Time TrackTime TrackThe Complete Time Office SolutionThe Complete Time Office Solution

INTRODUCTIONINTRODUCTIONEvery organization has its own set of rules and regulations regarding office management, duty Every organization has its own set of rules and regulations regarding office management, duty timings; leave rules, holidays, shifts etc. These rules may differ from employee to employee or timings; leave rules, holidays, shifts etc. These rules may differ from employee to employee or for a group of employees. Computerization increases efficiency, reduces duplication and also for a group of employees. Computerization increases efficiency, reduces duplication and also reduces the delays involved due to manual work. A lot of routine paper work can be eliminated reduces the delays involved due to manual work. A lot of routine paper work can be eliminated and smooth working can be ensured. Thus Time Trackand smooth working can be ensured. Thus Time Track becomes an integral part of becomes an integral part of organization.organization.

Efficiency of any organization mainly depends upon the optimum use of the available Efficiency of any organization mainly depends upon the optimum use of the available resources. The Time Trackresources. The Time Track software deals with effective control of manpower, which is the software deals with effective control of manpower, which is the most sensitive resource and need to be controlled effectively and efficiently.most sensitive resource and need to be controlled effectively and efficiently.

An employee is one of the key-performing assets of any company. It becomes imperative for An employee is one of the key-performing assets of any company. It becomes imperative for any company to keep track employee’s activities. One of the methods is to keep track of daily any company to keep track employee’s activities. One of the methods is to keep track of daily attendance of the employees. In earlier days we had the concept of attendance register, then a attendance of the employees. In earlier days we had the concept of attendance register, then a punch card and today we have different types of attendance recording machines.punch card and today we have different types of attendance recording machines.

The employee inserts/swipe/shows the card in the card reader machines to record his The employee inserts/swipe/shows the card in the card reader machines to record his movement. This is done when he/she enters or leaves the office premises.movement. This is done when he/she enters or leaves the office premises.The main focus of the Time TrackThe main focus of the Time Track system is to keep track of the employees’ attendance. It system is to keep track of the employees’ attendance. It also maintains and provides information that can be used by any other software like Payroll.also maintains and provides information that can be used by any other software like Payroll.

Login Screen TimeTrack is a multi environment, multi user software package and can be connected to any ODBC compliant database

Main Screen These are the various modules envisaged in the system which are described in detail further on

Master Menu The masters in this menu are Company, Department, Category, Holiday, Employee, Shift, Leave opening balance etc., these masters play an important role in defining the rules and regulations governing a group of employees attendance

Company Master TimeTrack Standard is a multi company software. The software takes care of a group of companies located at a single or various premises but having common attendance recording policies. The reports generated by the software will be company wise.

Department Master Using the department, various departments in the company can be created and employees falling under these departments can be classified accordingly

Category Master This master is an operationally important part of time keeping program. Category master defines distinct groups of employees, for whom different leave rules or different Check-in or Check out time applies. For e.g. Manager groups are likely to have different set of leave/ check-in-out rule applicable to them. So in such cases different categories are defined to enable TIME TRACK to process the cases as required.

Holiday Master This master is to keep a record of all the holidays according to the company’s rules

Employee Master This master keeps the details of all the employees working in companies. Employees’ personal as well as official details including his date of joining are stored in this master and offers a quick view of the details without going through various reports. Some overrides are allowed in the employee master to exempt some of the employees to mark their attendance on the attendance terminal or just mark one punch in a day to be considered to be present.

Shift Master This Master, an operationally important one defines the timing and other parameters regarding shifts. This is divided into three parts viz a) Shift definitions b) shift patterns and c) shift scheduling

Shift Pattern The main purpose of this master to define the various shifts and create various patterns for rotation of shifts and then schedule the shifts of the various employees. In some location especially in Factories, Call-Centers employee follows a fixed set of shift patterns. For e.g. an employee may do first shift (F1) for one Week then the Second shift (S1) for one week and then the Third shift (T1) and then the General shift (G1) for one week then continue with first shift again. So here an employee follows a shift Pattern of F1S1T1G1 that changes weekly this Master defines such shift patterns and duration after which they change

Shift Roster Shift codes entered in Shift Master are Automatically entered in Rotation Master as Permanent shift Type. In this process the shifts can be assigned to a group of employees together rather than assigning the shifts individually to each employee. This saves lot of time in a medium or large organization for the time office/ personnel department. The system generates monthly shift schedule for each and every employee irrespective of whether the employee has fixed shift or a Rotating shift. Shift Scheduler is a program, which automatically does this monthly scheduling for all or a single employee.

Leave Opening Balance This module is used to create the opening balance of various leaves credited in the leave account of the employees at the time of first installation of the software.

Posting The data collected in the attendance-recording terminal is the raw data. This data needs to be processed to generate various reports.

Import Employees This module is important as the employees’ basic data is entered in the communication software supplied with the attendance recording system. The basic data is thus imported in the TIME TRACK software thus eliminating the process

of reentering the employees’ data again.

Leave Entry This module records the leave application and updates the Leave status. As and when an employee applies for leave the same can be entered in this form. The software checks for all the parameters and rules defined in the leave master and prompt the use for any wrong or ambiguous entry. This helps in preventing wrong entries due to oversight.

Manual Entry Incase of discrepancy, the employee swipe can be entered manually. The reason for discrepancy could be because of lost card, machine malfunctioning, outdoor duty etc. Therefore, the missing entries can be done using this module.

Compensatory Off Entry In many organizations some employees are eligible for compensatory off for various reasons such as working on off days or holidays, working late etc. This module helps in maintaining and tracking the compensatory off for such employees.

Overtime Approval This module is used to approve/regularize the overtime worked by any or a group of employees. Unless the overtime is approved the same will not be reflected in the reports.

Condone Entry Due to reasons beyond control of employees, on certain times employees do come late or leave early. The reasons could be rains, traffic, late running of train, festivals, bandhs etc. or certain personal reasons. Such late entries can be condoned for one or group of employees using this module and the attendance

is regularized.

Current Day Current day report is generated on the same day after the start of shift and after the employees have punched their IN entry. The reports are available in the order department/shift. The reports are further subdivided into 4 different reports: (a) All: All the current day Reports of Employees Arrival Time with Late Hours and Status. (b) Present: Report of all the employees present with punch time, late etc. (c) Late: Report of Employees who have punched in after shift starts with Status. (d) Absent: Report of employees who are absent including those who have come late and are marked absent as per the policy.

Attendance Report The Attendance report is available after both in and out punches have been marked, generally next day or after the end of the shift. The reports are available in the order company/department/shift. The reports are further subdivided into 12 different reports

Attendance Summary Time card is basically a consolidated report of employees’ attendance showing date/shift/login & out timing/late coming/leaves taken/early going/working hours/extra hours and status. This report the complete history of an employees’ attendance for a selected date range.

Continuous Absenteeism Report This report helps in finding the employees who have been absent for more than a number of days (that can be set in the menu by the user) during a period. The report is available

in the order of department/category.

Time Card Time card is basically a consolidated report of employees’ attendance showing date/shift/login & out timing/late coming/early going/leaves

taken/working hours/ extra hours and status. This report the complete history of an employees’ attendance for a selected date range.

Muster The muster report gives the consolidated report of the status of all employees for a month. The report is required as per shops & establishment act, factories act and payment of wages act. The report is available in the order of department.

OverTime Report This report gives the details of employees who have worked

overtime during the period including total hours of overtime.

Exception Entry Report Any exception or manual entry done during the period is shown in

this report with the reason for the entry.

Swipe report This report shows the total number of times and on which reader a person has swiped/shown/ the card. This helps in finding the movement profile

of a person.

Leave Balance Report This report shows the leave opening balance, leaves used and leave current balance of each leave for all or selected employees for the current leave accounting year

Leave Card This is leave details of each employee showing the days on which the person is on leave / type of leaves/ opening balance and current balance. The details shown are for the current leave accounting year.

Shift Roster Report For all those employees for whom shift rostering has been defined, the shift roster report can be generated displaying their shift for the selected date range.

Late/Early Report The late/early report can be generated to monitor the number of times/ occasions on which employees have reported late to work or left early. The report displays the number of late arrivals and early going in a bifurcated manner.

Muster In/Out Report The muster in/out report gives the daily in time and out time of employees along with their leaves and other details in a consolidated format. The report in an enhancement of the normal muster report. The report is available in the order of department.

Setup The initial setup of software as per the time recorder and basic company policies

User Access The Supervisor can define the security level. Each user can have his password

& change it. The modules can be accessed depending upon the security level.

Leave CreditingCrediting the annual leaves after the leave accounting year is over. This utility is to be used at the end of the year after every one has applied for the leave and adjustments.

Leave Deduction Process Deductions for employees late coming or early going from their attendance or leaves is done using this process. The deductions are done in accordance with the parameters set in the category master under late count deduction.

Change Password This utility allows the administrator to change the password of users.

Backup This utility allows to backup the data for safekeeping.