Suprema - Time & Attendance management system.pptx

Time & Attendance
Suprema Inc.

Contents
Overview
T&A configuration
Device configuration
Reports
Example

Overview
 Basic concepts
 Configuring steps
 Simple example

Basic Concepts
Description Max
Shift • A shift is the pattern that the employee will work and is
made up of Daily Schedules
• Weekly or daily shifts*
64
Daily Schedule • A daily schedule for each different day type that
employees can work
• Building blocks for Shift and consists of Time Slots
128
Time Slot • Building block for Daily Schedule
• Define the Time Category, rounding, grace options etc.
for the specified interval
16 per
Daily
Schedule
Time Category • Work time is divided into Time Categories such as
normal time, overtime, etc.
• Define the time rate and the rounding option
64
* Daily shift is not supported in the free version

Configuring Steps
1. Setting up time categories
2. Setting up daily schedules
3. Setting up shifts
4. Setting up holidays
5. Assigning shifts to users
6. Assigning holidays or leaves to users
7. Setting up devices
8. Generating T&A reports

Simple Example
 T&A rules
 5 day work week
 Regular working time
 09:00 ~ 18:00
 Late In if checking in later than 9:05
 Early Out if checking out before 18:00
 All work hours are in 10-minute units
 All GBS members are assigned to this rule

Example: Device Configuration and Report

T&A Configuration
 Time category
 Daily schedule
 Shift
 Holiday management
 Leave management

Time Category
 Define the characteristics of a time slot
 Maximum 64 categories
 Ex) If rounding is 10 min,
7:12 => 7:10, 9:30 => 9:30, 10:19=> 10:10

Daily Schedule
 Maximum 128 daily schedules
 Time slot
 Maximum 16 per day
 Consists of one time category
 Options for calculating working time
 Minimum Duration
 Rounding(In)/Rounding(Out)
 Affect Result
 Options for determining ‘Late In’ or ‘Early Out’
 Grace(Start)/Grace(Out)
 Auto Check In/Auto Check Out

Daily Schedule: Tips
 When there are more than two time slots with the same time category
 The rounding values are applied to the sum of the working time
 Ex)
Rounding: 10
Total Working Time = 3:46 + 2:35 = 6:21 with rounding => 6:20
 If Grace option is disabled, Late In or Early Out will not be displayed
for the time slot
 If Affect Result option is not selected, the slot will not be used for
determining the Result filed of the report
Time Slot 1 Time Slot 2
Working Time 3:46 2:35

Daily Schedule: Working Time and Result I
Original Data By Time Slot Option
Check In 9:03 Grace(Start) 5 => 9:00
Check Out 11:53 Rounding(Out) => 11:40
Result Check both for Late In and Early Out => Early Out

Daily Schedule: Working Time and Result II
Check Out 11:53 Grace(End) 10 => 12:00
Result No effect for Result => Absence

Daily Schedule: Working Time and Result III
Check Out 11:53 Rounding(Out) => 11:40
Result No check for Early Out => Normal

Shift
 Consists of daily schedules
 Maximum 64 shifts
 A daily shift can cover up to 31 days

Holiday Management
 Maximum 64 holiday rules
 Holiday lists should be created in the Access Control menu

Leave Management
 Working time will not be calculated for the leave days
 The leave type will be displayed in the Result field of the reports

Device Configuration
 T&A mode
 T&A key configuration
 Example

Device Configuration: T&A Mode
Description
Not Use Disable T&A functions.
Manual Users have to press the specified key to record T&A events.
Manual Fix After a T&A key is pressed, the device will remain in that mode until
another T&A key is pressed.
Auto Change The device will change T&A modes automatically according to the
specified schedule. See Auto Mode Schedule option.
Event Fix The T&A mode will be fixed to the specified event.

Device Configuration: Other Options

Event Type Option Example
 Time slot between 09:00 AM ~ 18:00 PM
 Check-In 11:00 AM
 Check-Out 17:00 PM
Regard as
normal…
Only Result Result Working Time
True False Normal 9:00
True True Normal 6:00
False False Late-In
Early-Out
6:00

Reports
 Generating report
 Report types
 Calculating working time
 Determining the Result field
 Editing report data
 I/O board

Generating Report
 Select Report at the task pane of Time and Attendance menu
 For direct mode devices, you may have to click Upload Log before
Update Report

Calculating Working Time
 Calculating the working time of a day
1. Per each time slot,
1. Apply grace options if any
2. Apply the rounding values
3. Multiply the rounded time by Time Rate of the time category
2. Sum up the working time of all the time slots
Time
Category
Check-In Check-Out Rounding Working
Time
Time Rate
Regular 09:05 18:00 10 8:50 1.0
Overtime 19:10 21:50 30 2:30 1.5
Overnight 23:00 01:00 0 2:00 2.0
Total Working Time(min) = 530 * 1.0 + 150 * 1.5 + 120 * 2.0 = 1005

Result Field
 Priority
 Absence > Missing Out > Missing In > Late In/Early Out > Early Out > Late In >
Normal
Description
Normal On time both for arriving and leaving
Late In Check in later than the specified time
Early Out Check out earlier than the specified time
Late In/Early Out Check in later and check out earlier
Missing In No Check-In event
Missing Out No Check-Out event
Absence No Check-In and Check-Out event
If leave is registered, the leave type will be displayed

Editing Report: Update in Place
 Procedures
1. Locate a cell to modify
2. Click the cell
3. Enter a new value or select an option from the drop-down list
 It will not overwrite the original data collected from the devices
 To reproduce the report with the original data, click the checkbox
Rebuild and click Update Report again

Editing Report: Detailed Editing
 Procedures
1. Locate a row to modify
2. Right-click the row and select Detailed
editing
3. In the Detailed editing dialog, modify
the selected events
4. Click Update Report
 To reproduce the report with the
original data, click the checkbox
Rebuild All and click Update
Report again

I/O Board
 For quickly determining which users are checked in or out
 Not supported in the free version

Example
 Case 1: Over time
 Case 2: Holiday
 Case 3: Daily shift

Over Time: Rule
 5 day work week
Rules
Regular Time • 09:00 ~ 12:00 (Morning Time)
• 13:00 ~ 18:00 (Afternoon Time)
• An employee should work more than 2 hours to be regarded
as attendance
• Rounding is 10 minute
Over Time • 19:00 ~ 05:00
• Should work more than one hour
• Over time rate is twice of regular time
Late In & Early Out • Grace time is 5 minute both for Check-In and Check-Out
Event Generation • Manual mode
• No automatic Check-In and Check-Out
• No first Check-In and last Check-Out

Over Time: Time Category
Rules
Regular Time • Rounding is 10 minute
Over Time • Over time rate is twice of regular time

Over Time: Time Slot
Rules
Regular Time • 09:00 ~ 12:00 (Morning Time)
• 13:00 ~ 18:00 (Afternoon Time)
• An employee should work more than 2 hours to be regarded
as attendance

Over Time: Time Slot
Rules
Over Time • 19:00 ~ 05:00
• Should work more than one hour
• No Late In/Early Out

Over Time: Device Configuration
Rules
Event Generation • Manual mode
• No automatic Check-In and Check-Out

Holiday: Rule
 Holiday rule options
 Regard as in a non working day
 Regard as in a normal shift
 Apply new daily schedule
Rules
Holiday • 09:00 ~ 18:00
• Time rate is twice of regular time
• During the holiday, an employee should work more than 1 hour to
be regarded as attendance
• No Late In/Early Out

Daily Shift: Scenario
Rules
Group • Group A, B, C, D
Shift • 3 shifts: Day time, Evening time, Night time
Daily Schedule • Day time: 08:00 ~ 16:00
• Evening time: 16:00 ~ 24:00
• Night time: 00:00 ~ 08:00
Event • Out Duty hours regarded as regular working hours
• First authentication as ‘Check-In’, and last as ‘Check-out’

Suprema - Time & Attendance management system.pptx

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