HR Operations-2

Agenda Holiday Schedule Configuration Restricted Holiday Configuration How to change shift configurations How to Sync configuration with devices How to apply changes in T&A Reports

Holiday Schedule User can create Holiday list in Holiday Schedule It is a part of Shift and Schedule module in COSEC 32 holidays can be configured in 1 Holiday Schedule COSEC supports upto 99 Holiday schedules 30 Schedules are available in COSEC with default settings

Click Holiday Schedule in Shift and Schedule

Click ‘+’ to create new schedule Holiday Schedule Click ‘+’ to create new schedule

Click member to to add Holiday Holiday Schedule Specify ID and Name Click member to to add Holiday

Specify holiday name and date Holiday Schedule Specify holiday name and date Click Update

System will add holiday in the list Holiday Schedule In this way user can add 32 holidays in 1 holiday schedule System will add holiday in the list

Click Save to save configurations Holiday Schedule Click Save to save configurations

System displays message “Saved successfully” Holiday Schedule System displays message “Saved successfully”

Restricted Holidays Restricted Holiday is a part of Holiday schedule This is additional holiday provided by organization User can avail these holidays in addition to regular holidays Restricted holidays are linked with Holiday Schedules User can configure Restricted Holiday from Shift And Schedule module

Click Restricted Holidays

Restricted Holidays Select the desired Holiday schedule from the grid wherein the restricted holidays are to be added

Click Edit to add restricted holiday Restricted Holidays Click Edit to add restricted holiday

Configure Date and Name Restricted Holidays Configure Date and Name Click Add

Restricted Holidays Click Save to save configuration System will add holiday in list

System displays message “Saved successfully” Restricted Holidays System displays message “Saved successfully”

Utilities User can change all shift related configuration in shift and schedule module All changes and its configurations are available in Utilities option Shift and Schedule includes utilities option To apply any change, user has to process Daily Attendance

Click Shift Changer option under Utilities How to change Shift User can view and change shift under Shift Schedule module Click Shift Changer option under Utilities

Enter Date and select desired filter option How to change Shift Enter Date and select desired filter option

How to change Shift Click View

All the shift and user details will be displayed How to change Shift All the shift and user details will be displayed

Click any shift name to open change shift window How to change Shift Click any shift name to open change shift window

Select shift using pick list icon How to change Shift Select shift using pick list icon

How to change Shift Select Shift

If user wants to add Week off and Holiday, activate respective flags How to change Shift If user wants to add Week off and Holiday, activate respective flags Click Update

System displays message “Saved successfully” How to change Shift System displays message “Saved successfully”

To change schedule click Change Schedule option under utility How to change Schedule To change schedule click Change Schedule option under utility

How to change Schedule Select change type Temporary/Permanent specify date, schedule and start shift

Select user using User Filter and click Select Users How to change Schedule Select user using User Filter and click Select Users

Select user from pick list and click OK How to change Schedule Select user from pick list and click OK

How to change Schedule Click Apply

System displays message “Saved successfully” How to change Schedule System displays message “Saved successfully”

To change Week Off click Change Week-Off under utilities How to change Week-Off To change Week Off click Change Week-Off under utilities

How to change Week-Off Specify Current Week-Off and New Week-Off Date Select users using filter

Select user from pick list and click ‘OK’ How to change Week-Off Select user from pick list and click ‘OK’

How to change Week-Off Click Apply

System displays message “ Week Off changed successfully” How to change Week-Off System displays message “ Week Off changed successfully”

How to Sync Change to Device To apply changes on device click Sync Changes To Devices To send and update shift-schedule manually on device click Sync Changes To devices

How to Sync Change to Device Specify Schedule Date, Device and Sync type (Only Exceptions/All Shits)

How to Sync Change to Device Select user using User Filter and click Select Users

How to Sync Change to Device Select user from pick list and click ‘OK’

How to Sync Change to Device Click Sync

Manual Schedule Import To Import and Upload schedule click Manual Schedule Import

Manual Schedule Import To download sample excel file click download icon

Manual Schedule Import Configure all parameters

Manual Schedule Import To upload file, select file and click Upload

Manual Schedule Import System displays message “File Saved Successfully”

T&A Master Data User can create master data for time and attendance application IN/OUT Reasons: These reasons are used to define IN and OUT punches details like Personal Work, Official IN, Project Meeting etc. Bus Route: It is specifically used to allow/deny- Late-In /Early-Out action to multiple user. Admin can directly apply actions for all users who are in that Bus using Bus Route option Overtime Code (OT Reason): Overtime code is used to change name of overtime reason

T&A Master Data To create master data like IN/OUT reason, Bus Route and OT Reason click Masters in T&A module

Click In/Out Reasons to configure reasons

Click ‘+’ to add new reason IN/Out Reasons Click ‘+’ to add new reason

Specify Reason and select type IN/OUT IN/Out Reasons Specify Reason and select type IN/OUT

Click Save to save configuration IN/Out Reasons Click Save to save configuration

System displays message “Saved Successfully” IN/Out Reasons System displays message “Saved Successfully”

Bus Route Click ‘+’ to add new Route To define Bus route click Bus Route option

Specify Name and Click Save Bus Route Specify Name and Click Save

System displays message “Saved Successfully” Bus Route System displays message “Saved Successfully”

To rename overtime code click Overtime Code

Select desired overtime code to rename

Click ‘Edit’ to rename Overtime Code

Click Save to save configuration Overtime Code Click Save to save configuration

System displays message “Saved Successfully” Overtime Code System displays message “Saved Successfully”

T&A Changes User can change all time and attendance related configuration in Time and Attendance module All changes and its configurations are available in Utilities option Time and Attendance includes utilities option To apply any change, user has to process Daily Attendance

To apply changes and corrections in policy, click on utilities

User can view attendance of any employee in Attendance Summary

Enter user ID, select attendance period and click View Attendance Summary Enter user ID, select attendance period and click View

Click Summary to view attendance summary for entire month

User can view attendance details of entire month T&A Changes User can view attendance details of entire month

Click Details icon to view details of punch Attendance Summary Click Details icon to view details of punch

User can view same attendance details in Daily Attendance View

Late-IN/Early-Out Allowed An HR administrator may be required to provide special allowance for employees to come in late or leave early on a particular day Such a requirement may arise due to various reasons such as bus service failure, unnatural weather conditions, red alerts or festivities. On such an occasion, the administrator can use the Late-IN/Early-OUT Allowed functionality to allow all Late-IN or Early-OUT punches for the specified day

Late-IN/Early-Out Allowed Click Late-In/Early OUT Allowed option

Late-IN/Early-Out Allowed Click ‘+’ to add new rule

Late-IN/Early-Out Allowed Configure time duration, date and select device on which Late-In/Early-out is allowed

Late-IN/Early-Out Allowed Click Save to save configuration

Late-IN/Early-Out Allowed System displays message “Saved Successfully”

To do manual entry of OT/C-Off open Overtime/C-Off entry Admin user can add Overtime/C-Off in employee’s account if employee has not been able to mark the entry and exit times This is known as Manual OT/C-Off entry To do manual entry of OT/C-Off open Overtime/C-Off entry

Select user and attendance period Overtime/C-Off Entry Select user and attendance period

It shows attendance details, click edit Overtime/C-Off Entry It shows attendance details, click edit

Configure Manual Overtime/C-OFF entry and click process

System displays message “Saved Successfully” Overtime/C-Off Entry System displays message “Saved Successfully”

Previous Adjustment Enables the HR user to update previous adjustment data of an employee in the current attendance records It may include entry for adjustment in attendance days, OT hours, working hours and shifts allowance Such adjustments is then reflected in the attendance data of the current attendance period This feature can be useful to the HR user for effective payroll calculation.

Adjustment of Data To adjust previous month attendance data in current month click Previous Adjustment

Click ‘+’ to create new adjustment Adjustment of Data Click ‘+’ to create new adjustment

Adjustment of Data Select user, adjustment date and attendance details previous/current (it includes first half, second Half, working hours, extra hours etc.

Adjustment of Data Specify target month and adjustment details like addition or subtraction

Click Save to save configurations Adjustment of Data Click Save to save configurations

System displays message “Saved Successfully” Adjustment of Data System displays message “Saved Successfully”

Attendance Correction HR can correct user’s attendance data under attendance correction option

Attendance Correction Select user and Attendance Date to correct attendance Click Edit to configure

Attendance Correction Enter/edit punch timing to correct attendance and click Save to save changes

Attendance Correction System displays message “Saved Successfully” System displays message “Saved Successfully

Attendance Exception Attendance Exception is used to do manual entry where the punch behavior of a user deviates from the expected time

Click Edit to configure manual entries Attendance Exception Click Edit to configure manual entries

Here Punch timings are entered manually Attendance Exception Here Punch timings are entered manually

Click Save to save changes Attendance Exception Click Save to save changes

Click More icon to perform extra actions Attendance Exception Click More icon to perform extra actions

Select action so system will open directly that page for configuration Attendance Exception Select action so system will open directly that page for configuration

Attendance Exception For instance, Click Authorize attendance option and it will open its page

Approve attendance correction and click Save to save changes Attendance Exception Approve attendance correction and click Save to save changes

System displays message “Saved Successfully” Attendance Exception System displays message “Saved Successfully”

Click Settings to filter user and exceptions Attendance Exception Click Settings to filter user and exceptions

Select Attendance Exception order from the list

User can customize exception for selection Attendance Exception User can customize exception for selection

Specify counts to apply exception and operator for same Attendance Exception Specify counts to apply exception and operator for same Click Save settings

System displays message “Saved Successfully Attendance Exception System displays message “Saved Successfully

Manage Shit wise Attendance Shift wise Management is used to view and manage shift based attendance

Manage Shit wise Attendance Select attendance date and user using filter Click View

Manage Shit wise Attendance Shift based details for users will be displayed here

Manage Shit wise Attendance Click any shift to configure shift changes

Manage Shit wise Attendance User can change shift by specifying user and shift parameters

Manage Shit wise Attendance Click Update to save changes

Manage Shit wise Attendance To change policy, click Change Policy

Manage Shit wise Attendance Policy can be changed for single/Multiple user

Manage Shit wise Attendance Enter user id and system will show all assigned policy in list

Manage Shit wise Attendance Select policy name in change policy, specify period in terms of date, select new policy and click Apply

Manage Shit wise Attendance System displays message “Saved Successfully”

Manage Shit wise Attendance User can also view change record in User Attendance Change Records tab

Attendance Restriction To restrict access of user on devices click User-Wise Attendance Restriction

Attendance Restriction Enter user Id to view assigned device list

Attendance Restriction To restrict access activate Restrict Attendance flag and click Apply

Attendance Restriction System displays message “Saved Successfully”

Authorization/Approval Admin can approve employees different applications like Short Leave/Official In-Out Overtime/C-Off Daily Attendance Attendance Correction Admin can also apply it for user and it will be approved directly

Authorization/Approval To approve different application open Authentication/Approval

Authorization/Approval To approve Daily Attendance click Daily Attendance

Authorization/Approval Click Edit

Authorization/Approval Admin can view pending request in Pending list

Authorization/Approval Enable Authorize flag

Authorization/Approval Click Save to save changes

Authorization/Approval System displays message “Saved Successfully”

Authorization/Approval After approving application, user can view it in authorized list

Authorization/Approval Similarly, admin can approve attendance correction from pending list

Authorization/Approval Similarly, Admin can approve Short Leave/Official IN-OUT from pending list

Authorization/Approval Similarly, Admin can approve Overtime/C-Off from pending list

‘Process‘ is very important part of T&A application The Most important part of T&A application is process After every change in configuration, admin has to process data Monthly attendance is used to set configuration as per the Punches ‘Process‘ is very important part of T&A application

Select date and user to process After every change user has to process daily attendance to apply those changes

Process Click Process

System shows status of process

Process At the end of every month, admin has to process attendance data to sync data as per punches

Select user using User filter Process Select user using User filter

Select Attendance period Process Select Attendance period Admin can also send alert for it and after processing admin can close attendance period by enabling respective flags

System shows status of process

User can export attendance details in excel format

Export Open Attendance Register Select date, user and give name to file

Click Export to export sheet

Export This is exported sheet

Admin can also customize sheet and its field in configuration option Export Admin can also customize sheet and its field in configuration option

Select fields to add in sheet Export Select fields to add in sheet

User can configure o/p code for daily attendance in excel sheet format Export User can configure o/p code for daily attendance in excel sheet format

User can also customize output code for leave in excel sheet Export User can also customize output code for leave in excel sheet

Export User can export total no. of present employees in any group using headcount

Configure export parameters and click Export

This is exported Head Count summary sheet for organization

User can export total man-hours of employees in any group using Man-Hours option

This is exported Man-hours summary sheet for organization

User can get different types of reports for T&A application

For instance, Attendance Register is selected Reports For instance, Attendance Register is selected

Reports Report template is used to view data in report page Configure time period and user details

Reports Attendance Register 1 is used to view whole 30 days data on same page and Attendance Register 2 is used to break and view 15 days data in rows

Select user and click Generate Report Reports Select user and click Generate Report

This is Attendance Register report Reports This is Attendance Register report

User can also get pictorial representation of data in charts option Reports User can also get pictorial representation of data in charts option

For instance, Time Loss is selected Reports For instance, Time Loss is selected

Configure date and user parameters and click Generate Report option Reports Configure date and user parameters and click Generate Report option

Reports This is Time Loss chart