Record Attendance Data  - A summary of the activity

Through this activity, you can enter attendance details for an employee or group of employees mapped to a payset or a payroll. Additionally, you can select a payset or a payroll, and specify the attendance details of all the employees mapped to the selected payset or payroll. You can also modify the details entered.

Attendance of an employee is one of the determining factors while computing the salary, because many of the pay element values are based on attendance of the employee.

Attendance can be defined as the frequency with which a person is present at the workplace Attendance is measured by a period unit, which refers to a fixed period. This can be an hour, a day, etc. Hence, the number of units he/she attended measures the attendance of an employee for a process period you can obtain the attendance units of an employee in two ways:

• Total number of attendance units for a selected process period.

Or

•  Date wise attendance units attended for the specified process period.

There are three different modes through which the employee’s attendance can be recorded: they are Direct Entry, Formula Based and ARS (attendance recording system). These record the attendance of all the employees in the organization. In Direct Entry, the user enters the total number of attendance units for which an employee has worked. In Formula, the number of attendance units for which the employee works during a process period is arrived at, based on the formula specified at the time of defining an attendance type. If the attendance is recorded through the ARS system, the ARS data must be mapped with the Ramco HRMS database. The ARS data will thus be available in the HRMS database.

Through the Attendance Data Entry activity, you can specify the attendance details of the employees only if the mode of entry is

• Direct entry or

• Formula based  (if date-wise attendance details are not maintained)

Entering attendance details involves specifying the payroll attendance unit, employment unit, the payroll, and the payset to which the employee(s) are mapped. You are to specify the process period and the attendance type for which attendance details are entered. You are to also provide the employee code, his/her assignment number, and the number of attendance units for which the employee worked during the process period.

Note that if the mode of entry of attendance is ARS or formula based (date-wise attendance details are maintained), the attendance data is computed in the “Process Employee Attendance ” page.

Applicable For: In this activity, you can enter the total number of attendance units for an employee - assignment, for a specific attendance type and process period. The activity is mainly applicable when the

• Attendance entry mode is Direct Entry: you can add as well as modify the attendance units for an employee assignment.

• Attendance entry mode is Formula-Based, and you require to modify the number of attendance units that the employee has contributed. Formula-based attendance entry is applicable only when it does not require employee attendance entry to be day-wise.

By Payroll or By Payset: You can enter the attendance details for the entire set of employees mapped to a payroll. Similarly, you can specify the attendance details for the entire set of employees mapped to a payset. You can also record enter the attendance details of an employee. Recording the attendance data is required only when one or more pay elements under the specified payroll / payset are computed, based on employee attendance units. 

Note: You cannot record date-wise employee attendance details, through this page.

Entering attendance data: Entering the attendance details of employees refers to two important aspects

• Specifying the employee’s attendance data separately for each of the assignments that he/she held during the process period.

• Recording the employee’s attendance in the specific period unit that was defined for the attendance type in the Add Attendance Type activity,. For example, Overtime could be an Attendance Type, for which the period unit was defined as Hour.

Through this activity, you can also modify the details of a specific employee.

Entering attendance details involves specifying the employee attendance unit, employment unit, the payroll, and the payset to which the employee(s) are mapped. You are to specify the process period and the attendance type for which attendance details are entered. You are to also provide the employee code, his/her assignment number, and the number or attendance units for which the employee worked during the process period.

Note that if the mode of entry of attendance is ARS or formula based (date-wise attendance details are maintained), the attendance data is computed in the “Process Employee Attendance ” page.

 Getting familiar with the pages inside

Prerequisites

Attendance of an employee must have been recorded.

The employee must be mapped to the payset and the payroll.

Payroll and payset must have been defined in the “Create Payset” and “Create payroll” activity

You must have defined the attendance type in the “Create Attendance type” activity.

The attendance type must have been mapped to the payset / payroll.

What you can do in this activity

Specify attendance details

Edit attendance details

Specify attendance details

You can specify attendance details for employee(s).

• Use the “Attendance Data Entry” page to specify the attendance details for employee(s).

Edit attendance details

You can specify attendance details for employee(s).

• Use the “Attendance Data Entry” page to edit the attendance details for employee(s).