2. Human Resource Information System
Sub- System (Modules)
Speed flow Email
Management
Recruitment System
Performance
Appraisal
Compensation
Human
Due Resource Attendance
Settlement Information
System
Training &
Investment Development
Housing
Organizational
Structure School
Canteen
3. 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
4. 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,.
5. 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.
6. Processes
Maintain all master details.
Create holiday calendar
Initialization for the month and create muster file.
Upload swipe details & muster status.
Leave form , adjustments, Holiday working
Month end run for generating transaction for
salary preparations.
7. Functionalities
Masters
• Shift master / Day status / Leave status / Holiday master
• Employee swipe details
Reports
• 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
8. Infrastructure
Identity Cards with Barcodes
Swipe Machine – Time Recording Terminal ( TRT ) at
every earmarked location
System Interfaces
Has interface with earning system for sending salary
transaction, HRIS for master details .
System Requirements
Server
Windows NT , SQL 2005
Client
Pentium III, Windows NT, IE6 & above.
9. Information System - Flow
Salary
I Electronic Swipe Files HRIS
N S/W Attendance Attendance Payroll
P (Swipe M/c) System
U
T
Tax
Statements
D
A
T
A
PC Speed Flow Reports
Software Converts • Late Coming
the Swipes into • Absent etc
Swipe file (Ascii file)
10. Database
Database Fields
Name
Emp Master Sal Code
Date of Joining
Hsg. Master Date of Birth
Exp Date of Severance
Credit Society Experience
Qualification
Consumer Society Category
Designation
Location
11. Input Details
1. 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
13. INPUT DESIGN
• Screen Name - Electronic Attendance
Swipe Barcode Reader
Machine
Code Date Time In Lunch In Lunch Out Time Out
ID
01: 20 05:20
7938 5/02/2010 08: 40 12 : 50 1
1421
1406
7218
14. INPUT DESIGN
• Screen Name - Speed Flow System
• 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
VIEW LEAVE DETAIL
* Leave Request
* Leave Type 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 Select No. of Half Leave days
Which Half Enter first/second half (if applicable)
First Half Second Half
* Reason Enter reason for taking leave
Contact No. Enter your Contact Number
15. INPUT DESIGN
• Overtime form
Plant Dept. Month
Reason
Name Code Roll Date Time Total Time
No. Worked
Day Month Year From To HRS MIN
Permission Granted / Refused
_________________
Plant Manager
Date :__________________
16. Percentage of Overtime to Man-hours
12 11.39
2008-'09 Actual 2009-10 Actual 11.1
Limit
10
8.4
8.35
8 7.9
8 8.72 8.72
6.91
Percentage
6.91 7.05
6.96 6.54 6.92
6.99 6.49 6.62
6.73 6.57
6
5.96
4.95
4
2.78
2
0
APR MAY JUN JUL AUG SEPT OCT NOV DEC JAN FEB MAR
19. Output Reports
1) 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 / 0
PL 27
CL + SL 18
20. Output Reports
2) Attendance Report (for individual employee)
Muster Status for Month for 02/2010
Name – Nitesh Bhor 27461
Code / Roll No.
Days Day’s Status Late Early Going OT Hours
Coming
1 0000 --- --- ---
2 0000 7 --- ---
3 UAUA --- --- ---
4 0000 --- --- ---
5 HWHW --- --- ---
6 0000 --- --- ---
No. of Time Total Late No.of Time Early Total Early Total OT
Late Coming Going Going
Coming (Minutes) (Minutes)
1 7 0 0 0
UA- Unauthorized Absence, HWHW-Weekly holiday, AA-Authorized Absence
21. Output Reports
3) Mandays Report
Summary of the Entire Plant Employees
Mandays
Actually Worked Absenteeism OT
Scheduled to Work
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 Amount
12345 5,00,000 1,00,000 2,50,000 50,000
22. Output Reports
5) Form 16 – Individual
6) Punctuality Report
SC Code Working Days Present Days Absent Days Remark
12345 25 10 15
23. 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
24. 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.
25. 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)
26. 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
