Post on 23-Jun-2015
Management Information Systems
HRIS ATTENDANCE
Human
Resource Information
System
Recruitment
Email Management
SystemPerformance
Appraisal
Housing
Attendance
Training & Development
CanteenSchool
Organizational Structure
Due Settlement
Investment
Speed flow
Compensation
Human Resource Information System Sub- System (Modules)
Scope All Management Employees/ Workmen/ Trainees
Aims of the system• Automation of attendance system• Attendance access at the click of a mouse • Paperless Transactions System• Timely & Accurate Computation of salary• Time Efficiency of Manpower• Aids in decision making• No manual Intervention • To maintain an organisational level database of
information• To provide a single point of data capture for all the
input information
Features of the Attendance System
Role based access. Location wise access to time keeper & division wise access to the DPH .
Days status, payment status, leave type [ paid / unpaid ] can be maintained.
Shifts , shift timings, lunch timing ,rotating shifts concept exists.
Leave can be applied well in advance,.
Features of the Attendance System
Monthly calendar can be defined for the full year, in the beginning of the year. Calendar status can be changed later.
Provision for flexi-timing and concessional timing.
Overtime , holiday working status can be captured.
Rules for taking leave can be maintained [ sandwich / reverse sandwich / consecutive ]
Leave allotment in the beginning of the year.
Processes
Maintain all master details.Create holiday calendarInitialization for the month and create muster file.Upload swipe details & muster status.Leave form , adjustments, Holiday workingMonth end run for generating transaction for
salary preparations.
FunctionalitiesMasters• Shift master / Day status / Leave status / Holiday master • Employee swipe detailsReports • Fifteen plus attendance related reports exist with various filters.• Yearly leave allotment / intermediate or leave allotment after 1st year / lapse leave• Man days• Pure attendance for award • Cumulative report• Muster report / OT report• Transaction report.Queries• Muster query• Query on attendance, pending leave, leave balance, swipes,shift details.• Log query• Leave allotment chart• Query on PL/LTA taken / declaration done
Infrastructure
Identity Cards with Barcodes
Swipe Machine – Time Recording Terminal ( TRT ) at every earmarked location
System InterfacesHas interface with earning system for sending salary transaction, HRIS for master details .
System RequirementsServer
Windows NT , SQL 2005Client
Pentium III, Windows NT, IE6 & above.
Information System - Flow
ElectronicAttendance
HRISAttendance
System
(Swipe M/c)
Payroll
Salary
Tax Statements
Reports• Late Coming• Absent etc
PCSoftware Converts the Swipes into Swipe file (Ascii file)
Speed Flow
Swipe Files I NPUT
DATA
S / W
Database
Emp Master
Hsg. Master
Credit Society
Consumer Society
Name
Sal Code
Date of Joining
Date of Birth
Exp Date of Severance
Experience
Qualification
Category
Database Fields
Location
Designation
Input Details1. Employee Appointment Screen
At the time of appointment entry is done in HRIS by the HR team.
2. Electronic Attendance Screen
Swipe Machines (Time Recording Terminal – TRT ) are provided at every location with a unique Machine Id.
Employee Identity Card has a bar code reader which helps to record attendance once swiped in the machine which is an input to HRIS.
3. Speed Flow System
Leave form entry done through speed flow
In cases of no swipe, absence speed flow is filled in as an input to HRIS system
Employee and concerned personnel can view attendance / Swipe / Leave details
4. Overtime Inputs
OT facility is given only for Workmen and not for Management Staff
Input Design
Screen Name-Employee appointment HRIS
INPUT DESIGN
• Screen Name - Electronic Attendance
Swipe Barcode Reader
Code Date Time In Lunch In Lunch Out Time OutMachine ID
7938 5/02/2010 08: 40 12 : 50 01: 20 05:20 1
1421
1406
7218
INPUT DESIGN
Fields marked with "*" are compulsary for Inserting the fully filled form.
Company Godrej & Boyce Mfg. Co. Ltd Document Leave Application Form
Employee Code 7938 Employee Name MRS. DEEPA DAVID
Division COM Location Code PL11 BC/ RC/ CC ZP/040/FD Department P&AD Function PERS E-Mail ID david
Leave Type Curr Bal Leave to be Alotted next year Accu. Limit Excess Leave for next year
PL 55 28 56 27
CLSL 54.5 18 60 12.5
LTA Balance
NTC Count Balance
SL Bank Balance
30 days / 1 years
2
0
Leave consumed till date in calendar year : CL 2.0
Leave consumed till date in financial year : PL 29.0 CL 11.0
VI EW LEAVE DETAI L
* Leave Request Apply For Leave
* Leave Type Casual Leave
Select type of Leave you are applying for
* From Date(dd/mm/yyyy) Enter Leave From Date
* To Date(dd/mm/yyyy) Enter Leave To Date
* Full Days Enter No. of Full Leave days
* Half Day 0
Select No. of Half Leave days
Which Half First Half Second Half Enter first/second half (if applicable)
* Reason Enter reason for taking leave
Contact No. Enter your Contact Number
• Screen Name - Speed Flow System
INPUT DESIGN
• Overtime form
Plant Dept.
Reason
Month
Name Code Roll No. Date Time Total Time
Worked
Day Month Year From To HRS MIN
Permission Granted / Refused
_________________Plant Manager
Date :__________________
Percentage of Overtime to Man-hours
6.626.92
2.78
8.72
6.54
8.726.916.91
4.95
5.96
8.47.9
11.3911.1
6.96
6.57 6.49
8
7.05
6.996.73
8.35
0
2
4
6
8
10
12
APR MAY JUN JUL AUG SEPT OCT NOV DEC JAN FEB MAR
Per
cen
tage
2008-'09 Actual 2009-10 Actual Limit
Absenteeism Graph
Overtime Chart
Output Reports1) Pay Slip Format
ABC LTD
Name Ms. Diya David Month / Year
Code.
Account No
Band Category
Earning Amount Deduction Amount
Basic PF
HRA VPF
Education Allowance Income Tax
Medical Advance Profession Tax
Attendance : Balance Leaves :Attend / Adjust Days 31 / 0PL 27CL + SL 18
Output Reports2) Attendance Report (for individual employee)
Muster Status for Month for 02/2010
Name – Nitesh Bhor Code / Roll No.
27461
Days Day’s Status Late Coming Early Going OT Hours
1 0000 --- --- ---2 0000 7 --- ---3 UAUA --- --- ---4 0000 --- --- ---5 HWHW --- --- ---6 0000 --- --- ---
No. of Time LateComing
Total Late Coming(Minutes)
No.of Time Early Going
Total Early Going(Minutes)
Total OT
1 7 0 0 0
UA- Unauthorized Absence, HWHW-Weekly holiday, AA-Authorized Absence
Output Reports
3) Mandays Report
Summary of the Entire Plant Employees
Mandays
Scheduled to WorkActually Worked Absenteeism OT
250 225 UA AA PL CL Days Hours
Statement taken by DPHS to know the attendance statistics
4) Tax Statement
SC Code Gross Earning Investment Taxable Tax Amount12345 5,00,000 1,00,000 2,50,000 50,000
Output Reports
5) Form 16 – Individual
6) Punctuality Report
SC Code Working Days Present Days Absent Days Remark
12345 25 10 15
List of Reports
1. DPH Report
2. Employee Master Data
3. Mandays Report
4. Month End Static
5. OT Report
6. PL Eligibility Report
7. Pure Attendance
8. Cumulative Report
9. Muster Report
10. Abs Report with Swipes
11. Late Coming
12. Yearly Leave Allot
Decision Taken• Based on Punctuality report if there is absenteeism for
more than 10 days without intimation Show Cause notice is issued by Divisional Personnel Head.
• Disciplinary action like Suspension or decision to pardon him is taken based on his written explanation & as per the discretion of the Mgmt.
• If reply to the Charge sheet is not satisfactory, Domestic Enquiry is conducted and if the employee is found guilty he may be suspended or dismissed depending upon the gravity of the Charges proved against him
• Performance pay given to employees is linked to attendance system.
Decision Taken• Mandays Report helps to know how many
Mandays has been utilized, status of Absenteeism / additional Manpower requirement, overtime Status, proportionate percentage of overtime to mandays.
Aim is to Increase average Working Mandays by counseling employees, giving incentives, imparting training, etc.
• Allotment of privilege leave is based on the attendance of previous year ( i.e. for PL eligibility yearly attendance should be 240 days or more)
Decision Taken
• When Reportable accidents takes place (i.e. not resumed work within 48 hrs. from time of accident) that specific division employees does not earn safety incentives component.
• Based on attendance workers get monthly incentives like:
Regular attendance incentives Overall performance incentives Punctuality incentives Safety incentives
THANK YOU