.2 Generate a work calendar

Select the "Workshift" view or "Day type" view. Then select the year and month to display 1 full-month's data:

8.1 Employee work calendar schedule

• Select work-calendar update category to default
• Select worksheet or rotated employee
• Select the date range. This can be even for the full year.
• Select Company/ies operating location(s) You may select all

And then save to execute to step 2 below:

8.2 Process employee work calendar schedule

Select the work calendar schedule to be processed and then click on the button "Process". This will generate individual employee's daily work schedule as per the default work-shift defined for the employees by integrating the holiday calendar.

8.3 Changes to work-shift and weekend

Use the employee work calendar screen to visualize in a monthly table.

If you need to change to one or more employees weekend of shift, simply select them (check box) and click on the respective button to popup the selection option. Once you confirm, the will update the respective employee's work calendar.

8.4 Work calendar view

8.4.1 Workshift view

Select employee(s) and then click to update the current workshift to the workshift you select.

8.4.2 Weekend view

Select employee(s) and then click to update the current work-day or weekend to the day type you select.

9.0 Daily attendance summary

This process summarizes the employees daily attendance for the date range selected. This transaction is generally used by the HR users.

Step 1: Integrate attendance log and Empl work schedule data Select the company for which you want to integrate the machine log data and the employee work calendar data. Click the button as indicated below.

Generally you import once fro the whole company selected (all operating location of the company when you keep the operating location blank). If you have any changes in other attendance related data, you just use the calculation button.

Step 2: Calculate attendance summary Select the operating location (Company and date range already selected in above step 1) and then click the Calc button as indicated.

The above actions will calculate the attendance summary following the company's attendance policy and respectiove emplopyees attendance log data, outstation duty, Work away office, leave, holidays, weekend etc.

When you want to display pre-calculated attendance summary, select the company, operating location and date range, then click on the refresh button as indicated below:

You can select specific employee to display the employee's attendance summary.

9.1 Attendance of suspended employees

The attendance of suspended employees is governed by the suspension decision that defines whether attendance is required or not as described in here in organization module

Attendance summary automatically considers the respective suspension decisions of the employee for the effective date which is applied both in attendance summary and payroll as applicable.

10.0 Overtime schedule

Overtime schedule has Many different usage e.g. Inform employees concerned, Control who's needed for the specific duration so that employees can manage personal time schedule too. Also the overtime hours is also controlling.

Steps:

• Select company and Operating location
• Work start date specifies when the workshift starts e.g.
  • employees work starts at 9:00 AM
  • Shift starts at 10:00 pm and ends at 6:00 AM next day.

11. Late notifications

This option is to notify supervisor when any employee is late more than 7 days in a month. Here is the screen showing the notifications -

you can select the notification and click "read" button to display the details of late for individual employees.

12.0 Special holiday declared

Sometimes the local authority declares specific day(s) as holiday e.g. Local election, natural calamity etc. If the day is declared public holiday for the country as applicable to every year in future then that day can be maintained in holiday calendars. However, if it is applicable to the current year/date for the country or any specific operating locations, then this option should be used.

Prerequisite: Before you use this option, create respective "Holiday".

After the special holiday is created, post from list screen. This process will automatically update all related employees's work calendar and attendance summary for the day.

13.0 Workshift time override

Sometimes, you may need to change the workshift time temporarily for a certain period, e.g. during ramadan, the shift working time is generally reduced. In order to avoid mass maintenance, you can use this option.

Steps

Very simple steps -

1. Just click on the "Load work shift" button to let all the work shifts loaded automatically. remove if any workshift is not relevant for this change
2. Select respective Work shift and edit the new time and rules.

Once this is approved, it it is ready to update the attendance summary in your attendance module for the period .

14 Declare Working day and Swap Weekend

This option can be used when the company declares specific weekend as working day in order to carry that day forward and use specific date as holiday. This is done by HR centrally and applicable to all employees.

Working day declared

This date is going to be the declared working day when approved.

Weekend "in-lieu-of":

By default it is checked to be "in-lieu-of" i.e. a working day is declared by replacing it with a corresponding day off on any other working day as below:

However, you also have option not to declare the corresponding working day as week-end to compensate if you do not select the option (uncheck: in-lieu-of):

Whole Company or selected Operating location:

By default this will be applicable to all employees of the company selected.

However, if it is applicable to any particular operating location, select the option accordingly:

Reflection:

When this is approved, it is automatically posted to:

1. Empl work calendar - where the employee has work schedule activated followed by attendance summary
2. Daily attendance summary - for all other employees

If the attendance summary is processed later that is covering the respective date, the system will automatically include it for necessary reflection as working day and weekend.

Precaution

If any employee has any leave application (approved) on the declared weekend which was previously a working day, the employee has to change (withdraw) the day from leave through current process.

CONFIGURATION AND MASTER DATA

20 Holiday and Holiday calendar

20.1 Holiday

Create the list of holidays typically available whether this can be applicable to all or some calendars.

There are two different kinds of holidays -

• Fixed date
• Floating date

20.2 Holiday calendar

With choice of holidays a holiday calendar can be created.

20.3 Holiday calendar detail

This is generated from the list of holidays and weekends from the holiday calendar for the leave year.

Select the respective holiday calendar and click on build button to build the holiday calendar detail.

View of Holiday calendar detail:

21.0 Workshift and rotation

21.1 Workshift

Field name	Description
Check-in early start minute	The number of minutes before the work shift start time an employee can check in to be present. If the machine log time is earlier than the minutes earliest defined then the system will ignore that log.
Check-out end max minute	Similar to the above, by adding the defined minutes the time will be the max time by when an employee should log out. Otherwise, the employee will be considered single-punch.
Finish time	The standard finish time of the work-shift
Gross hours	Gross number of hours, simply the hours between the start time to end time
Break time start	To define when the shift break-time will start e.g. lunch hour start time
Break time minutes	Define the duration of break in minutes
Net hours	Gross hours less break time
Grace minute late	Maximum number of minutes late beyond which the employee is no longer considered to be on-time, will be considered late or even more based on the late duration
Tol minute half day present	Tolerance munites to be absent half-day. If an employee's attendance is late more than this tolerance, the employee will be considered half-day present
Max half day deduct	Maximum number of half-days allowed for deduction beyond which it will be considered full-day deduction
Grace minute absent	Maximum number of minutes late beyond which the employee will be considered absent for the day
Night shift	Check if the shift is considered as a night shift
Early out as absent	Check this option if any employee of this shift to be considered absent if the employee leaves the workplace earlier than the official end time of the shift.
Single punch as absent	Check when an employee is considered absent in case of single punch
Punctual attendance criteria	Setup criteria to measure the employee has punctual attendance
OT rounding rule	Define the rule as to how the overtime will be rounded off
Flexi-hour	Check if this work shift is considered flexi-hour
Count holiday we in absence	When checked, if the employees related to the work shift has any absence having week-end within, then those weekend/holidays are to be considered as absent too. If not checked, then weekend/holiday between absent days are not to be counted as part of absent days

21.2 Flexi-hour

When a shift's Flexi-hour field is checked, this indicates the attendance is flexible i.e. In-time and exit-time is not strict. If the total working hours of the employee meets the today working hours defined in the work-shift then the employee is considered not late.

However, if the employee comes to office before the official start time of the work shift then the shift start time will be the start time of the day for the employee.

21.3 Work shift rotate rule

When employees has roster of worksheet following a route rules.

The work shift is changed after completing the days mentioned.

22.0 Attendance tracking and configuration

22.1 Attend tracking options

Attendance can have three different option to be chosen from for an employee i.e.

22.1.1 Not monitored

When an employee is assigned with this type of tracking, irrespective of type of attendance in place, the attendance of the respective employees is not going to impact salary or leave entitlements. Senior management can be employees under this employee category.

22.1.2 Standard monitored

When this attendance monitoring type is assigned, the employee's salary or leave days can be penalized through setting up additional rules.

22.1.3 Manual entry exception only

This type is also within the scope of monitoring attendance but used only when there is no automated attendance implemented. In such case, only late in/out would be fine. However, when the employee is entitled to overtime, attendance entry with in/out time will be required as the overtime hours is calculated automatically from the attendance log.

22.2 Attend tracking type at Operating location

The attend tracking type linked to operating location. But of course it is only used at employee level. When you created an employee, the attenTrackingType is automatically copied into employee profile level.

Go to Attend Config to maintain at Operating location level (Master data > Leave & attendance > Attend config):

22.3 Maintenance at employee level

24.0 Late and absent penalty

Define the late and absent penalty (or no penalty) at the employee category & employee group level:

24.1 Late penalty

You can define one or many different late penalty rules that can be applicable to different employees. The company may have no late penalty or the late penalty can be defined as deducting leave days entitled and/or deduction of salary. The late penalty rules defined here are used in configuring different employee categories that can be different from company to company and employee category by category.

24.1.1 Late penalty rule

In Late penalty profiles, you can define the rule related to "max penalty-free" late days in a month and define the rules related to additional late days e.g. deduction of different kinds of leaves, or even define deduction of salary. When configured, all these rules are followed by the system in calculating penalties as well and exceptions can also be accommodated e.g. waiving an employee from such automation.

24.1.2 Late penalty calculation

User definable calculation method

24.2 Absent penalty

Define penalty, if any, for any days absent without a proper leave taken.

24.2.1 Rule and calculation method

24.2.2 Calculation method

User definable calculation method for late or absent

25.0 Overtime

25.1 Overtime plan use config

If you want to use overtime plan option, first step to configure overtime plan is to check the option in the Payroll rule.

25.2 Overtime entitlements

You can maintain the list of employees who are entitlement for the overtime. (Master data > Payroll > Overtime entitlements)

When you select one or more rows, A couple of buttons will appear to choose action from to add or remove from overtime entitlements.

25.4 Overtime Schedule (plan)

From Attendance module Select Overtime schedule and create the overtime schedule for the day and operating location. When you click on the "Select employee" button, the popup window will display only those employees who are entitled for the overtime.

25.5 Overtime plan hours in attendance summary

When you have done the above config and plan, the system will automatically gather the overtime hours plan as per the Overtime schedule.

25.6 Overtime Rounding rule

OT rounding rule help managing different rules for rounding up/down of overtime hours. When creating the OT rounding rule, make sure it starts from 0 60 minutes.

The OT rounding rule is selected from Workshifts to be effective and of course overtime is only calculated when the employee is entitled to get overtime which is defined at the employee profile level.

25.7 Overtime in Payroll

If you manage the overtime schedule, employees and overtime hours will be controlled through the overtime schedule i.e. only those employees who are included in the overtime schedule will be allowed to get overtime for the maximum hours scheduled for that date.

26.0 Late notification config.

For executing the late notification, the system admin has access to schedule background job (cron job).

26.1 Cron job

0 0 0 10 * ?

This expression breaks down as follows:

0 (Seconds) – The job will fire at the start of the minute.
0 (Minutes) – The job will fire at the start of the hour.
0 (Hours) – The job will fire at midnight.
10 (Day of the month) – The job will fire on the 10th day of the month.
* (Month) – The job will fire every month.
? (Day of the week) – No specific day of the week is specified (it’s handled by the day of the month field).

This expression will ensure the job fires at midnight on the 10th of every month.

26.1 Report for the late attendance

Ensure a report with system code "ATTEN_LATE_NOTIF_EMAIL_MANAGER" exists. This report (letter) will be attached to the email to the respective supervisor.