Recording time and attendance manually

The “Attendance In / Out” tab page appears by default on launch of the “Time Tracking” activity in the “Timesheet” business component.

Select the “Attendance In / Out” tab in the “Time Tracking” activity.

Enter the following field in the “Attendance Booking For” group box:

Attendance For

Use the drop-down list box for whom or by whom the time entry is booked.

Self - Select this option if you wish to record time details for yourself
As Supervisor - Select this option if you wish to record time and attendance details from the position of a supervisor.
Other Employee - Select this option if you wish to book time and attendance details on behalf of another employee, like for example, your colleague.

The system lists the value "Other Employee" only if the process parameter “Attendance Booking by different employees” is set as “Allowed” in the “Set process parameters” activity of the “Time Management Master” business component.

The system displays “Self” by default.

If the “Attendance In / Out” tab is launched with the context of the Alternate Authorizer, the drop-down list box displays only the value “Supervisor”, thus enabling to record time and attendance details on behalf of primary Authorizer's reportees.

Enter the following fields in the “Search Criteria” group box:

Emp. Code

The code identifying the employee for whom timesheet booking is to be made. Mandatory.

Ensure the following:

The code entered in this field is a valid employee code in “active” status as defined in the “HRMS” business component. HRMS
The code entered in this field is that of a direct reportee to the supervisor if “As Supervisor” is selected in the “Attendance For” field.

Data entry in this field is mandatory if “As Supervisor” or “Other Employee” is selected in the “Attendance For” drop-down list box.

Help facility available

Date from / to

The starting date in the range of dates from which the timesheet records must be retrieved. Mandatory. The ending date in the range of dates until which the timesheet records must be retrieved is entered in the box provided alongside. The system retrieves all the records falling within this date range specified.

Note that the system defaults the date based on the value set for the process parameter “Default Date Range for Search” for the parameter “Common-ARS” in the “Set Process Parameters” activity of the current business component.

Note that the date format is displayed from the “Set User Date and Time Format” activity in the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the “Enterprise Modeling” business component by default.

Ensure that the date entered in the “To” field is later than the date entered in the “Date From” field.

By default the system displays the current system date.

Search By

Use the drop-down list box to select the basis on which you wish to retrieve attendance records in the multiline.

Reason Code - Select this option if you wish to search for attendance records as per the reason code.
Status – Select this option if you wish to search for attendance records based on the status of the record.
Entry Mode – Select this option if you wish to search for attendance records based on the mode in which the user logged in, clock or manual.
Rep. Work Station – Select this option if you wish to search for attendance records based on the work station in which the employee recorded time and attendance.

In the drop-down list box alongside, select the value corresponding to the item selected in the “Additional Search” field. The system lists options in this field based on the selection made in the “Additional Search” field as follows:

Value selected in the “Additional Search” drop-down list box:	The system lists the following options in the adjacent drop-down list box:
Reason Code	The system lists all the quick codes as defined for the quick code type “Reason Code” in the “Manage Quick Codes” activity of the current business component.
Status	All Fresh
Entry Mode	Clock Manual

Show Exception Records

Check this checkbox if you wish to retrieve details of all the entries including invalid entries made while recording in and out time.

All the records swiped including invalid records

Click the “Search” pushbutton to retrieve the search details in the multiline.
Enter the following fields in the “Attendance Records” multiline:

Rep. Work Station

The station in which the employee actually reports time and attendance.

In-Date

The date on which the employee logged in.

Act. In-time

The actual time when the employee logged in. Mandatory.

Ensure that the time specified in this field is not a future in-time for the given date.

The system displays the following field in the “Attendance Records” multiline:

Rounded Off

The rounding off of the actual in time as per the company policy.

Enter the following fields in the “Attendance Records” multiline:

Out-Date

The date on which the employee logged in.

Act. Out-Time

The actual time when the employee logged out. Mandatory.

Ensure that the time specified in this field is not a future out-time for the given date.

Note: Ensure that the Emp. Code, In-Date, Out-Date, Act. In-time and Act. Out-time is a unique combination.

The system displays the following field in the “Attendance Records” multiline:

Rounded Off

The rounding off of the actual out time as per the company policy.

Enter the following fields in the “Attendance Records” multiline:

Act. Duration

The total number of hours the employee was at work in a day.

The system displays the following field in the “Attendance Records” multiline:

Dur. Considered

The round off of the actual duration.

Enter the following fields in the “Attendance Records” multiline:

Reason Code

The code identifying the reason for which attendance booking is done manually. Data entry in this field is mandatory for the following:

Manually recorded attendance
Attendance records modified from swipe mode.

By default the system displays blank in this field.

Remarks

Any comments pertaining to the attendance records.

The system displays the following field in the “Attendance Records” multiline:

Rejection Remarks	Comments given by the supervisor if the attendance record is rejected.
Status	The status of the attendance record which could be “Fresh” or “Rejected”. Note that the system does not retrieve approved attendance records.
Entry Mode	The mode in which the login was made which could be clock or manual.
Created by	The name of the login user who created the attendance record.
Created Date	The date on which the attendance record was created.
Last Modified by	The name of the user who modified the attendance record last.
Last Modified Date	The date on which the attendance record was modified last.

Click the “Save” pushbutton to save the attendance details.

Note: If the “Attendance In / Out” tab is launched with the context of the Alternate Authorizer (.i.e. through the respective hyperlink in “Authorize Time Records” screen), Primary Authorizer’s context will be passed on to the “Time Tracking” screen, thus enabling the Alternate Authorizer to record time on behalf of primary Authorizer's reportees.

The system validates if the ‘In-Date' and 'Out-Date' specified are beyond the effectivity period of the logged in Alternate Authorizer, when the process parameter "Allow attendance reporting by Alternate authorizer beyond effectivity period" is set as “No” in the “Set Process Parameters” activity of the “Time Tracking Setup” business component.

The system converts the current server date and time to the local date and time of the place of attendance.

Time Zone Conversion Logic

	Server	User
Place	India	Adelaide International Airport, Australia. More.. Station “Adelaide International Airport” time zone would be set as “ATZ” in the “Common Masters” business component.
Date	31-01-2013	31-01-2013
Time	7 am	11 am
Time Zone		ATZ More.. (the Difference in UTC” would be set as “+4” in the Common Masters business component).

On selecting “Station” as Adelaide and starting the clock in the AME activity, the system performs the following:

The current server date and time + The time difference of +4 = The Start Date & Time

31-01-2013, 7:00 am + 31-01-2013, 11 am = 31-01-2013, 11 am.

Rounding Off Logic

Rounding Off factor set in the “Set Process Parameters” activity of the “Time Management Master” business component is “5 min”.

More..The rounding off factor which includes Rounding off factor (and Rounding off Threshold can be set in the “Set Process Parameters” activity of the “Time Management Master” business component for the following process parameters:

Rounding off factor for Attendance in-time records (In minutes)
Rounding off threshold for Attendance in-time records (In minutes
Rounding off factor for Attendance out-time records (In minutes)
Rounding off threshold for Attendance out-time records (In minutes)

Then the system considers hours as follows:

For Eg. 8.00, 8.05, 8.10 and so on.

If the process parameter for “rounding off rules for attendance in-time record” is set as:

Factor	Threshold	Set Parameters	In-time	System rounds value as per the set parameters to
15 Minutes	7 Minutes	round Down	8 to 8.07	8
15 Minutes	7 Minutes	round Up	8.07 to 8.15	8.15

To proceed, carry out the following:

Select the “Timesheet - Clock” tab to record direct or indirect booking hours.
Select the “Timesheet - Manual” tab to record booking hours for work that has already been completed.
Select the “Time Off” tab to record time-off details.

Note that once timesheet is booked, the system sends a notification mail to the associated mail ID

The system retrieves all the Time Records which are pending for respective user (employee's) approval as on current date and time. Also note that this will include both direct records for approval and the records which are applicable to user as an alternate approver.