Smart Card Attendance

Management System

User Manual
Table of Contents

Introduction ............................................................................................................................................................... 1

Attendance Management System .......................................................................................................................................... 1

Business Validations Rules: ................................................................................................................................... 1

Reports and interfaces ............................................................................................................................................. 2

My Attendance ......................................................................................................................................................................... 2

My Team’s Attendance............................................................................................................................................................ 3

Attendance Request(s) ........................................................................................................................................................... 3

Mark Attendance- ............................................................................................................................................................................. 3

Attendance Management System Reports ............................................................................................................................ 7

Admin ............................................................................................................................................................................................... 7
Transactions ..................................................................................................................................................................................... 9
Attendance Reports ........................................................................................................................................................................ 14

Approvals ............................................................................................................................................................................... 18

Salary Hold ............................................................................................................................................................................. 19

Introduction
Attendance Management System
Attendance Management System, AMS, a name familiar with all the HCL employees. Where each and every employee of HCL can
manage their daily attendance. AMS shows the working duration of employees captured through various sources like door access
devices, SMM application, iTime application, etc.

Employees to view attendance online with Sign-In/Sign-Out time.

RM’s to view their reportees attendance online.
Employees to raise attendance correction request in case of absenteeism.
Employees approving managers to view requests raised by employees.
Approving managers to approve/reject requests raised by employees.
Employees to view attendance with working hours for each day.
Various reports like Attendance Leave Dashboard, Attendance Time Dashboard etc. are accessed by HR for payroll activities.

This system works as per below details:

Access logs are received for the employees through door access devices (Manually in some cases).
Shift data is taken from Roster application
Holiday data is taken from Holiday Calendar Application
Leave data is taken from LMS application.
TC data is taken from iTime application.

Business Validations Rules:

Door Access Card attendance:
If employee is using door access card to mark his/her attendance then-

Employee should use door access card throughout the day and timestamp captured is used to process sign in and sign out logs to show
attendance for the day.
Employee should have valid shift details (Roster shift details).
First sign-in and last sign-out will be considered for time calculation.
Shift details from roster will work as base to identify shift bracket as shift can fall in multiple days.
System defined shift bracket is: Shift start – 3 hours to shift end + 7 hours.

Leave:
Leave data sync from LMS application as per below rules/validation implemented in AMS:

Approved and Pending leave will update in AMS

Only 60 days backdated leave will update
Cancellation of leave will also update 60 days backdated

Manual Attendance:
Manual Attendance System facilitates employees to enter their sign-in/sign-out time manually from an interface provided in
AMS application.

Attendance can be entered for current day and previous day only.
By default, time declared by employee is auto approved.
Reporting Manager (RM) has option to decrease the working hours of the employees or cancel the attendance for the day to mark as absent
(A (RM)). RM cannot enter attendance on behalf of his team member(s).
A daily email notification goes to RM with consolidated timesheet entered by his team for the previous day.

Smart Card Attendance Management System (AMS) 1

Attendance Correction Request:
If an employee forgets to mark enter sign-in/sign-out time:

Users can raise attendance correction request to regularize the attendance for last 30 days.
RM needs to approve/reject the request. On approval the attendance will show as present (P (M)) while on cancellation the attendance will
show as absent (A (M)).
If RM is not taking action on the requests within 3 days, then it will be escalated to BU Head.

NRTW Process:
The status of E0 (Operations) is updated as NRTW:

Employee’s status updated as NRTW If he/she is consecutively absent on 4th day.

The process also checks for sandwich cases (excluding SO, Holiday but including all absent types) also in last 7 days including current day.
Considers pending leaves for the duration.
Removes their future roster

Short Login Hours:

If an employee’s working hours is less than the defined login hours

Mailers go to RM with login hour details, stating the short login.

If employee is not taking any corrective action within 30 days, then automatically he will be marked half day or full day absent.

No Show Deduction:
The employee who are availing cab and is scheduled to office, but absent for the day, then his/her name will appear in No show
deduction report. This report is used by EHS to deduct no-show penalty from employee’s salary.

Reports and interfaces

My Attendance
Description:
This interface shows employee’s attendance logs i.e. sign-in and sign-out (if available) for the selected date range. It can be viewed in
two ways-

a. In/Out View- This is selected by default and is used to view attendance logs(Sign-In & Sign-Out).
b. Work Duration View- This is used to view Total working hours days wise along with average working hour for the selected period.

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My Team’s Attendance
Description:
This Interface is used by RM’s to view the attendance of their team members. Also, attendance logs for the teams which have been
delegated can be viewed here.
This can be viewed in two ways-

a. In/Out View- This is selected by default and is used to view attendance logs (Sign-In & Sign-Out).
b. Work Duration View- This is used to view total working hour days wise along with average working hour for the selected period.

Attendance Request(s)
Mark Attendance-
This screen is used to mark the manual attendance. It will be visible to the employees for whom the manual attendance is configured /
enabled.

a. The attendance can be entered for current day and previous day only.
b. By default, time declared by employee is auto approved.

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 c. Reporting Manager (RM) has option to decrease the working hours of the employees or cancel the attendance for the day to mark
as absent (A (RM)). RM cannot enter timesheet on behalf of his team members.
d. A daily email notification goes to RM with consolidated timesheet entered by his team for the previous day.

Verify Manual Attendance-

Description:
Using this screen, RM can modify the manual attendance entered by his/her team members. Attendance can be modified using the
‘’Edit’’ button which redirects to the mark attendance interface and submitted for final processing. RM can only delimit the attendance
logs submitted by the user.

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Raise Attendance Request(s)-

Description:
Using this interface employee initiates the attendance correction request which goes to immediate reporting supervisor. The time
window within which the action needs to be taken by all is 30 days from the date of absence. The employee will be able to raise
attendance correction request for marking Present, SO & half day present.

View Request(s) Status-

Description:
This interface is used by the employee to view the status of their attendance request(s) raised i.e. pending/rejected/approved by
selecting status and year from respective dropdowns available in the interface as shown below.

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RM’s Pending request(s)-

Description:
This interface is used by RM for any attendance correction request raised by his team member. RM has 3 days to approve/reject a
request else it will get escalated to the function head for approval through a separate scheduler.

SLM Pending request(s)-

Description:
This interface is used by Second Level Manager for any attendance correction request which is escalated to function head level if the
RM fails to take any necessary action on the request within the stipulated time of 3 days from the request date and within the 30 days’
window from the date of absence. Both RM as well as FH can take action against the escalated request(s). The escalation is done
through a system generated mailer.

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Attendance Management System Reports
Description:
There are various reports available for HR and Payroll teams to view/download attendance data of BSERV users.
Report Download Option- Any reports available in the application can be downloaded on HCLTech network or on VPN network only.

Admin
Page Master
This interface is used to configure any newly added interface for providing further access. The entries made from this interface are
readily available on “Page Access” interface for providing access. “Page Access” interface is explained later in the document.

Page Access
This interface is used to provide access to employees for specific reports under AMS. To provide access to a page in AMS, the user
needs to check the particular page and click save.

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Head Count Validation
This interface is used to check the report of Head Count Validation.

Entity Configuration
This interface is used to configure Enable/Disable feature for different entities on various parameter like Country wise, Company Code
wise, Project wise Employee Code wise etc.

Service Configuration
This interface is used to configure all the services used in application to perform different tasks.

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Service Details
This interface is used to check the status of running services used in application.

Transactions
Smart Card
Attendance Console
This interface is used by HR to update attendance of users if required. HR can mark present, absent, SO from this user for last 60
days only.

 By searching the sap code, By Org unit search with L1, L2, L3, L4 code and CWL, and by Company code will get data’s.
 By searching with excel file and entering sap code upload a file.

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SLM Approval Mapping
This interface is used to change SLM approval mapping for the requested employee code. This is required if a Second Level Manager
is not available to take necessary actions on the escalated attendance correction requests.

Mark Holiday
This interface is used to mark holiday in attendance with no impact in roster or LMS for single employee or bulk of employees for the
selected year from list of holidays available from holiday calendar.
Holidays can be marked in two ways-
 Single updating- For marking holiday for a single employee.
 Bulk updating-For marking holiday for bulk employees using excel upload.

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Mark SO
This interface is used by HR to mark SO (Scheduled Off) in attendance. While marking SO the system checks for available SO in the
particular week. SO can be marked by selecting SO Date and employee code in two ways-
 Single upload- For marking SO for a single employee.
 Bulk upload-For marking holiday for bulk employees using excel upload. The excel file should be in proper format.

Manual Attendance Configuration

This interface is used to configure the manual attendance access for selected entities e.g. Premises, Employee Type and Employee
Wise. Once enabled, Manual attendance option gets enabled for the respective employee codes or premises or process. Manual
attendance access is automatically revoked after the “To date”.

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Deactivate Manual Attendance
The manual attendance configuration can be deactivated using this interface. On the selection of Entity Type (e.g. Premises,
Employee Type etc.) the saved records will appear and then the records can be deactivated after selecting the check boxes. After
deactivation of manual attendance, the respective users of entities won’t be able to access the manual attendance interface anymore.
Also, manual attendance link will not be visible to them.

Manual Attendance Report

Manual attendance report is used to provide a report showing all the entities e.g. Employee Code, Employee Type, Premises, Grade
Wise, Process Wise for which the manual attendance is activated.

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Working Hour Configuration
This report is used for customizing the working hours by selecting the configuration type like-process wise, employee group wise,
rebadged employees etc. and selecting the respective process along with the half day, full day login hours. The configuration of login
hours can be done from this screen on the basis of selected entities.

Delete Working Hour Configuration

Description: The login hours for any configured entity can be modified from this screen by selecting the required filters like
configuration type, employee group and process. The record can be deactivated or modified by clicking on ‘’Deactivate’’ option against
the respective record.

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Attendance Reports
Attendance Leave Dashboard
This report shows the day wise summary or detailed attendance and leaves data if any and also shows the consolidated leaves for
selected period. It shows the count of all the legends like P (M) etc. separately. Also, the various attendance legends which appear in
the report can be viewed by clicking the “View Legends” button which opens a separate pop up window.

 Employee Wise.
 By searching the sap code, By Org unit search with L1, L2, L3, L4 code and CWL, and by Company code will get data’s.
 By searching with excel file and entering sap code upload a file.

Attendance Time Dashboard

This report shows the information of sign-in/sign-out time along with the total of present, absent and LWP day wise for selected period.
Also, the various attendance legends which appear in the report can be viewed by clicking the “View Legends” button which opens a
separate pop up window.

 Employee Wise.
 By searching the sap code, By Org unit search with L1, L2, L3, L4 code and CWL, and by Company code will get data’s.
 By searching with excel file and entering sap code upload a file.

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Rostered Vs Present
This report shows the information of count of total rostered employees, total present employees with total present vs. total rostered
center wise within the selected range. By default, report is generated for current date. Upon clicking on the total of rostered or present
further report is generated showing the attendance details for the selected record employee wise.

Working Hours Report

This report shows the attendance details day wise for the selected date range. Currently, it can be fetched using two options: -

 Employee Wise-For single employee.

 By searching the sap code, By Org unit search with L1, L2, L3, L4 code and CWL, and by Company code will get data’s.
 By searching with excel file and entering sap code upload a file.

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Last Attendance Report
This report shows the last attendance date along with the attendance status like- ‘P’,
’LWP’, ’Al’ etc. for the “NRTW” employees whether they were present or taken any leave.

Short Login Hours Report

This report shows the records of the employees whose working hours are short and their RM’s have not taken any action on it within
30 days. After 30 days these records are getting converted to either A* or P-Half A*.

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Daily Working Hour Report
This report shows the daily working hours along with the employee details like employee code, employee name, department, process,
reporting to. for the selected date.
It can be generated in the following ways:

 Employee wise.
 Read from excel file (in desired format only).
 By searching the sap code, By Org unit search with L1, L2, L3, L4 code and CWL, and by Company code will get data’s.
 By searching with excel file and entering sap code upload a file.

LWP Deduction Report

Deduction Report is basically use by HR to show automatic LWP marked attendance of each employees during the selected time
period. Automatic LWP is marked when employee is absent on previous day and continue till non-compliance in available in system.
Different filters are available where HR can generate report for desired employees.

LWP Reversal Report

Same as LWP Deduction Report, Reversal report holds all the data whose reversal for LWP has been received. Apart from this only
the data which is already frozen is visible in reversal report.

Different filters are also available where HR can generate report for desired employees and time period.

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Approvals
Attendance Correction Approval(SLM)
When an employee raise their attendance correction request it goes to RM or SLM for approval.

Attendance Correction Approval(HR)

When an employee raise their attendance correction request it goes to RM or HR for approval.

LWP Reversal Resigned(RM)

In this section resigned employee raise their reversal for attendance correction.

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LWP Reversal Resigned(HR)
In this section resigned employee raise their reversal for attendance correction.

Salary Hold
Salary Hold
Payroll input team generate defaulters report who are absent for last 7 days and can mark their salary on hold from this interface.

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Salary Release Request
Employees use this interface to raise salary release request.

Salary Release Report

This report is to view salary hold transactions and their status.

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HR Approval
HR approves/rejects salary rlease requests raised by employees.

Payroll processing
Payroll processing team approve/reject salary release requests approved by HR.

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