Project Type: Application Project
Project Title: HRMS (Leave and Attendance System)
Leave & Attendance System (HRMS) maintains the attendance and leave details of employees. Employees record their attendance in the system at the beginning and end of each working day. The system calculates the number of working days and the number of absent days and provides inputs to the payroll department. Leave applications are reconciled with the attendance records and the exceptions are highlighted. System caters to multiple types of leave (casual, privilege, sick etc.) and provides workflow for approval of leave applications. Employees can check their own leave and attendance records online.
In the current system, an attendance register is maintained at the front-office and employees enter their in and out times. The HR department does the attendance and leave calculation manually at the end of each month. This increases the paper work and makes the record maintenance tedious.
Details of proposed system:
The Proposed system has two main modules
Â¢ Admin (HR)
Â¢ Employee Log in and log out
Employees record their in and out times at the beginning and the end of each day. Any exceptions (time-in or time-out record not present for the previous day) are highlighted when employee logs in on the next day. Employee can enter a justification for the exception and it is forwarded to supervisor for approval.
Â¢ Compensatory off
When an employee works on a holiday or works overtime on a working day, he/she can apply for a compensatory off. The duration of comp-off will depend on the extra time worked by the employee and is subject to approval by supervisor. The comp off time can be banked for a maximum of 30 days.
Â¢ Leave Application
Based on the availability of leave, employee can apply for leave online. Several categories of leave are supported and the following business rules govern each type of leave.
Casual leave: Can not be availed for more than one day at a time. Unused leave expires at the end of leave year.
Privilege leave: Should be for a minimum of two days. Upto 5 days of privilege leave can be carried into next year.
Sick leave : Can not be applied for a future date. Upto 5 days of sick leave can be carried into next year.
Compensatory off : Can be taken only if comp-off balance is available.
All leaves and comp offs will require supervisorâ„¢s approval.
Â¢ Employee Leave Approval
All leave applied for has to be approved by the employeeâ„¢s supervisor. Approval or rejection is communicated to the employee by email.
Â¢ View Leave Balance
Employee can view their eligibility and leave balance against each type of leave. Details of the leave utilized in the current leave year can also be enquired upon.
Â¢ Monthly Attendance Report
Employee can query on their attendance for a given period.
This module handles the administrative functions of the system and is used by the HR department.
Â¢ Leave Eligibility
HR will enter the leave eligibility of each employee, for each type of leave, at the beginning of each leave year. The leave eligibility will be calculated based on the annual entitlement and the carry forward from prior year.
Â¢ Monthly Attendance
HR can generate a monthly attendance report of all employees in the organization.
Â¢ Daily Absent Report
Admin can view the total number of absentees of a particular department for a given day. They can also enquire on the attendance history of an individual employee in a particular month.