AIC Attendance Management System

Transcription

1 AMS E 2 (V6.0) AIC Attendance Management System Enterprise Edition Specification 1. Enterprise Edition Transfer the application from server base to service. Import data automatically (prior schedule each period). Send notification to the user when data import process completed. Flexibility in date format (e.g. dd/mm/yyyy, MM/dd/yyyy, etc). 2. Import Application Services Multilevel data partitions (organizational structure). Employee data. Vacations types. Specify the shift category (or set up as open shift). 3. Export Application Services All reports and/or forms. Export to multiple templates. 4. Employee Sorting staff numbers in different style (e.g. ID number, Employee number, etc). Date of joining (for security purposes system do not allow old date). Add "type of work" field on the employee record. To select (the Government and/or contractor) and this will be reflected on the filters, reports and forms. Add "alert" field on the employee record, to set the State of alert (SMS, or do nothing). Add "job description" field on the employee record. Add "sex" field on the employee record to filter some screens and reports. Add "Director number" field on the employee record. Add "delete" field; system allow doing that for all main tables. If the user wants to delete a record from the primary table and no registered data, then system won't delete it. Instead of that system shall mark

2 the field with a true sign, in case the record has been deleted by the user. You can use these with the status field and select the option "active" or " non-active" 5. Security The database level Encrypt the imported data before saved in LOG file. Track data record changes "Auditing": o Add new structured tables (e.g. store transactions, shift employee). o each table can contain fields originator, date created, date modified, amended. 6. Login through SSO (Activate Registration Guide) 7. Processors Start Wizard Main data wizard Officer-handlers: o Type of business o Add Pink o Option to add "login/logout auto" o Leave o Authorization Add transactions Wizard to add transactions to manage specific transactions. Report creation wizard 8. Operations Automatic after import transactions (AMS server) Add processed mode button with data import form. 9. Delete a record from a primary table Warning messages Delete if there is no related data Storage in archives **Remark** It is possible that user activate the record, in this case only the system administrator can see special reports on records is enabled and reactivate them again.

3 10. Shifts Additional night shift Flexible shift in time Shift by hours Optional shift Open shift Sequential shift Cross shift All shifts must open/start with beginning date and time. When start for the first time must provide an alert to the manager informing about the new activated shift or give a reference to shift as default shift. End of shift date should be optional (in shifts template). 11. Incomplete transactions Direct manager must close the incomplete transaction as: o Accepted o Partial Approval o Rejected All transactions must appear in all forms and reports in addition to time recorded as following: o Arrived o Departure Calculation of the following options (these options for shifts and determined by system administrator) o Absent o Present o Calculate the number of days or a certain percentage. 12. Permitted Leaves Vacations - Holidays (LRS) One level or several levels (optional) Divided or filtered into 3 types: o Permitted Leaves o Vacations o Holidays Direct Manager shall provide response to any request one of the following answers: o Approved o Partial approved o Rejected After the result, gap will cover all reports (without an account) and appear as covered gap. Approval status must appear in all approved leaves or vacations.

4 All records should be available in the LRS Special authorities to permitted leaves and/or vacations. Hidden button for "reset password", in case of disabled LRS. Add option to send alert and/or to managers when the request status is pending. Enter them maximum number of days per year for vacation in the template. System should not accept any number of days exceed the limit. The date must start with (dd/mm/yyyy). 13. Transactions Transaction type: o Take the transaction type from the machine (entry/exit) in this case use all transactions with gaps. o Automatic transactions: beginning with the entry and ending with exit and ignore all their mid transactions. o Add option "automatic entry and/or auto exit" Add option to use first or last in case of repetition in a specified period. User can add transactions for some or all employees. 14. Sessions Lock session after x minutes without any use of the system (System settings). Closed when you exit the system to another page or when you close the browser. 15. Reports Changing the format of the report. Flexible sorting through any field. Easy work of simple properties such as address change or delete fields, change the display of fields, change color. Change icons easily in a monthly calendar report, (g) in red. Ability to update selected fields from the tables. Reports screen: default data filtering must be all employees under this username and the current date. 16. New Reports Add a new report displays summary information for the attendance details of the employee per month such as: o Total absence o Total delay

5 o Total early attendance o Total working hours. Add report for all employees per department named as (to show all status): o Absence case o Today excuses Add a report to show all users with their authorities. Add a report to view all users with their filter by user or period or department. Add report displays the sum of only one type of information, such as: o Days of absence o Attendance o Delay o Number of days early or late attendance o Number of days of leave early or late. 17. Illustrated graph (Additional to reports) Absenteeism percentage per day or for a specific filtered period per department. Late attendance filtered per department. the percentage of early exit for the specific filtered period per department. the percentage of absence for the current date for specific department. Attendance percentage for the current date for specific department. Annual percentage or rate for absences, attendance, overtime filtered per department. The graph must be very fast (data must be ready in selected tables) 18. Printing forms Add a leave application form "as a printed form, this feature optional. Add "permission request form as a printed form, this feature optional. Add "query form" in the case of delayed attendance, leave early, gap, incomplete transaction. And this feature is optional. 19. Customized interfaces Senior management might require few reports only. Managers need some screens and reports. View some icons on the home screen for quick access to specific reports, operations or screens.

6 20. Fingerprints Select one or more devices to one or more (N:N) Control fingerprint between divisions manually. When the employee moves to another division, the system has an optional feature to transfer his fingerprint to the new division. 21. Preparatory round Using only one movement: o Add prepare an employee manually o Aallocation of specific devices (e.g. Be.U or another) for these tours, the attendance management system supposed to import the data from the devices. Data in this round must be in a special table or parameter. Add reports for these tours offer attendees and absentees. 22. Alert messages (SMS & ) Support for different situations, such as: o late attendance o Early Exit (must be the next day, or after end of shift). o Absence Automatic or manual transmission option. Add a "caution" in the employee record to determine the ability to send alert messages to the employee. 23. Overtime Calculate any attendance before the start of the shift, after the end of the shift, outside shifts. Direct manager must approve it. Not possible to exceed the upper limit for each day or month (General settings). Reports for overtime to view the additional total hours. 24. Logger & Mini logger Select default either password or fingerprint. Do not allow recording except from the same user device. Do not accept the same transaction twice in the same day (optional) One case.

7 25. System Alerts When employee absent continuously for more than 15 days. When employee absent for more than 30 days unconnectedly during the year (Gregorian or Hijri year or contractual year). Absence for 7 hours or days, system must count it. 26. Extra features Add archive data flexibility without limit to: o Main sections and subs. o Levels of organizational structure. o Users. o Types of permitted leaves and vacations.