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” 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

• 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 “Overtime 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. See 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.

• 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 shift’s duration.

• 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 employee’s eligibility to overtime, which this field specifies, is separate from the system’s calculation of the employee’s 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.                       

• 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 employee’s 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.                       

• 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.

• 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.                   

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6      Hyperlinked topics below

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 mor

• 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 mor

• 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 employee’s 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 employee’s 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

What you can do in this page

To define general attendance policies

To define shift and time deviation policies

To define overtime policies

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

To enter remarks / comments

To indicate whether a history of the modifications must be maintained

To view the next and previous modifications

Find out more

Can you schedule shifts on holidays?

Can an employee change his shift timings?

Can an employee switch from his allocated shift?

Is break time considered during attendance processing?

Is compensatory off allowed?

How is overtime calculated?

Can you create spot schedules?

Create and publish an employee timetable that embodies shifts, holidays and weekly-offs

How many schedules can be planned for the employee, for a day?

When payment is on a weekly basis, how do I know when the week starts?

After time deviation has been authorized, can an employee’s shift deviation be effected on the same date?

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Can you schedule shifts no holidays?

You can indicate whether shifts can be scheduled on holidays, through specifying “Yes” or “No” in the “Create Rota Plan” page. If you allow shifts to be scheduled on holidays, the system will treat the employee’s attendance on the holiday as either overtime or compensatory off. This will depend on what you chose in the “Set Attendance Parameters” page, where you are to explicitly define whether employee’s attendance on a holiday must be treated as

• Overtime, or

• Compensatory off

If you do not allow shifts to be scheduled on holidays, any attendance of the employee on holidays will be handled by the stored procedure rules.

  

Can an employee change his shift timings?

An employee can deviate in shift timings depending on the type of time deviation permission defined for the rota plan from which his rota schedule is derived. The type of time deviation permission could be “Not Allowed”, “With Relaxed Hours” or “With Fixed Hours”.

If the type of deviation permission is “With Relaxed Hours”, an employee can deviate from the timings of his scheduled shift, through one of the following methods:

• Employee time deviation

• Employee time deviation, in bulk

• Employee self service

Employee Time Deviation: Through the “Record Employee Shift Deviation“ activity, a HR person can enter the employee’s deviations in shift timings, for a given date. The deviation can be for

• The start time of the scheduled shift

• The end time of the scheduled shift

• The start or end time of each work session or break session of which the shift consists

Employee Time Deviation, In Bulk: Through the “Record Employee Shift Deviation - Bulk“ activity, a HR person can enter time deviation, in bulk, for the employees mapped to a rota schedule. Just as in the “Record Employee Shift Deviation“ activity, deviation can be for the shift start time, end time and for the timings of the work sessions and break sessions of which the shift consists.

Employee Self Service: Through the Employee Self service component, an employee can request for a deviation in the start time and end time of his scheduled shift. He can use the following:

• The “Request Time Deviation” activity

• The “Edit Time Deviation Request” activity

The request will come into effect only after the supervisor authorizes this time deviation request. While authorizing, he can edit the following

• The start time of the scheduled shift

• The end time of the scheduled shift

• The start or end time of each work session or break session of which the shift consists

After the time deviation request is authorized, the update is reflected in the Employee Timetable.

    

Can an employee switch from his allocated shift?

An employee can deviate in shift timings depending on the type of shift deviation permission defined for the rota plan from which his rota schedule is derived. The type of time deviation permission could be “Allowed” or “Not Allowed”.

If the type of deviation permission is “Allowed”, an employee can deviate from the timings of his scheduled shift, through one of the following methods:

• Employee shift deviation

• Employee shift deviation, in bulk

• Employee self service

Employee Shift Deviation: Through the “Record Employee Shift Deviation“ activity, a HR person can enter the employee’s deviations in shift for an effective period. The name of the shift to which the employee must transferred is specified, as well.

Employee Shift Deviation, In Bulk: Through the “Record Employee Shift Deviation - Bulk“ activity, a HR person can enter shift deviation, in bulk, for the employees mapped to a plan. The name of the shift to which the employee must transferred is specified, as well. Just as in the “Record Employee Shift Deviation“ activity, shift deviation can be for an effective period.

Employee Self Service: Through the Employee Self service component, an employee can request for a deviation in his scheduled shift. He specifies the name of the shift to which a transfer is required. He can use the following:

• The “Request Shift Deviation” activity

• The “Edit Shift Deviation Request” activity

The request will come into effect only after the supervisor authorizes this shift deviation request. While authorizing, he can edit the following

• Effective start date of the shift deviation

• Effective end date of the shift deviation

After the shift deviation request is authorized, the update is reflected in the Employee Timetable.

    

Is break time considered during attendance processing?

This will depend on whether “Inclusive” or “Exclusive” was chosen for the rota plan from which the rota schedule was derived. If “Inclusive” was chosen, the system will include the break time in the number of working hours for which the employee will be paid. Otherwise, the break time will be excluded.

• Complete entering the details in the “Edit Rota Plan” page

• Enter the “Set Attendance Parameters” page

• In the “Break Time” field, select “Inclusive” to indicate that the break time must be included, otherwise select “Exclusive”

   

Is compensatory off allowed?

Compensatory off can be allowed, if shifts are scheduled on holidays.

Whether shifts can be scheduled on a holiday will depend upon what is defined for the specific rota plan from which the employee’s rota schedule is derived. If the rota plan allows scheduling shifts on holidays, the system will treat the employee’s attendance on the holiday as either Compensatory off, or Overtime, depending on the choice

If shifts are not scheduled on holidays, compensatory off can be allowed only through stored procedure rules 

  

How is overtime calculated?

The overtime method of calculation is defined for the rota plan from which the employee’s rota schedule or adhoc schedule is defined. Overtime can be calculated through

• An overtime conversion table. . 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

• An overtime conversion table for each slab of hours

• Any stored procedure rule

The overtime conversion table can co-exist with  the stored procedure rule, to determine overtime calculations But if there is a conflict, the stored procedure rule will prevail.

   

Can you create spot schedules?

You can create spot schedules for any employee in the organization. The “Quick Employee Rota Schedule Mapping” activity allows you to map individual employees to a rota schedule at any time. Although the rota schedules are already created, you can map employees to the rota schedule. Essentially, this activity takes care of situations where new employees need to be fitted into a rota schedule

This activity consists of specifying the employee who will be mapped, and the rota schedule to which the employee will be mapped. The number of the assignment based on which he is mapped must be specified as well, because mapping is assignment-based. Finally, you are to specify the date from which the mapping will be effective. By default, the employee’s mapping will be effective until the “effective to” date of the rota schedule.

   

Create and publish an employee timetable that embodies shifts, holidays and weekly-offs

• Create or edit the holiday master, to create the list of holidays that can be used across the organization.

• Create different shifts, indicating the start and end time of each shift.

• Group one or more shifts, by using the Create Rota Planactivity. Through this activity, you can also associate the required list of holidays and the overtime rule applicable to the employees.

• Group the required shifts from the rota plan, to Create a Rota Schedule. Through this activity, you can sequence the shifts and the duration of each shift. The cycle of shifts and the weekly-offs in each shift are therefore established.

• Map the employee to the rota schedule. The employee automatically inherits the rota schedules, which means that the system can display the shifts and weekly-offs of each employee.

• Ensure that the leave and training details applicable for an employee are integrated as well, through the Leave and Training components.

   

How many schedules can be planned for the employee, for a day?

On a given day, an employee can be assigned to either a rota schedule or an adhoc schedule, but not to both.

 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. Dependent factors  - Check this option to indicate that there is a ceiling to the number of weekly hours for which overtime can be availed  - 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.

• Define overtime conversion for each slab of hours

See Overtime attendance rules

 

When payment is on a weekly basis, how do I know when the week starts?

In the rota plan from which the employee’s rota schedule is derived, you are to specify the day on which the week begins, example, Monday.

 

After time deviation has been authorized, can an employee’s shift deviation be effected on the same date?

A shift deviation can be effected on the same date, by one of the following methods

• Recording shift deviation through the “Employee Scheduling” component

• Authorization of the employee’s shift deviation request. This authorization is carried out by the supervisor, through the “Employee Self Service” component.