MANUAL GUIDELINES FOR HR SWIFT SYSTEM

Transcription

1 MANUAL GUIDELINES FOR HR SWIFT SYSTEM LOGIN AND LOGOUT DAILY ATTENDANCE General Guidelines: 1: Ctrl and click URL: 2: Key in username and password 3: password = user id +123 (if the user id is abc then the password will be abc123) 4: Click Login button for login into system. 5: Click Logout button for logout from system. DAILY ATTENDANE RECORD Check your daily attendance in the system after you have login or logout to ensure it has been captured by the system. Try to login or logout again. If system failure, please follow step (3) below. SYSTEM ERROR For any system error, please follow the below steps:- 1. Click below alternate link to access HR Attendance system. a. Primary link : b. Alternate link: 2. Login or logout as usual. 3. Check attendance in system CHANGE PASSWORD 1. To keep your attendance privacy, kindly change your password.

2 SET UP DUTY ROSTER (to be done by superior) 1. Login User Name and Password (log in your username) Example: user name: khadijah (small letter) Password: khadijah Click EMPLOYEE ATTENDANCE 3. Click Duty Roster Setup 4. Click + at top right (green colour)

3 5. DUTY ROSTER SCHEDULE will appear as below. 6. Type Employee Name 7. Key in the period date for the duty rooster, Start Date: End Date: (you may set on weekly or monthly) 8. Choose the off day for the staff 9. Key in the start work time, Office In time: 10. Key in end work time, Office Out Time: 11. Key in the staff lunch time, Lunch Out Time: Lunch In Time: 12. Click save button. 13. Repeat this process for other staff at your dept/branch until you have completely set up for all your staff. Sila ulang proses ini untuk staff lain sehingga selesai.

4 MONTHLY ATTENDANCE REPORT Please follow the following steps to LOGIN AND LOGOUT daily attendance and generate the report:- 1. Login into attendance system 2. Under Employee Attendance, click Individual OT Report.

5 3. Under Employee Wise OT Report, select the cutoff date:- Example: From Date : 16 th January 2013 To Date : 15 th February Click Search 5. Your attendance report will appear.

6 CHANGE REST DAY REQUEST You may request to change your future rest day that has been set up in duty roster to other date from your superior/hod for approval. Change rest day must be applied in advance and back dated rest day is not permitted. Anda boleh memohon untuk menukar hari rehat yang akan datang (yang telah ditetapkan dalam duty roster ) dari pihak atasan untuk kelulusan. Penukaran hari rehat mestilah dimohon terlebih dahulu dan penukaran hari rehat yang telah lepas adalah tidak dibenarkan. 1. Click Rest Day Request button

7 2. Click + symbol 3. Fill up the new rest date as below:- 4. Click save button

8 Approval by Superior/HOD 5. Click Rest Day Approve button. 6. Click view link to open the request page and view its details 7. Fill up remark column and click Approve button.

9 WORKING ON REST DAY The system will record staff who working on their Rest Day as Absent unless with prior approval from your superior. If the staff has been requested to work on rest day by their superior for operational reason, superior/head of department may change your staff s rest day to enable the system to capture their attendance during such rest day. Sistem akan merekod staff yang bekerja pada hari rehat sebagai tidak hadir kecuali dengan kelulusan dari pegawai atasan. Jika staff telah diminta untuk bekerja pada hari rehat kerana sebab operasi Syarikat, pegawai atasan boleh menukar hari rehat pekerja untuk membolehkan sistem merekod kedatangan staff semasa hari rehat tersebut. Please follow the following steps to change your staff s rest day:- Example: 1. Login into system 2. Click Employee Attendance 3. Click Duty Roster setup 4. Click Filtered Results

10 5. Type details:- Emp name : (type employee name) From Date: (type date of rest day) to Date: (date of rest day) Branch Name: 6. Click Filter 7. When the name of staff appear, select the date and click update Example: Zamil Amin, select date : 23 December which is his off day (off day yes) 8. Untick the box: is Day Off: (to cancel the restday) 9. Click save button

11 10. Repeat the step no. 5 above to select the new change rest day date. Example the new rest day: 27 December (off day No), click update 11. Tick the box: is Day Off: 12. Click save button. The rest day will change from 23 December to 27 December. The system will capture 27 December as new rest day. Follow the same steps to change other rest day to new date. You may change the office in time and out time using these steps. Ulangi langkah yang sama bagi menukar hari rehat lain ke tarikh yang baru. Anda boleh menukar waktu masuk dan keluar bekerja menggunakan cara yang sama.

12 Reason for Late In or Early Out (Time Off) Staff is required to provide reason of lateness or early departure in the system. The time off should not be granted on frequent basis and may be limited to 3 times a month only. 1. Click Individual OT Report 2. Click Unusual Attendance Record 3. Click Request button for each late in/early out date 4. Select the reason of lateness from the menu.

13 5. Click Save button. Approve Attendance Request (for Superior/HOD) 1. Click Approve Attendance Request menu.

14 2. List of pending requests are displayed to the supervisors list page who has been selected to approve or reject their subordinates attendance request. Senarai permohonan tergantung akan dipaparkan kepada pegawai atasan yang dipilih untuk meluluskan/tidak meluluskan kedatangan pekerja. 3. Click on the View link to open the request page and view its details

15 4. Supervisor can either approve or reject the request and the record will be saved accordingly 5. The system will delete the remark Late in/early out in the attendance report if approved by Supervisor.

16 6. If the Supervisor reject the attendance request, the Late in/early out remark will be remain in the system and shall be subjected to disciplinary action. Leave Request 1. Select Leave Type. The remaining leave will appear to show leave balance 2. Key-in leave date, From Date and To Date 3. Key in the relief staff name in substituted by. 4. Key in reason of leave 5. Click save button. - This menu is for all the employees where employees can view, apply, delete or edit their own requests - In other words it is a personal menu for leave request - Below is the image of entry page for personal request - As we can see in the image, unlike other request entry pages, Employee Name has only one pre labeled name which is one s self name on the request page - On this page, one can apply only for his/herself - Staff is not allowed to apply the next leave if the approval is still pending by superior.

17 Leave Approve (for superior/hod) 1. Click Leave approve menu. 2. On this menu, all the requests to be recommended or approved are listed on this page 3. List of pending requests are displayed to the supervisors list page who has been selected to recommend or approve their subordinates leave request 4. The list page is shown in the following diagram 5. Click on the View link to open the request page and view its details 6. The page appears as follows

18 7. The page displays all the details on leave request with the field to give remarks and select substituted by if necessary 8. Supervisor can either approve or reject the request and the record will be saved accordingly 9. Staff who taking leave without prior approval will be recorded as absent and shall be deducted from staff s salary. 10. Annual leave application must be made before leave is taken. Leave Call Back (for HR/HOD) 1. This is the menu where HR /HOD can call back any employee who is on leave and restore called back leave days to remaining days

19 2. Employee who wish to cancel their approved leave is required to request from HR Dept. to call back/cancel their approved leave. 3. However, employees, in future, cannot take leave on the same day that has been called back/cancelled. Leave Assigned Personal 1. This menu is for all the employees which show their own assigned leave only. 2. They can only view their assigned leave days, taken leave days and remaining leave days Emergency Leave 1. Staff is required to submit leave application upon returning to work within 3 days only using Leave request menu. 2. Select Annual leave for type of leave and provide reason of leave. 4. Those rejected leave will be treated as absent in the system and shall be deducted from the staff s salary. Medical Leave 1. Staff is required to submit Sick leave application upon returning to work within 3 days only using Leave Request Menu. 2. The system will reject the leave application that been made after 3 days. 3. The system will required the staff to upload their medical certificate from clinic as mandatory. 4. Those rejected leave will be treated as absent in the system and shall be deducted from the staff s salary. Maternity and Compassionate Leave 1. Employee who wish to apply for Maternity or Compassionate Leave is required to request from HR Dept. 2. HR Dept. will assign the above leave to the staff in the system. 3. The assign staff can apply this leave from Leave Request menu. Individual Leave Report This is the menu for the staff to view their leave summary report. 1. Click Summary report

20 2. Click Individual Leave report 3. Click Present Report button STAFF PERFORMING OUTSTATION DUTIES OR PERFORMING DUTIES OUTSIDE OFFICE For staff performing official duties at outstation location (s) or outside their office, please update your attendance records in the HR System as per menu below:- 1. Click Employee Movement 2. Click Onsite Duty Record 3. Click + sign

21 4. Fill up Onsite Duty Entry as below and click save button.

22 ONLINE ATTENDANCE SUBMISSION Staff is required to submit your attendance report online to your Regional Head/Head of Department not later than 19 th of each month only. Please follow the below steps:- 1. Please click EMPLOYEE ATTENDANCE button. 2. Click Attendance Submission button. 3. Click Submit Your Report Of This Month button.

23 4. Your monthly attendance report will appear. Laporan kedatangan bulanan akan terpapar. 5. For late in, early out or absent, you may click at the symbol button on the right side to apply for unusual attendance, leave or onsite duty. You may also apply it using the current method as usual. Bagi lewat datang, balik awal atau ketidakhadiran, anda boleh klik butang simbol di sebelah kanan untuk memohon unusual attendance, cuti atau kerja luar. Anda boleh juga menggunakan kaedah yang sedia ada seperti biasa. 6. Upon approval of your unusual attendance request or leave application, you may submit your monthly attendance report by click the submit button not later than 19 th of each month as below:- Selepas kelulusan permohonan unusual attendance atau cuti, anda boleh menghantar laporan kedatangan bulanan dengan klik butang submit di bawah:-

24 7. Please ensure that all leave applications, unusual attendance or outside duty has been approved by your superior before submitting your online attendance report. Sila pastikan cuti anda telah diluluskan terlebih dahulu sebelum menghantar kedatangan secara online. 8. If you have not submitting leave application for your absent, this below message will appear:- Sekiranya anda belum menghantar permohonan cuti bagi ketidakhadiran, mesej berikut akan dipapar:-

25 9. If you click OK button, the system will enable the online attendance submission but your absent will be treated as leave without approval which will be liable for disciplinary action. Please click cancel and submit your leave application for prior approval. Sekiranya anda klik butang OK, sistem akan membenarkan penghantaran laporan kedatandan tetapi sebarang ketidakhadiran anda akan dianggap sebagai cuti tanpa kelulusan dan tertakluk kepada tindakan disiplin. Sila klik cancel dan hantar permohonan cuti untuk kelulusan terlebih dahulu. 10. Any absent will automatically deducted from annual leave or Unpaid leave (salary deduction) Sebarang ketidakhadiran kerja akan ditolak dari cuti AL atau cuti tanpa gaji. Approval by Regional Head/HOD Regional Head/Head of Department is required to approve any pending leave request or unusual attendance of your staff. Any pending approval by superior will prohibit the staff from submitting their online attendance. Please approve your staff s online attendance not later than 21 st of each month failing which the staff s overtime will not be paid into their monthly salary. Ketua Bahagian/Ketua Jabatan dikehendaki meluluskan semua cuti atau unusual attendance. Sekiranya kelulusan belum diberikan, pekerja akan terhalang untuk menghantar laporan kedatangan secara online. Sila beri kelulusan laporan kedatangan secara online tidak lewat dari 21hb setiap bulan. Sebarang kelewatan akan menyebabkan kerja lebih masa pekerja tidak dibayar bersama gaji bulanan. 1. Click Attendance Submission button. 2. Select employee name 3. Click view button 4. Click Recommend/Reject. 5. Fill up remarks column 6. Click Recommend button.

26 System Error For those who unable to submit their online attendance report due to system error, you may submit the printed attendance report to HR Department as usual not later than 21 st of the month. Bagi sesiapa yang gagal menghantar laporan kedatangan secara online disebabkan masalah system, anda boleh menghantar laporan bulanan secara manual kepada HR Department seperti biasa tidak lewat dari 21hb. However, staff is still required to submit the original medical certificate to HR Department for all cases. Walau bagaimanapun, pekerja masih dikehendaki menghantar sijil cuti sakit yang asal kepada pihak HR bagi semua kes. Unusual Attendance (Time off) Please ensure that unusual attendance (time off) should not be taken on frequent basis. Any repetitive reason in the same month such as bad traffic, train delay etc is not acceptable and will be considered as habitual lateness. Head of Department is responsible to approve their staff s unusual attendance wisely and to monitor their staff s lateness and conduct a counseling session to rectify this shortcoming. Sila pastikan unusual attendance tidak diambil secara kerap. Alasan yang berulang pada bulan yang sama seperti kesesakan lalulintas, kelewatan keretapi/lrt dan sebagainya adalah tidak diterima dan dianggap sebagai kelewatan yang berulang. Ketua Jabatan bertanggungjawab untuk meluluskan unusual attendance pekerja mereka dengan bijak dan memantau kelewatan pekerja mereka serta membuat sesi kaunseling bagi membetulkan kelemahan ini. Habitual lateness is considered as major misconduct and non improvement shall be liable for further disciplinary action. Kelewatan berulang adalah dianggap sebagai salahlaku yang besar dan tiada peningkatan dari pihak pekerja akan tertakluk kepada tindakan disiplin yang selanjutnya.

27 Please refer to Human Resource and Admin Department for any inquiry. Human Resource and Admin Dept. IME (M) Sdn Bhd