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