Employees Attendance

Magnar gives you the option to upload timesheets from any punch machine as excel files, aggregate them, and then push them to the timesheet table for the employees.

Attendance Rules

A set of rules should be defined before using the attendance records model that determine how the system will deal with the overtime and late arrivals of the employees. To manage the attendance rules, go to Payroll Left Menu>> Setup>>Attendance Setup>>Attendance Rules:

• Early in: if the employee reach before the time margin mentioned in the above table “Greater Than”, the system will consider the amount of time as overtime and will calculate rate based on the specified overtime type that will be discussed in a while below.
• Late in: if the employee reach before the after margin mentioned in the above table “Greater Than”, the system will consider the amount of time as late arrival and will calculate rate based on the specified absence type that will be discussed in a while below.
• Early Out: if the employee leaves the work before the time margin mentioned in the above table “Greater Than”, the system will consider the amount of time as attendance and will calculate rate based on the specified absence type that will be discussed in a while below.
• Late Out: if the employee leaves the work after the time margin mentioned in the above table “Greater Than”, the system will consider the amount of time as attendance and will calculate rate based on the specified overtime type that will be discussed in a while below.
• Break: Determine the employee break time.

Each of the above rules can be enabled or disabled by checking the “Status” checkbox.

• Holiday Overtime: determine the rule that the system should use to calculate the overtime rate during holidays (Source: Overtime types table).
• Overtime Type: determine the rule that the system should use to calculate the overtime rate during normal working days (Source: Overtime types table).
• Absence Type: determine the rule that the system should use to calculate the absence rate during normal working days (Source: Absence types table).

Shift Templates

Shift templates define a standard shift with common characteristics for one or many employees. You can then assign the shift to an employee or to many employees without needing to specify any characteristics.

To manage shift templates, go to Payroll => Setup => Attendance Setup => Shift Template where can view created ones and will be able to create and edit new templates.

Calendar

The calendar in Magnar is a major component and is directly assigned to each employee from the employee profile. The calendar includes the following:

1. Base days: Represent the financial month days that can be used for calculating the employee’s daily rate.
2. Holidays:  A table for setting the holidays that will be considered as off days during payroll generation.
3. Normal Calendar: In normal calendar the working days are fixed, you can set the working days and the start and end times, and those days are weekly repeated. And the user should add the daily shifts by clicking on the options button
4. Shift Calendar: The shift calendar is based on predefined schedules that are set every period of time and may be changing continuously. To open the shift calendar, you have to select choose “Is Schedule”:

And then you will have a calendar view displayed:

User can manage shifts by clicking on the calendar to open a pop-up displaying the created shifts with ability to manage and create new ones.

• Employee Schedule 

  You can view the planned schedule for each employee with the ability to override the calendar schedules. Go to Payroll => Setup => Attendance Setup => Employee Schedule:

  

  The user can choose an employee from a list of employees to fill the calendar view with the planed schedule. The shifts that are shown are depending on the calendar mapped to the selected employee on the profile. By clicking on the required day, you can change the scheduled schedules and create new ones.

  
  

• Attendance Punching Module

  Magnar offers the ability for employees to check-in and out based on their geographical location:

• Workplaces
  User should set the workplaces before using the punching module to be able to specify the employees’ locations. Payroll => Setup => Workplaces
  
  

Latitude and Longitude are for determining the location of the workplace, and we can get it from Google Maps, then we need to choose the calendars that belong to this workplace.

The user can add his attendance by going to ESS => My Info => Attendance, If he is in the workplace that is related to his calendar, the system will show two buttons as below

• Timesheet workflow mapping

If the company decides to use a workflow for timesheet records, the user should create a new workflow as below

And choose it in the “Workflow mapping” as below

• Automatic Attendance Integration

In the automatic attendance integration, the system imports the attendance records from the punch machine database and automatically apply them to the timesheet without the need for any user interaction based on a timer job period. Below are the steps required to activate the automatic integration.

• Timer Job

The first step required is to configure the timer job that is responsible about executing the plugin to retrieve the attendance records from the punch machine.
Go to Timer job in the payroll and create a new job, then select the type.

Then you can determine the time required for the timer job execution

After setting the timer, enable the job and then save. So, the service will be executed at the selected time automatically.

A plugin folder must be included in the solution folder in order to read from the external database and complete the process.

The settings file contains the connection string of the external database.

The Readme text contains some notes about the correct usage of the service.

• Attendance Records

After determining the attendance rules, it is time to start importing the employees’ records. There are 3 ways to import attendance records:

1. Upload excel file: The import template is an excel sheet and it may vary between different punch machines and a plugin will be responsible about the conversion and mapping process. The user should open the T&A form, selected and upload the template.
2. Manual Import:  In this type, all that is needed to import data is to open the T&A form and press "Import" because the integration is already set up to connect to the destination system.
3. Automatic integration: described in section Automatic Attendance Integration .

Once performing any of the two ways described above, the system will view all the records in the screen with the ability to edit and delete. After applying the appropriate correction, you must press “Migrate” to move the records to the timesheet table and continue the same process described in Timesheet Management.

If there is any conflict or missing data in the uploaded records, the system will prevent you from migrating. If the day that is being uploaded has already approved records in the timesheet table, the system will ignore them, and they will not be moved to the timesheet.

Attendance Edit Request

When attendance records imported from the punching machine, Magnar ESS users will be able to view their records and with the ability to submit edit and insert requests in case there are missed punches need to be updated. User need to select the month and year from calendar picker then press filter to view all the month records. In case the month records have been migrated, this page will show nothing.

To edit a record, user must press “Edit” to open the record’s edit view then apply the changes with the ability to add the user’s comment.

To add a new record, you need to fill in the fields below the table then press the plus (+) button.

 The user can edit the required records and add new ones in case  needed then press “Submit” to trigger the approval workflow.

Validation

• User cannot insert a new record in case the record already migrated.
• User cannot migrate records that are already attached with an approval workflow with prompting an alert listing the pending records.
• In case the user is adding a record that already available, the system will prevent him with prompting an alert informing the user that this record already available.

An alert to be displayed informing the user with the proper message related to any of the validation restrictions.

Attendance Workflow

Once the user submits the edit request, a new task will be created to the proper approvers based on the workflow configuration. To approve the request, user must go to ESS >> Attendance Edit Tasks then select “In progress” to display all the pending tasks where he can open the required one for approval.

The task displays the updated records as ready only with ability to display the comments by pressing on “view” under Comments column then the comments will be displayed in a pop-up window.

The task will display all the workflow information similar to all Magnar’s workflow tasks.