HRMS – Time & Attendance

User Manual

HRMS – Monthly attendance/Timesheet

Version Author Approver Release Submitted to

Date
1.2 Sarath D 25.01.2019 SW Team
(Senior Manager-Corporate HR) Pradeep Nair (Internal
Central Coordinator Head Corporate -HR Circulation)
 HRMS – Time & Attendance

User Manual

Table of Contents
Purpose of the Document: ............................................................................................................................................... 3
Process flow: .................................................................................................................................................................... 3
Time line ........................................................................................................................................................................... 4
Roles ................................................................................................................................................................................. 4
Detailed Process are listed as per different Scenario ...................................................................................................... 4
Path for Employee to access Time sheet ......................................................................................................................... 5
Scenario 1 : Office Employee – Single Cost Center .......................................................................................................... 5
Scenario 2 : Office Employee – Multiple Cost Center ...................................................................................................... 5
Scenario 3 : Site Employee with Single Job Number ........................................................................................................ 6
Scenario 4 : Site Employee with multiple job numbers in a Single site .......................................................................... 6
Scenario 5 : Site Employee with multiple job numbers in a Multiple site ...................................................................... 7
Scenario 6 : Manager review and approval ..................................................................................................................... 8
 HRMS – Time & Attendance

User Manual

Purpose of the Document:

This is a training manual (Guidelines) for updating attendance and allocation of salaries by
Employee and Approval by Reporting Manager.

Process flow:

• Time & attendance monthly cycle – 26th to 25th eg: for the month of Dec 2018 – cycle will be 26th Nov to 25th
December.
• Employees are defined as “Office Employee” or “Site Employees”
• Every 26th Employee records will be updated with the swipe details in HRMS
• Employee can view monthly status of Attendance
• Employee need to regularize the attendance as per working details or apply for leave/Outdoor Duty.
• Employee to check his/her job number and update correct percentage allocation with concurrence with line
Manager/Reporting Manager.
• Employee need to ensure the attendance and Job allocated is correct.
• Employee need to regularize “Monthly attendance/Timesheet” for the whole month to Reporting Manager
for Approval.
• Manager to review and approve/Reject the details updated by Employee latest by 28th of the Month.
 HRMS – Time & Attendance

User Manual

Time line
Activity Frequency Time Line
Upload of Swipe data Daily To be uploaded till 25 EOD for the
month
Correction / update of Attendance Weekly in saved mode To be updated for the month and
data sent for approval from 26th onwards
Approval of Attendance Monthly End of the month before 28th

Roles
Approver1 REPORTING MANAGER
Approver2 FUNCTIONAL MANAGER

Detailed Process are listed as per different Scenario

Test Scenario
Office Employee – Single Cost
assignment
Office Employee – Multiple Cost
assignment
Site Employee with Single Job
Number
Site Employee with multiple job
numbers in a Single site
Site Employee with multiple job
numbers in a Multiple site
Display of cost and Action to be taken by Employee
Job assignment
Single Cost center will Cost center will be defaulted with 100%
be displayed assignment and no edit option. Employee to
check Absent days – update necessary status and
submit
Multiple Cost center Multiple Cost center will be defaulted with
will be displayed allocated % assignment and no edit option.
Employee to check Absent days – update
necessary status and submit
Single Job will be Single job will be displayed with Edit option.
displayed Employee can add other Jobs if applicable
Employee can update correct % allocation against
the job.
Jobs that need to submitted should be Ticked. √
Overhead job should not be ticked
Multiple job will be Multiple job will be displayed with Edit option.
displayed Employee can add / delete other Jobs if applicable
Employee can update correct % allocation against
the job.
Jobs that need to submitted should be Ticked. √
Overhead job should not be ticked
Multiple job will be Multiple job will be displayed with Edit option.
displayed Employee can add / delete other Jobs if applicable
Employee can update correct % allocation against
the job.
Jobs that need to submitted should be Ticked. √
Overhead job should not be ticked
 HRMS – Time & Attendance

User Manual

Path for Employee to access Time sheet

HRMS system - Employee Monthly Attendance 2660

Scenario 1 : Office Employee – Single Cost Center

Single Cost center will be shown with 100% assignment in non editable format

Scenario 2 : Office Employee – Multiple Cost Center

Multiple Cost center will be shown with allocated % assignment in non editable format
 HRMS – Time & Attendance

User Manual

Scenario 3 : Site Employee with Single Job Number

Click on Add to update other Job number

Scenario 4 : Site Employee with multiple job numbers in a Single site

Delete option to remove the job which is not relevant

Update % allocation as per assignment done

 HRMS – Time & Attendance

User Manual

To regularize attendance

Note :
• Attendance regularization and Biometric punching will mark attendance as “Present”
• Leave updated will be marked as “Leave” this will be non editable format.
• The days where it is showing as “Absent” Employee can select from drop down as “Present” and submit for
approval.

Scenario 5 : Site Employee with multiple job numbers in a Multiple site

 HRMS – Time & Attendance

User Manual

Manager review and approval (Forms Pending for your approval)

Manager to check the Time sheet update by employee by selecting Monthly attendance/ Timesheet
option from drop down.

Select Particular Employee Monthly attendance/ Timesheet and Double Click on it.

Manager to review and validate the Job numbers mentioned, Manager has option to edit / change the job numbers
or % allocation if incorrectly updated by Employee.

Once reviewed approve the request by clicking on Approve.

 HRMS – Time & Attendance

User Manual

Do & Don’ts:
Employee
• Monthly attendance/Timesheet will be displayed for monthly cycle – 26th to 25th eg: for the month of Dec
2018 – cycle will be 26th Nov to 25th December, so please update the same once entire month cycle got
completed i.e. 26th of every month.
• Before Sending Monthly attendance/Timesheet for a particular month to approver, you need to regularize
& get it approved for outdoor duty and leaves well in advance as per normal regularization process on or
before 26th of every month in order avoid salary deduction.
• If Monthly attendance/Timesheet consists of multiple job and you have been assigned to Single job, you
may “tick” particular single job and give “%” allocation as “100” or you may “tick” jobs which are not
necessary and can be deleted from delete option and allocate “%” for remaining jobs/Job.
• Before Sending Monthly attendance/Timesheet for a particular month to approver, you need to ensure “%”
allocation against each job totaling to 100%.
• Monthly attendance/Timesheet can be send only once in a month with correct Job number and “%”
allocation.
Approvers
• Approvers are requested to reject the Monthly attendance/Timesheet only in the case of attendance is not
proper or if the individual not regularized leaves taken by him.
• Approvers are requested to review and validate the Job numbers mentioned, please note that there is an
option to edit / change the job numbers or % allocation if it is incorrectly mentioned by Employee.