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Monthly Attendance

Monthly attendance is the prior duty that has to be done each month to capture the overall and individual employees In time and Out time. In another term, monthly attendance helps to access the employee’s pay period, whether the employee comes regularly at the specified time, the times leaves taken, Present days, weekly off, Casual leave, Paid leave, Sick leave, Comp off, Shift timing allocated, Overtime hours, On-Duty.  To measure or analyze the employee’s performance, Monthly attendance plays a major role. Corresponding to this, the data captured helps the Organization or the concerned department to push the candidate towards the growth in the level of performance. That important is Monthly attendance.  In order to perform the task associated with, the ERP tool support collecting and analyzing the Monthly Attendance data at an easy phase.  Path: HRMS> Master> Attendance Settings> Monthly Attendance The presentation of the screen looks like this, each button explains the specification for the outcome of the attendance. 
  1. Pay period: A common term used in an organization for a particular month, quarterly wise or half-yearly wise, but now we can discuss the monthly pay period with the attendance. This is the period, which is default selected as a calculated pay period for that employee as a pay period. The whole month shift hour period will be interconnected with this concept, at the time of recruitment itself, that is when the employee has been recruited, and the month he/she is joining the concern, from that month, it will be automatically added as the pay period. 
  By selecting the pay period, the monthly transaction can be accessed. Opting the pay period, next we need to configure what has to be performed in the month for the employee.   

2. Pay Configuration: The pay configuration is very useful too, which helps the processing of the salary release without any hazardous calculation. To be particular the pay will be configured as per the specifications of the organization, the payment of salary is segregated either as per department, as per production shifts, as per contract workers, as per locations. Keeping in mind the above-said settings, the configuration is made automatically each month to ease the time duration spent on this tool. Every employee detail is gathered and consolidated according to their shift and work allotment and configured to the list. 

 

3. From Date/To Date: After selecting the Pay period and Pay configuration, the date automatically gets displayed. The purpose of the date is to help the employee to select a particular date that needs certain clarifications in regard to attendance with a par to the payment. 

4. Records: The records here denote the number of employees designated in the particular shift. In this data record tool, it will have any numbers of employees that can be displayed, but to ease work to collect the data, it is set to collect from 1 to 300, and again from 301 to another 300 in numbers. 

5. From Rec No and No of Records: This option is given to select the number of employees in the record. As we have selected the pay configuration which default shows those particular shifts employees alone, we can opt for any particular number of employees, like 250 to 500. And then we can check the details and update them. 

6. Load Ice Map: The purpose of the Ice Map is built to configure the worked excel of the employee to convert to the HRMS CSV format. The monthly attendance, collected from the Bio-metric machine as a CSV format can be uploaded here as an excel form, or the daily manual register can be converted and added to the Monthly Attendance sheet. After uploading the excel data, further calculation or configuration can be done. 

We have known the features benefitting the Monthly Attendance, Now let us discuss how it works priorly  In HRMS Monthly Attendance comprises of the below concepts for pay processing  These are the default tabs for processing the Monthly Attendance, these tools can be configured as per the decision of the Organization.  How to process the data, as we already explained the configuration is a default set to process month-wise. Here we can select which type to default to process month-wise.  When we click the show button, the above option will be displayed, and when he click the hide button, we can see the buttons which are highlighted are shadowed, so after this, we can select the button which has to be calculated.  With the help of these buttons, it is easy to show all the buttons and to hide the buttons which are not for processing this month.  We can see here the buttons are shadowed, apart from the default options the other buttons have to be chosen for processing the Monthly Attendance. Each button has a unique specification that is interconnected with each other.  Buttons which are automatically taken for processing -  Present, Worked, leave, Paid, No paid. From the tool, and from the Organization's decision these buttons have to be chosen - Holiday, Week off, Casual leave, Loss of Pay.  Adding the buttons which are necessary for Monthly attendance processing We can see the buttons get highlighted, from this screen we are selecting one by one and we have Present days and followed by other buttons which are vital in calculating the monthly attendance, even though these buttons automatically generates for calculating, it is prescribed for adding to see the clarity with the other buttons and to avoid confusion. 
  • Employee filter: The employee filter button shall be able to filter employees based on your criteria which can be the department, work type, staff type, etc. Using this button enables you to produce employees in the table based on your filters.
There is a provision for Ice Map that allows you to import any attendance files. e.g. excel sheet. You are also able to hide tabular fields if you do not require all of them. E.g. If you have no need for Present Days then clicking on it will make it disappear. Similarly clicking on it again will make it reappear. There are also several leave types like L_PL, L_CL denoting paid leave and casual leave respectively. The load button present below is for filling entries based on the pay period and pay configuration in the table
  • Employee Code & Name: These fields contain the code and name of the employee.
  • Present & Worked Days: Present days contain the total number of days the employee was present and worked days are the days when the employee actually worked while being present.
  •  Weekly Off: Weekly Off is the day of the week which is the assigned off day. Each organization has its own weekly off and this field displays the total weekly off days in the month.
  • Holidays: This contains the total number of holidays in the month if any.
  • Leave Days: The total number of leave days taken by the employee is shown.
  • Paid Days: This relates to the extra days with pay worked by the employee.
  • Absent: Absent days are leaves that exceed an employee's prescribed quota, also leaves that are taken without prior information.
  • OT Hours & OT Factor Hours: The total overtime hours worked in the month are present in the OT hours field and OT factor hours are the factor of OT hours. If OT hours are 5 with the OT Hour factor as 2, then the actual hour should be 10.
  • Work Type: Work type is the type of work that can be technical, non - technical, etc.
Earlier paragraph, we saw the default buttons and the buttons to choose for calculation, so this is how the attendance is processed  For example: Let’s say we need to calculate the Monthly attendance for these two employees, who are in the month of August 2019 which has 31 days, and in this Mr. Manikandan has been present in the organization for 23 days and the other 4 days are considered to be a week off, and for Mr. Subash Chandra he has worked for 20 days. How the working are calculated in the tool,  The attendance system connected with the HRMS captures the in and out entries, whether the punch is kept or not, or the employee has been on on-duty or taken any sudden leave due to any situation are captured and processed daily and the result will be displayed while processing the attendance for payroll.  See here, there are 2 days earned leave taken to the employee, other than that, there is 2 days Casual leave taken by Mr. Manikandan. The earned leave differs as per organization, it may be 18 days or 24 days a year, and 12 days of casual leave per year. Calculating the leaves for the first employee against the attendance, that is deducting the Earned leave, Casual leave, and the week off for four days the employee’s monthly worked days are totaled to be 23 days.  The same process is carried out for the next employee Mr. Subash Chandra where he has worked for 20 days for the whole of the august month, where the employee has 2 Earned days off and taken 4 Casual leave and also in that month of August he has taken a loss of pay leave. Calculating the leaves, the employee has 20 total worked days.  After assuring the leaves taken from the employee end, click on the calculate button to display the worked days.  This is how the employee’s monthly attendance is processed and rolled out through payroll executives, so maintaining the worked days is mandatory for the development of the organization and in turn the periodic improvement in the payment of salary.  Load and Filter: The load is nothing but an option that goes with the Pay configuration method, for example, when we need to know and calculate the monthly attendance for a particular group of staff type or worker type, or to select the employee type in that specific category, load and filter make the work easier.  After selecting the process above, click the filter above and the selected details will be displayed.  And in this page, we can make the necessary alteration needed for the monthly information Usage of this option is provided, to make the necessary changes in the calculating screen, that is by applying this method, for the entire employees the monthly attendance will be shown as a fresh page, where we can go and make the alterations which are subject to change.  Here also the screen will be displayed as a fresh page with no leave or punches recorded, but the previous month’s untaken leave will be displayed on this screen and the current month’s process can also be updated, therefore the calculation is made according to it. 
  • After completing the entire process, save the process, for further amendments.  

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