Defining attendance policies and rules

Use this page to set the attendance parameters that will be applicable for the employees who will be later attached to the rota plan. Attendance parameters refer to the attendance rules or policies.

See page overview

Ensure that you created the rota plan, in the Create Rota Plan page
Save the rota plan.
Select the Set Attendance Parameters link in the Create Rota Plan or "Edit Rota Plan" page
The system will display the Set Attendance Parameters page.
The date format, scheduling unit and employment unit from the previous page are displayed.
The following fields are displayed as well

Rota Plan Code	The rota plan code from the previous page
Effective From	The date from which this rota plan is effective
Effective To	The date until which this rota plan will be effective

To define general attendance policies

Enter the following

Attendance Rule	Enter the name of the stored procedure rule that will be applicable for the employees attendance. It can be an existing or a new stored procedure. If you entered the name of a new stored procedure rule, select the Define Rule link beside the Attendance Rule field, to create the stored procedure rule. Note that if there is a conflict between the stored procedure rule for attendance and any of the other fields that you entered, the stored procedure rule will prevail.
Effective From	The start date of the period from which the attendance parameters you enter will be applicable
Week Begins on	The day of the week on which the shift begins. Select the day from the drop-down list box. Tell me more
Break Time	Choose either inclusive or exclusive.
	If you select Inclusive, the system will include the break time in the number of working hours for which the employee will be paid.
	If you select Exclusive, the system will exclude the break time from the number of working hours for which the employee will be paid.

To define shift and time deviation policies

Enter the following

Shift Deviation	Indicate whether deviations from the shift are allowed, by selecting either Allowed or Not Allowed.
Time Deviation	Indicate whether deviations in the timings of the shift are allowed.. Choose one of the three values in the drop-down list box: Not Allowed, With Relaxed Hours or With Fixed Hours
	Not Allowed value specifies that time deviation in the working hours of the rota plan is not allowed.
	With Relaxed Hours specifies that an employee can work for any number of hours; it is not necessary that his working hours are equivalent to his shift hours
	With Fixed Hours implies that fixed hours of work must be put in by the employee, which are equivalent to the scheduled shifts duration.

To define overtime policies

Enter the following

Overtime Rule	Enter the name of the stored procedure rule that will be applicable for overtime. It can be an existing or a new stored procedure. If you entered the name of a new stored procedure rule, select the Define Rule link beside the Overtime Rule field, to create the stored procedure rule.
If working on weekly off, treat as	When an employee works on his/her weekly off, indicate whether it must be calculated as Compensatory Off or Overtime Payment.
If OT Conversion Factor	If you chose Compensatory Off in the previous field, leave this field blank.
	If you chose Overtime Payment in the previous field, enter the number by which the overtime hours must be multiplied, to arrive at the payable hours for the employee for working on the weekly off.
	For example, if the employee worked 5 hours on his weekly off, and his conversion factor is 1.5, he becomes eligible to be paid for 7.5 hours as overtime.
If working on Holiday, treat as	When an employee works on holiday, indicate whether it must be calculated as Compensatory Off or Overtime Payment.
If OT Conversion Factor	If you chose Compensatory Off in the previous field, leave this field blank.
	If you chose Overtime Payment in the previous field, enter the number by which the overtime hours must be multiplied, to arrive at the payable hours for the employee for working on a holiday
	For example, if the employee worked 5 hours on a holiday, and his conversion factor is 2.5, he becomes eligible to be paid for 12.5 hours as overtime.
OT Applicable after (Hours/Day)	The number of hours you enter in this field, plus the number of hours of which the shift consists, together form the total number of hours after which the employee becomes eligible for overtime calculation.
	Example: The shift consists of 8 hours. If you enter 1 in this field, the employee will become eligible for overtime only after he works 9 hours in the day.
	Note that the employees eligibility to overtime, which this field specifies, is separate from the systems calculation of the employees overtime. Overtime is calculated for the time that the employee works beyond the duration of the scheduled shift. However the employee becomes eligible to overtime only when the extra hours that he has contributed equal the scheduled shift hours + the value in this field. Tell me more
Weekly OT limit applicable	Check this option to indicate that there is a ceiling to the number of weekly hours for which overtime can be availed
	Uncheck this option to indicate otherwise.
Maximum OT hours/week	If you indicated in the Weekly OT Limit Applicable field that there is a ceiling to the weekly overtime, enter the maximum hours in a week for which overtime can be availed.

Select the Save pushbutton to save the changes.

To define an overtime conversion rate, for each slab of hours

Enter the following in Hour Rate Conversion Factor multiline

From (Hours)	The start of the slab of overtime hours, for which you must define a conversion factor.
	For example, if you are to enter the conversion factor of 1.5 for the overtime range of 1 to 2.5 hours, you are to enter 1 in this field.
To (Hours)	The end of the slab of hours for which you must define a conversion factor. Using the example in the previous filed, you must enter 2.5 in this field.
Conversion Factor	The number by which the employees overtime hours must be multiplied, to arrive at the payable hours for the employee.
	This is applicable when the overtime hours of the employee fall within the range of hours you specified in the From (Hours) and To (Hours) fields. See explanation for the field If OT Conversion Factor.

Select the Save pushbutton to save the changes.

To enter remarks / comments

Enter your comments in the Comments field
To enter extensive comments, select the book icon. The system displays a pop up dialog box
Select the OK pushbutton, after you enter the comments. You are taken back to the previous page.
Select the Cancel pushbutton to return to the previous page without saving the details entered.
Select the Save pushbutton to save the details entered.

To indicate whether a history of the modifications must be maintained

Enter the following fields.

Edit Option	Select Correct or Update from the drop-down list box. If you select
	§ Correct, the history of modifications is not stored by the system. The record is merely corrected, and the system treats the modification date of the record to be the same as Effective Date you specified when you created the record
	§ Update, the system stores the history of modifications, by inserting a new record to track each change to the record. The previous record is internally closed. When you select Update, you must also enter the date from which the changes must become effective.
New Effective From	§ If the edit option you chose is Update, specify the date from which the current modification will be in effect. The system maintains the Effective To Date of the previous record to be one day less than the New Effective From date.

Select the Save pushbutton to update the changes.

To view the next and previous modifications

By default, the system displays the latest history of the record.

Click the Previous pushbutton besides the Data Access History label to view the previous change that has been made.
Click the Next pushbutton besides the Access Data History label to view the next change of the employment tax type record with their effective dates.

Note: When you click Previous, the system will display the previous record in the database, provided you had chosen Update in the Edit Option drop-down list box while you edited.

If there is only one value, the page will be refreshed with this current value only.

Defining attendance policies and rules Overview

Regular Attendance Rules: Through the Set Attendance Parameters page, you can set the attendance parameters that will be applicable for the employees who will be later attached to the rota plan. Attendance parameters refer to the attendance rules or policies. They consist of specifying the following:

The first working day of the week, such as Monday, for the purpose of overtime calculation. Tell me more
Whether a deviation from one shift to another is allowed or not allowed.
Whether deviations in the timings of the shift are allowed. You can indicate one of the three: Not Allowed, With Fixed Hours or With Relaxed Hours.

§ Not Allowed implies that deviations are not allowed.

§ With Fixed Hours implies that employees can deviate in the timing of the shift. But the number of hours that he puts in the shift must be the same as the original number of hours in the shift.

§ With Relaxed Hours implies that the employee can deviate in shift timings and the number of hours he puts in are not fixed, but they must not exceed the scheduled number of hours in the shift. For example, if Shift-1A is from 9 a.m. to 3 p.m., an employee availing flexible hours of deviation must not put in more than 6 hours.

The treatment of break time during a shift whether the break time must be paid for or not.

Overtime Attendance Rules: You can provide the following rules on overtime:

Whether there is a ceiling to the number of overtime hours allowed for a week. If so, you are to enter maximum overtime hours for the week
The number of hours, after the shift hours, at which the system will consider the employees eligible for overtime. For instance, if the shift hours are 8, you can enter 1, to indicate that the overtime must be considered after 9 hours. Tell me more
When employees work on weekly off, whether it must be treated as overtime or compensatory off. If you chose overtime, you are to enter the conversion rate that the system must use, to compute the employees overtime
When employees work on holiday whether it must be treated as overtime or compensatory off. If you chose overtime, you are to enter the conversion rate that the system must use, to compute the employees overtime.

In instances other than weekly off and holiday, you can specify a separate conversion factor for every range of hours beyond the regular hours. For instance, from 1 hr to 2.5 hrs beyond the scheduled shift hours, the conversion factor could be 1.5, while from 2.5 hrs to 4 hrs, the conversion factor could be 2. The hours worked extra would be multiplied by the conversion factor, and the payable hours derived. Example: The shift could be from 9 a.m. to 4 p.m. If the employee works from 9 a.m. to 5 p.m., his hourly rate is multiplied into 1.5.

Eligibility for overtime

Note that the system differentiates between calculating overtime and considering the eligibility of employees for overtime.

For example, the overtime rule can specify that 1hour of overtime must calculated as 2 payable hours. However, the employee may be considered eligible for overtime after only 2 hours beyond the scheduled shift hours. If the shift timings are from 10 a.m. to 6 p.m., and the employee works until 7 p.m., he is not considered eligible for overtime although the system maintains the overtime rate. On the other hand, if the employee works until 8 p.m., he is paid overtime according to the overtime rule