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ATMS
Attendance & Time Management System
User Manual
Version 1.0
Akshay Microprocessors Pvt. Ltd. An ISO 9001:2008 company
7/4, Karve Road, Besides Lagu Bandhu Motiwale, Near MKR Telephone Exchange, Pune-411004
Tel.: +91 20 25425954 ,+91 20 25432202 Mobile : +91 9822378288
www.akshaymicroprocessors.com
Sparken IT Solutions Pvt.Ltd. Shivranjani House, 18 Seeta baug colony,
Ganesh Mala, Pune 411 030.
Ph. : +91-8805008988, 9028815851
email: [email protected] , [email protected]
www.sparken.in
Revision Sheet
Version Date Revision Description
Version 1.0 29/10/2015 User’s Manual Created
1.Overview ................................................................................................................ 6
1.1Scope ................................................................................................................. 10
1.2System Architecture ............................................................................................. 11
1.3Acronyms and Abbreviations .................................................................................. 11
2.Process Workflow .................................................................................................. 13
2.1Getting Started .................................................................................................... 13
2.2Sign-in ............................................................................................................... 14
2.2.1 Forgot Password .......................................................................................... 15
2.3Typical Sign-in screen .......................................................................................... 16
2.3.1 Change Password ......................................................................................... 17
2.3.2 View Organization Chart ............................................................................... 18
2.4Process Flow (Admin) ........................................................................................... 19
2.4.1 Setup Master Data ....................................................................................... 20
2.4.1.1 Company Maintenance ................................................................................ 23
2.4.1.2 Financial Year ............................................................................................ 25
2.4.1.3 Division..................................................................................................... 26
2.4.1.4 Branch ...................................................................................................... 27
2.4.1.5 Department ............................................................................................... 27
2.4.1.6 Sub-Department ......................................................................................... 27
2.4.1.7 Designation ............................................................................................... 27
2.4.1.8 Category ................................................................................................... 28
2.4.1.9 Grade ....................................................................................................... 28
2.5Process Flow (Employee) ....................................................................................... 29
2.5.1 View Calendar ............................................................................................. 31
2.5.2 Application .................................................................................................. 32
2.5.2.1 Leave ....................................................................................................... 32
2.5.2.2 Out Duty .................................................................................................. 35
2.5.2.3 Compensatory Off Earn ............................................................................... 37
2.5.2.4 Compensatory Off Avail ............................................................................... 38
2.5.2.5 Shift Change .............................................................................................. 38
2.5.2.6 Attendance Regularization ........................................................................... 40
2.5.2.7 Leave Encashment ...................................................................................... 41
2.5.3 View Reports ............................................................................................... 42
2.5.3.1 Day Wise In-Out Details ............................................................................. 42
2.5.3.2 Shift Assignment ......................................................................................... 43
2.5.3.3 Attendance Summary .................................................................................. 43
2.5.3.4 Holiday List ................................................................................................ 44
2.5.3.5 OT Schedule ............................................................................................... 45
2.6Process Flow (Manager) ........................................................................................ 46
1.1Scope ...................................................................................................................... 9
1.2System Architecture ................................................................................................ 10
1.3Acronyms and Abbreviations ..................................................................................... 10
2.Process Workflow .................................................................................................. 12
2.1Getting Started ....................................................................................................... 12
2.2Sign-in .................................................................................................................. 13
2.2.1 Forgot Password ............................................................................................ 14
2.3Typical Sign-in screen ............................................................................................. 15
2.3.1 Change Password ........................................................................................... 16
2.3.2 View Organization Chart ................................................................................. 17
2.4Process Flow (Admin) .............................................................................................. 18
2.4.1 Setup Master Data ......................................................................................... 19
2.4.1.1 Company Maintenance .................................................................................. 22
2.4.1.2 Financial Year .............................................................................................. 24
2.4.1.3 Division....................................................................................................... 25
2.4.1.4 Branch ........................................................................................................ 26
2.4.1.5 Department ................................................................................................. 26
2.4.1.6 Sub-Department ........................................................................................... 26
2.4.1.7 Designation ................................................................................................. 26
2.4.1.8 Category ..................................................................................................... 27
2.4.1.9 Grade ......................................................................................................... 27
2.5Process Flow (Employee) .......................................................................................... 28
2.5.1 View Calendar ............................................................................................... 30
2.5.2 Application .................................................................................................... 31
2.5.2.1 Leave ......................................................................................................... 31
2.5.2.2 Out Duty .................................................................................................... 34
2.5.2.3 Compensatory Off Earn ................................................................................. 36
2.5.2.4 Compensatory Off Avail ................................................................................. 37
2.5.2.5 Shift Change ................................................................................................ 37
2.5.2.6 Attendance Regularization ............................................................................. 39
2.5.2.7 Leave Encashment ........................................................................................ 40
2.5.3 View Reports ................................................................................................. 41
2.5.3.1 Day Wise In-Out Details ............................................................................... 41
2.5.3.2 Shift Assignment ........................................................................................... 42
2.5.3.3 Attendance Summary .................................................................................... 42
2.5.3.4 Holiday List .................................................................................................. 43
2.5.3.5 OT Schedule ................................................................................................. 44
2.6Process Flow (Manager) ........................................................................................... 45
1. Overview
Over a period from the age of industrialization to today’s Internet world, Attendance & Time Management still remains a critical function & even concern for every HR Attendance & Time Management system is a full featured solution that allows you to
have thorough Attendance Planning, Leave Management, Review & control over time
management of organization. The solution helps in improvising the employee time
tracking, Leave Management Shift scheduling, Reporting etc.
Features
Attendance Features o Online attendance system o Auto Attendance Logs import o Quick attendance setup, Easy Learning o Integration with different methods of attendance like Fingerprint Biometrics
Method, Proximity Card Method, Password System etc Time Attendance
o Online Time Attendance o Track time e.g. late coming or Early Leaving o Manage Overtime o Manage Shift , Day-off and Holidays o Mark present/absent o Attendance hours data for payroll
Leave Management o Online leave management o Define Leave Type and Policy o Send Leave Application online o Approve Leave from email o Track Employees on Leave o Leave Summary and Detail Reports
Role wise Login o Admin
Manage Employee Information View Daily, Monthly, Annual Attendance Reports Manage Shift and Day Offs Plan Holidays Manage Overtime
o Manager Manage Subordinate Employees Apply Leaves and Official Visits Approve Leave Applications View Daily, Monthly, Annual Attendance Reports Manage Shift and Day Offs
o Employee View Personal Attendance Apply Leave and Official Visits View upcoming Holidays View personal leave records
Analytical reports o Daily Attendance Report o Monthly Worked Hour Reports o Individual Leave and Official Visit Report o Summary Leave and Official Visit Report o Overtime Reports
Benefits
Automated and web-based for easy accessibility Compatibility with different methods of punching the attendance. E.g. Fingerprint
Biometrics Method, Proximity Card Method, Password System etc. Eliminates paperwork and the risk of making errors while tracking attendance on
paper Simple and easy to use Hugely reduces time spent managing staff attendance Records are kept safe and confidential Available via the internet at all times and from any location Automated e-mailing of requests for absence Configurable, multi-level, management approval system Users can easily view their individual leave summaries for the year Management overview of company leave at a glance Data can be easily passed to other applications using CSV
1.1 Scope
Core Modules
Optional Modules
1.2 System Architecture
1.3 Acronyms and Abbreviations
PL Paid / Earned Leave
SL Sick Leave
2. Process Workflow
2.1 Getting Started
Once we invoke the application by using the URL provided, home page is displayed
The home page of ATMS displays following sections,
News: Displays current news about company
Job Openings: Displays current job openings
Birthdays: Displays birthdays in current week and birthday on present date.
This screen has one menu,
Sign-in: Sign-in the ATMS application
2.2 Sign-in
User can sign-in into the system using one of the Roles (Profiles) defined in ATMS and assigned to User. The various roles defined in ATMS are,
Admin : Full Access HR : HR related Access + Manager related Access + Employee related
Access Manager : Manager related Access + Employee related Access Employee : Employee related Access
User need to fill the following details to sign in to the application and click on Sign In
Account Name (For logging in as Admin, user should not select any account)
Employee Code (User Code)
Password
User has option to recover his password (except for admin user)
Forgot Password: User can click on Forgot password to recover his password
Change Password: User can change the password clicking on his name appearing in the right top corner
2.2.1 Forgot Password
If User clicks on Forgot Password following screen appears
User need to fill the following details to recover his password and click on ‘Get New Password’
Account Name (For logging in as Admin, user should not select any account)
Employee Code (User Code)
After submitting the request message ‘You will receive new password on your email’ is displayed
New password will be sent on email-id mentioned while adding employee details
2.3 Typical Sign-in screen
Once successfully logged in Sign in screen depending on user role will be displayed.
We will discuss Role wise Sign In screen, options, flow and functionality available for different user profiles separately. By clicking on User name user can,
Change Password View Organization Chart Sign out from the application
2.3.1 Change Password
If user selects Change Password following screen is displayed
To change password user need to enter following data and select ‘Save’,
Old Password New Password Confirm New Password
New password will be set. New password must be minimum 6 characters in length
2.3.2 View Organization Chart
If user selects ‘Organization Chart’ Hierarchy chart pertaining to user is displayed
2.4 Process Flow (Admin)
Once user logs in as Admin following screen will displayed.
Admin can perform following tasks,
Setup Master Data Generate Reports Schedule Shifts Authorize Set Leave Rules Manage Employee Data
2.4.1 Setup Master Data
Under this option Admin can setup following master data. This data is then used across the application,
Organization Setup o Company o Business Rules o Financial Year o Division o Branch o Department o Sub Department o Designation o Category o Group o Grade o Status
Group Business Rules o Level Definition o Leave o Compensatory off o Penalty o HR o Holidays
Shift o Shift Master o Shift Definition
Employee o Employee Master o Mass Updating o Mass Weekly OFF Updating o Access Card o Assign Manager o Import Employee o Employee Import Partially
User o Menu Profile o Define Role o Assign Profile
Reader Attendance Code images Out duty Reason Alerts
2.4.1.1 Company Maintenance
Under this option user can manage
the details of the company
used in the application. The screen will show details of all
active companies. If Admin selects ‘Show deactivated
records’ then details of deactivated companies will be displayed.
Admin can perform following tasks,
Setup a new company Edit details of the existing company View Details of existing company Deactivate / Activate a company
Setup New Company
After entering following Details Press ‘Submit’ to save the details Company Code (Mandatory) Company Name (Mandatory) Company Logo (This Logo will appear on all Screens and Reports) Company Website
Edit Company Details
Admin can change following Details Press ‘Submit’ to save the details Company Name (Mandatory) Company Logo Company Website
View Company Details
Company details are displayed as below
Deactivate Company
While deactivating the company
System will confirm the action In case any dependent data is present (e.g. Employees are already
added…) system will flash a message and not allow to deactivate the company
If the record is successfully deactivated, it will not appear in the active company list. It will be added to deactivated list and user can make it active from deactivate company records.
2.4.1.2 Financial Year
Under this option user can manage details of the financial Years used in the application.. The screen will show details of the active Financial Year. If Admin selects ‘Show deactivated records’ details of deactivated Financial Years will be displayed. Admin can perform following tasks,
Setup a new Financial Year Edit details of the existing Financial Year View Details of existing Financial Year Deactivate / Activate a Financial Year
For details of how to manage these functionalities refer 2.4.1.2 Company Maintenance. Setup New Financial Year
After entering following Mandatory fields (marked with *) user can press ‘Submit’ to save the details.
Company for which Financial Year is defined Financial Year Start Date Financial Year End Date
As only one Financial can be active at a time, by default the record will be inserted as “Inactive”.
User can view the record by selecting show Deactivated records In case any other Financial Year is active and user tries to make this
record Active, Error message will be displayed User need to deactivate the active record before making newly added
record Active.
2.4.1.3 Division
Under this option user can manage details of the Divisions used in the application.. The screen will show details of the active Division. If Admin selects ‘Show deactivated records’ details of deactivated Divisions will be displayed. Admin can perform following tasks,
Setup a new Division Edit details of the existing Division View Details of existing Division Deactivate / Activate a Division
For details of how to manage these functionalities refer 2.4.1.2 Company Maintenance. Setup New Division
After entering following Details Press ‘Submit’ to save the details
Company Name (Mandatory) Division Code (Mandatory) Division Name (Mandatory)
In case Division with same code already exists, appropriate error message will be displayed.
2.4.1.4 Branch
2.4.1.5 Department
2.4.1.6 Sub-Department
2.4.1.7 Designation
2.4.1.8 Category
2.4.1.9 Grade
2.5 Process Flow (Employee)
Once User Sign in as Employee his/her current month’s calendar is displayed
Employee can perform following activities,
View his/her calendar Make applications for
o Leave o Out Duty o C-Off Earned o C-Off Availed o Shift Change o Attendance Regularization o Leave Encashment o Gate pass
View Reports o Day wise In-Out Details o Shift Assignment o Attendance Summary o Holiday List o OT Schedule Status
2.5.1 View Calendar
After Signing in Employee can see his calendar
for current month.
Employee can see calendar for Current, Previous and Next year by
Selecting “Prev” / “Next” buttons provided By entering Month and Year in the selection box provided and clicking
“Submit”. Attendance Details
By clicking on any day in the calendar Employee can see attendance details
Legends
2.5.2 Application
Employee can make application for
2.5.2.1 Leave
When Employee selects this option his/her leave history is displayed.
Employee can view his leave history by selecting option and click “Search”
Year Leave Type Status
Leave history is displayed in the table format below the search box
Apply for leave
When Employee selects Apply new leave application, following screen appears
Depending on the Leave Type and Leave Rules defined, the Leave application screen will be display the information. On successful application, leave is sent to Manager for approval. Casual Leave (CL)
a. If Company has provision for ‘Quarter Leave’ i.e. Two Hrs leave, Employee need to fill and press ‘Apply’,
Select Quarter Leave Check No of Hours (In this case user can apply for 2 / 4 / 6 Hrs) Date on which leave required (cannot spread over days) From Time Leave Reason
The entered data is validated against Available Balance, Shift time, Leave Rules. Error is displayed in case of discrepancy. On successful validation Effective leave and Date is displayed as shown in screen below.
b. If Company does not have provision for ‘Quarter Leave’ i.e. Two Hrs
leave or ‘Quarter Leave’ is not selected, Employee need to fill below information and press ‘Apply’,
From Date – Date from which leave is required and from which half To Date – Date Till which leave is required and till which Half (Depending on Half Day or More than Half Day Leave) Leave Reason
The entered data is validated against Available Balance, Shift time, Leave Rules. Error is displayed in case of discrepancy. On successful validation Effective leave days and Dates are displayed as shown in screen below.
Privilege Leave (PL) / Earned Leave (EL)
If Employee is eligible to avail PL/EL he can apply for the leave by filling below information and press ‘Apply’,
From Date – Date from which leave is required To Date – Date till which leave is required Leave Reason
The entered data is validated against Eligibility, Available Balance and Leave rules. Error is displayed in case of discrepancy. On successful validation Effective leave days and Dates are displayed as shown in screen below.
2.5.2.2 Out Duty
When Employee selects this option his/her leave history is displayed
Employee can view his/her Out Duty history by entering data in one or more of the following option and click “Search”
From Date Duration Reason Status
Out Duty history is displayed in the table format below the search box Employee can apply for Out Duty in Hours or Days using the buttons provided.
a. If Out Duty is applied for Hours employee needs to enter below data and Click ‘Apply’
Date From Time To Time Reason for Out Duty
System validates the data entered, calculates the duration and sends the data to Employee’s Manager for approval. The data is shown in following form
b. If Out Duty is applied for Days, employee needs to enter below data and Click ‘Apply’
From Date – Date from which leave is required and from which half To Date – Date Till which leave is required and till which Half (Depending on Half Day or More than Half Day Leave) Reason for Out Duty Address during Out Duty
System validates the data entered, calculates the duration and sends the data to Employee’s Manager for approval. The data is shown in following form
2.5.2.3 Compensatory Off Earn
When Employee selects this option his/her Compensatory Off earned history for the selected year is displayed
Employee can view his/her Compensatory Off earned history by entering data in one or more of the following option and click “Search”
Week Day Duration Status
Compensatory Off earned history is displayed in the table format below the search box. If necessary Employee can cancel the previous request before it is approved by the manager
When Employee works extra time than his regular work time for official work and company has Compensatory Off policy, He can apply for Compensatory Off earned. Employee need to fill following information and click ‘Apply’
Date on which extra work is done Reason
System validates the data entered against attendance records and shows appropriate message depending on the data validity. Valid request is send to Employee’s Manager for approval
2.5.2.4 Compensatory Off Avail
When Employee selects this option his/her Compensatory Off availed history for the selected year is displayed
Employee can view his/her Compensatory Off availed history by entering data in one or more of the following option and click “Search”
Comp-Off From Duration Status
Compensatory Off earned history is displayed in the table format below the search box. When Employee wants to avail Compensatory Off against the compensatory Off earned, he can apply for Compensatory Off. Employee need to fill following information and click ‘Apply’
Date on which extra work is done Reason
System validates the request entered against compensatory off earned by the employee and shows appropriate message depending on the data validity. Valid request is send to Employee’s Manager for approval
2.5.2.5 Shift Change
When Employee selects this option his/her shift change request history is displayed
Employee can view his/her shift change request history by entering data in one or more of the following option and click “Search”
Working Date From Working Date To Requested Shift Code Status
Shift Change requested history is displayed in the table format below the search box. If necessary Employee can cancel the previous request before it is approved by the manager When Employee Apply for shift change, Employee need to fill following information and click ‘Apply’
Shift code From Date To Date Reason
System validates the data entered, and sends the request to Employee’s Manager for approval
2.5.2.6 Attendance Regularization
When Employee selects this option his/her Attendance Regularization history for the selected year is displayed. Employee can view his/her Attendance Regularization request history by entering data in one or more of the following option and click “Search”
Reader Code Card Code Attendance Date Status
Attendance Regularization requested history is displayed in the table format below the search box. If necessary Employee can cancel the previous request before it is approved by the manager
When Employee requests Attendance Regularization, Employee need to fill following information and click ‘Apply’
Attendance Date Reason
System validates the data entered, and sends the request to Employee’s Manager for approval
2.5.2.7 Leave Encashment
When Employee selects this option his/her Leave Encashment history for the selected year is displayed. Employee can view his/her Leave Encashment request history by entering data in one or more of the following option and click “Search”
Leave Type Encash Days Status
Leave Encashment requested history is displayed in the table format below the search box. If necessary Employee can cancel the previous request before it is approved by the manager
When Employee requests Leave Encashment, Employee need to fill following information and click ‘Apply’
Leave Type Encashable Days – Based on Leave Type and defined rules, system will
display available encashable days, which is upper limit for encash days Encash Days
System validates the data entered, and sends the valid request to Employee’s Manager for approval. Leave types for which encashment is applicable is set as business rules and same is used while validating the request. If sufficient balance is not available for encashment or encashment is not available for particular leave type, system will display appropriate error message. .
2.5.3 View Reports
Employee can view following reports for his data
2.5.3.1 Day Wise In-Out Details
When Employee selects this option to see his In-Out data related to his attendance following screen appears. Employee need to enter following data and click “Submit”
From Date To Date
System generated PDF report is downloaded
2.5.3.2 Shift Assignment
When Employee selects this option to see his Shift Assignment following screen appears.
Employee need to enter following data and click “Submit” From Date To Date
System generated PDF report is downloaded
2.5.3.3 Attendance Summary
Employee can select this option to see Attendance details for current year Employee can see and download following details in PDF format,
Detailed Yearly Attendance Attendance Summary OT and C-Off details
Detailed Yearly Attendance
Attendance Summary
Overtime / C-Off Details
2.5.3.4 Holiday List
Employee can see list of holidays in current year by using this option. The list of holidays is displayed and same can be printed using the ‘Print’ option provided.
2.5.3.5 OT Schedule
When Employee selects this option to see his Overtime schedule following screen appears.
Employee need to enter following data and click “Submit” From Date To Date
System generated PDF report is downloaded
2.6 Process Flow (Manager)
Once User Sign in as Manager his/her current month’s calendar is displayed
Manager has dual Role, Manager as well as Employee. He can perform activities related to both roles. As an Employee
View his/her calendar Make applications for
o Leave o Out Duty o C-Off Earned o C-Off Availed o Shift Change o Attendance Regularization o Leave Encashment o Gate pass
View Reports o Day wise In-Out Details o Shift Assignment o Attendance Summary o Holiday List o OT Schedule Status
For the details about above activities refer to Process Flow (Employee) As a Manager
Authorize applications for o Leave o Out Duty o C-Off Earned o C-Off Availed o Shift Change o Attendance Regularization o Leave Encashment o Gate pass
Thanks and Kind regards,
Kartik Shrivastava Associate Business Analyst Lead
Mail ID : [email protected] , [email protected] Phone: 91-8805008988| Skype: sparken.kartik
Sparken IT Solutionss | http://sparken.in/ Address:
Sparken IT Solutions Pvt.Ltd.
Shivranjani House, 18 Seeta baug colony, Ganesh Mala, Pune, India 411 030.
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