03. User''s Guide - HRM - Timekeeping

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Fast Business Online User’s Guide Timekeeping and Annual Leave Management Table of Content

1 Timekeeping 3

1.1 Data Input 3

1.1.1 Employee Card Info Input 3

1.1.2 Employee Working Shift Schedule 4

1.1.3 Employee Overtime Register 5

1.1.4 Employee Time In/Out Input 6

1.1.5 Employee Leave Input 7

1.1.6 Employee Leave by Regulation 8

1.2 Adjustments 9

1.2.1 Employee Time In/Out Adjusting 9

1.2.2 Working Department Definition 10

1.2.3 Employee Workday Adjusting 10

1.3 Process 11

1.3.1 Workday Computation 11

1.3.2 Workday Deletion 16

1.4 Reports 16

1.4.1 Employees with Inaccurate Time In/Out 16

1.4.2 Timesheet 17

1.4.3 Detailed Time Record Sheet 17

1.4.4 Employee Workday Sheet 18

1.4.5 Overtime Sheet 19

1.4.6 Late In/Early Out Report 19

1.4.7 Employee Late In/Early Out Statistics 20

1.4.8 Leave Time Detailed Report 20

1.4.9 Leave Time Summary Report 21

1.5 List mainternance 22

1.5.1 Workday Sign List 22

1.5.2 Workday Type List 23

1.5.3 Workday Group List 23

1.5.4 Working Shift List 24

1.5.5 Shift Group List 26

1.5.6 Detailed Shift 26

1.5.7 Overtime Definition 28

1.5.8 Overtime Workday Type 28

1.5.9 Leave Type List 28

1.5.10 Non-working Days, Public Holidays 29

1.5.11 Department Non-working Days 29

2 Annual Leave Management 30

2.1.1 Employee Annual Leave Input 30

2.1.2 Department Additional Annual Leave 30

2.1.3 Employee Additional Annual Leave 31

2.1.4 View the Approved Annual Leave Request 31

2.1.5 Employee Leave Detailed Report 32

2.1.6 Employee Annual Leave Detailed Report 33

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2.1.7 Employee Annual Leave Summary Report 332.1.8 Employee Annual Leave Input 342.1.9 Transfer Annual Leave Balance to Next Year 35

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1.1.1 Employee Card Info Input

Employee card information input is main information in Timecard Management The information defined in this function is priority on data gathering for workday computation

 Default Workday

It is required to select a workday with category 1 - Regular (Workday Sign List) If this is not a regular workday, the annual leave calculation will be inaccurate (weekend, holidays will also be subtracted on annual leave) Default workday is used to replace the workday sign in case of working on non-working days or holidays

 Hours

Number of hours defined in this function is base for workday computation

If this field is blank, the system will refer to "No of Working Hours per Day" parameter in system for workday computation Then, workday will be calculated by actual working hours dividing this defined hours

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1.1.2 Employee Working Shift Schedule

It is required to schedule working shift of employees so that the system can recognize

to which workday, shift the working time belongs

Note:

- If the timecard reports are viewed without data, you should check if the employee working shift has been scheduled or not

- Only regular shifts are defined here; the overtime shifts will be defined in

"Employee Overtime Register" instead of this function

- The additional time or leave by regulation will be systematically added in time sheet, it is not required to schedule here

1.1.2.1 Special Tasks

 Copy by Employee (Row)

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The system supports in copying the working shift schedule of an employee (all days in month) to other employees following the query condition Pay attention to following fields:

- Department/Employee List: Select to copy to all employees in department or to someone in department;

- Type: If you select "1 - Overwrite", the system will replace the current definition of employees by the copied one following query condition

- Target Days: key in list of specific days required to be copied, these days are separated by comma (for example: "1,2,3,4,5,6");besides, it

is possible to copy to separated periods (for example: "1-3, 5-10" means that the data will be copied to days from 1 to 3 and from 5 to 10);

- Target Department/ Employee List: Select all employees (department)

or someone in department;

- Type: If you select "1 - Overwrite", the system will replace the current definition of employees by the copied one following query condition

1.1.3 Employee Overtime Register

It is required to register overtime shift for employees so that the system can recognize

to which workday, shift the overtime time belongs If the timecard reports are viewed without data, you should check if the employee overtime shift has been registered or not

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Note:

"Date from/to" is used in case of continues overtime working days Otherwise, it is required to input each day

1.1.4 Employee Time In/Out Input

This function is used to input time in/out of employees in some special cases such as power cut, timekeeper break-down Thus, there is no data in timekeeper You can input time in, time out or both

For example:

An employee has worked 2 continuous shifts: from 14:00 to 22:00 and from 23:00 to 07:00 (next day) He/she only checks in shift 1 and checks out shift 2

Then, to add time in/out of that employee in this function, you can input time out of shift 1 at 22:00 and time in of shift 2 at 23:00 only

 Next Day

This option is selected in case a shift begins on one day and ends on the next day It is required when you input time in/out of this kind of shift for employees When getting timekeeping data from timekeeper, it is not necessary to select this option because the system can recognize the time in/out following actual date and time from timekeeper

Data input in this function are in the same priority as one get from timekeeper Therefore, if the data in these 2 functions are coincided, the timecard reports can be inaccurate At that time, the system will gather

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data from both 2 sources and consider the reasonability of each pair of time in/out

1.1.5 Employee Leave Input

This function is used to input employee leave information such as annual leave, sickness or unpaid leave

Workday selected in this function must be one with category 2 - Other (leave or absent) only

 Date from/to

It is possible to input leave in many days (from date - to date) However, you should note that the system will not check the coincided dates (2 periods of leaving which are overlapped or nested)

 Hours

Number of hours per day of leave This value is used in leave day calculation

Note on leave day calculating formula:

On workday computation, the system will count from the beginning of first day to the end of last day for an actual number of days This number will

be multiplied by the "Hours" in this function, then divided by "Hours" per working day defined in Employee Card Info Input or "No of Working Hours per Day" parameter in System to have the number of days leave

In case there are Saturday and Sunday during the period of leave, the system will subtract the number of hours defined in "Department Leave Input"

 Priority

This field is used to define the priority of workday sign used for workday computation:

1 - By Defined Workday, 2 - By Non-working Day or Public Holiday

- In case of 1 - By defined workday, the system will calculate the number

of days leave by the workday sign defined in this function including working days and public holidays (if any)

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If the leave days are annual leaves, the non-working days or public holidays will also be subtracted on annual leave

- In case of 2 - By non-working days or holidays, the system will calculate the number of days leave by the workday sign defined in this function, excluding non-working days and public holidays (if any)

If the leave days are annual leaves, the non-working days or public holidays will not be subtracted on annual leave

1.1.6 Employee Leave by Regulation

This function is used to input hours of leave by regulation of employees who have been working If there is information input in this function, the system will add hours of leave

by regulation to working hours in workday computation

For example:

- A female employee who has been back to work after maternity leave will

be allowed 1-hour leave per day to take care of her child This benefit will

be effective until the child is 1 year old

- Employee whose home is far away from work can be allowed 1-hour early out per day to take shuttle to home

If the employee who has been defined the leave by regulation by does not

go to work (there is no timekeeping data) will not be add this hour of leave

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In case of leave by regulation, it is required to define a working shift shorter than the regular one so that the total number of working hours and leaving hours after workday computation will not over the regular working hours This special working shift will be systematically calculated

For example:

A female employee works in office shift from 8:00 to 17:00 (8 working hours), she is allowed 1-hour leave to take care of her new-born child from January to June In this case, it is required to define and input as following:

- An office shift (XX) from 8:00 to 16:00 or from 9:00 to 17:00 (7 working hours);

- Schedule this shift for that employee from January to June;

- Input "Employee Leave by Regulation" with shift XX;

- That employee will have timekeeping time following the scheduled shift

XX

At that time, if that employee has timekeeping time over the working hours defined in shift XX, the system will only record 8 working hours

1.2.1 Employee Time In/Out Adjusting

When using this function , you are required to input both time in and time out of employees The time in/out input here is priority when the system gathers data for workday computation

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For example:

An employee has worked 2 continuous shifts: from 14:00 to 22:00 and from 23:00 to 07:00 (next day) He/she only scans timekeeping card once when coming shift 1 and once when leaving shift 2

Then, to add time in/out of that employee in this function, you have to input time out and time our of both 2 shifts: 14:00 - 22:00 and 23:00 - 07:00 (Next Day)

1.2.2 Working Department Definition

This function is used to define the working department to calculate workday and salary

in case an employee has worked for two or more departments in month

1.2.3 Employee Workday Adjusting

The workday sign, time in/out and number of working hours input in this function take the first priority in gathering data for workday computation If there is no data in this function, the workday computation will be processed by timekeeping data

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Check the access right of current user in operations:

- Unit access right: view;

- Department access right: view

"Add New" right: Check the right of the current user to add new workday adjusting

1.3.1 Workday Computation

1.3.1.1 Functions Required before Processing Workday Computation

- Transfer Annual Leave Balance to Next Year;

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- Salary Computation;

- Late In/ Early Out Reports;

- Workday, Annual Leave Reports

1.3.1.2 Logic of Workday Computation

 Check Access Right of Current User

Check the access right by unit: only users who are assigned the "New" right by unit can perform this function to the required unit;

Check the department access right: only users who are assigned the department access right can perform this function to the required department;

Check the task access right: only users who are assigned the task access right (selected during right assignment) can perform this function

 "Next Day" option

In case some employees work in a shift which begins on a day and ends

on next day, it is required to define the time out in the detailed shift as next day so that the system can recognize which is the time out of the previous working day

Refer to "Employee Time In/Out Input" and "Detailed Shift" for more information

 Maximum Idle Time

The (actual) time out of previous working day can be coincided or nested with time in of the next working day (defined in detailed shift), so it is required to define the maximum idle time that the employees are waited for checking out (Working Shift List - Maximum Idle Time) This means that the actual time out can only be later than one in detailed shift a period

of time equal to the maximum idle time Otherwise it will be shown in

"Employees with Inaccurate Time In/Out" report

For example:

Night shift of previous day end at 6am, day shift of the next day begins at 7am

The employees working in the night shift can check out late:

- Time in on 02 Jan 2013: 22:00-00 - time out on 03 Jan 2013: 06:59-00 (next day);

- Time in on 03 Jan 2013: 07:00-00 - time out: 11:00-00

If the "Maximum Idle Time" is 60 minutes, the system can recognize that 06:59-00 on 03 Jan 2013 is time out and calculate the working hours of the night shift (59 minutes is within the maximum idle time - 60 minutes) In case there is no maximum idle time, the system cannot calculate the working hours of the night shift

 Working on weekend and public holidays

On weekend and public holidays, the employees do not go to work, these days are default as non-working day sign If there is any employee going

to work, it will be calculated as working overtime on weekend or public holidays

1.3.1.3 Some Definition for Workday Computation

 Employee Card Info Input

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Define the default workday sign of public holidays (without timekeeping data) If the default workday sign is not defined in this function, the system will get from "Non-working Days, Public Holidays"

 Working Shift, Detailed Shift

- Support some parameters to correctly determine the time in/out in timekeeping data;

- Support the workday sign being used;

- Besides, support in defining shift of the previous working day

 Working Shift Schedule

On the basis of timekeeping data from timekeeper (Time In/Out Input, Time In/Out Adjusting), the system will compare with the scheduled working shift to calculate the working days

 Overtime Definition

On the basis of timekeeping data from timekeeper (Time In/Out Input, Time In/Out Adjusting), the system will compare with the registered overtime shift to calculate the overtime working hours

1.3.1.4 Data for Workday Computation

 Non-working Days, Public Holidays

On non-working days or holidays, there is no timekeeping data of employees from timekeeper so the system will get information (shift, workday sign) define in "Non-working Days, Public Holidays" for workday computation

 Department Non-working Days

Used to define weekly non-working days (not public holidays) If there is timekeeping time on these days and overtime register, the system will calculate overtime working hours

 Employee Leave Input

On leave days, there is no timekeeping data of employees from timekeeper so the system will get information (shift, workday sign) define

in "Employee Leave Input" for workday computation

In case of leave in many days (from date/ to date), if the "Priority" is "By Defined Workday", the system will get the "Workday" defined in this function for workday computation If the priority is "By Non-working Days, Public Holidays", the system will get the "Workday" defined in "Non-working Days, Public Holidays" for workday computation

 Timekeeping Data (get from timekeeper) or Time In/Out Input

The system will arrange "Time In/Out" in pairs to compute the working hours on the basis of following parameters:

- No of working hours per day:

- Based on the actual time in/out from timekeeping data to compute the actual working hours

- Min Time Block (Seconds): in the timekeeping data, there may be many times of check in or out If the distance between 2 times of check in or out is less than this parameter, it will be removed on the principle of latest time in and earliest time out

 Time In/Out Adjusting

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If there are time in/out input in this function, the system will get it for workday computation instead of ones in timekeeping data

 Workday Adjusting

The information input in this function is the first priority when the system gets data from workday computation The information includes department, date, shift, detailed shift, workday, time in/out, (number of) hours, late in/ early out (minutes) and overtime shift

- Non-working Days, Public Holidays or Employee Annual Leave Input

1.3.1.5 Reports from Workday Computation

 Employees with Inaccurate Time In/Out

This report is used to show the inaccurate information in timekeeping data such as:

- Lack of time in or time out;

- Excess of time in or time out of which the duration between 2 times of checking in the same type (in or out) is greater than the "Minimum Time Block (seconds)" parameter;

- Time in is after time out in a pair of time in/out

 Late In/Early Out Report / Employee Late In/Early Out Statistics

From raw timekeeping data, besides cases shown in "Employee Inaccurate Time In/Out" report, the system will calculate number of hours (minutes) late in/ early out of employees based on the following parameters:

- Minimum Time Block (Seconds);

- No of Working Hours per Day

1.3.1.6 Some related parameters

- Employee Card Info Input - Hours (equals Number of Hours per Day);

- Working Shift List - Rounding Minutes;

- Working Shift List - Rounding Type;

- Working Shift List - Maximum Idle Time: used in case the employees work in shift from this day to next day;

- Detailed Shift - Late In/ Early Out (Minutes): number of minutes that employees are allowed to be late in or early out without being subtracted the working hours;

- Detailed Shift - Added Minutes: number of minutes that an employee

is allowed to be early out and recorded as full working day

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1.3.1.7 Annual and other Leave Reports

 Leave Time Detailed Report/ Leave Time Summary Report

The system will get information from Employee Leave Input for workday computation

 Employee Leave Detailed Report/ Employee Annual Leave Detailed Report

The system will get information from Employee Leave Input with the workday sign as one defined in "Annual Leave Sign" parameter for workday computation

 Employee Annual Leave Summary Report

For workday computation, the system will get information from:

- Annual leave balance input or transferred from previous year;

- Employee leave input with workday sign as one defined in "Annual Leave Sign" parameter;

- Employee/department additional annual leave

Besides, the system will get information based on following parameters:

- Year of seniority to be added a day of annual leave: the system will calculate employee seniority based on the official hire date in Employee Information; with the rule of full days in a year;

- Number of annual leaves in year;

- Number of annual leaves in month: the system will calculate employee seniority based on the official hire date in Employee Information; with the rule of full days in a month

- Leave information: the system will get workday sign and hours defined

in Employee Leave Input;

- Leave by regulation: the system will get workday sign and hours defined in Employee Leave by Regulation;

- Working shift schedule: On the basis of timekeeping data from timekeeper (Time In/Out Input, Time In/Out Adjusting, Workday Adjusting), the system will compare with the defined working shift to define the working day;

- Overtime register: On the basis of timekeeping data from timekeeper (Time In/Out Input, Time In/Out Adjusting, Workday Adjusting), the system will compare with the defined overtime shift to define the overtime working day

 Detailed Time Record Sheet

- Timesheet: The processed data will be shown in "Timesheet";

- Detailed Shift: Working shifts are split into small (detailed) shifts

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 Employee Workday Sheet

This report is summarized by department, employee, number of days and hours detailed by workday

1.3.2 Workday Deletion

 Check Access Right of Current User

Check the access right by unit: only users who are assigned the "New" right by unit can perform this function to the required unit;

Check the department access right: only users who are assigned the department access right can perform this function to the required department;

Check the task access right: only users who are assigned the task access right (selected during right assignment) can perform this function

1.4.1 Employees with Inaccurate Time In/Out

This report will list employees with inaccurate time in/out caused by following reasons:

so much timekeeping data from card scanning/ fingerprint or mistakes from time in/out and workday adjusting

The inaccurate time in/out will be shown in this report after workday computation, such as:

- Lack of time in or time out;

- Excess of time in or time out of which the duration between 2 times of checking in the same type (in or out) is greater than the "Minimum Time Block (seconds)" parameter;

- Time in is after time out in a pair of time in/out

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1.4.2 Timesheet

Timesheet is used to show the workday and working hours per day of each employee

in each department within the report month

The system will get information from many sources for workday computation:

- Timekeeping data from timekeeper, time in/out input, time in/out adjusting, workday adjusting;

- Leave information: the system will get workday sign and hours defined

in Employee Leave Input;

- Leave by regulation: the system will get workday sign and hours defined in Employee Leave by Regulation;

- Working shift schedule: On the basis of timekeeping data from timekeeper (Time In/Out Input, Time In/Out Adjusting, Workday Adjusting), the system will compare with the defined working shift to define the working day;

- Overtime register: On the basis of timekeeping data from timekeeper (Time In/Out Input, Time In/Out Adjusting, Workday Adjusting), the system will compare with the defined overtime shift to define the overtime working day

1.4.3 Detailed Time Record Sheet