HRMates Attendance Case Study - Covid Attendance - Work from Home Scenario

Customer Requirements

The customer is a Law firm spread across several cities in the country. Owing to Covid-19 restrictions, they need to implement an Office Duty and Work From Home policy for employees across the multiple locations to allow work from home as well as maintain a critical strength within the office. The policy mandates

• On each work day, 30% of employees need to work from office. A roster will be maintained for a period (1 week or longer as decided by management) to group employee that are to work from office in that period, the others to work from home

• Within each location, the Location Head will be responsible for creating employee attendance groups and the roster for each period in advance

• Employees that are marked for work from home for a period may attend office in person in case of an emergency. The permission for that is to be obtained from the location head in advance, who will then plan for an alternate to work from home on that day

• For employees that work from office, the normal biometric will be used for attendance to mark time in and time out.

• For the employees working from home, the employee needs to inform their start and end time for each work day to the location manager. This may be done by email or an alternate system as defined by the firm

• On each work day, a 1 hour lunch break time is provided for all employees, including those that are WFH

• WFH Employees can also request for short leaves, not exceeding 2 hours, for a personal need. The location head’s decision in this matter is final

• In one month an employee may at most avail of 2 short leaves

• During the work day, each employee needs to capture their timesheet giving details of clients, projects and activities they are spending time on. The list of activities is defined as a standard list of Tasks. Each employee is assigned to one or more tasks

Solution

The solution has multiple dimensions to it. These include

• Roster management

• Attendance management

• Short leave management

• Timesheet management

Roster Management

• HRMates provides a facility to create groups of employees by location and/or manager

• The manager for each location (or group) has the ability to create rosters for each employee. Rosters can be made for shifts, or locations or a combination of either. For the law form, home shift was created as a separate shift “WFH Shift” so the manager was able to create rosters for each week identifying office or home shifts for each employee for the week

• Validation was setup to to restrict ratio of Work From Home and non Work from Home shifts to be between 25% to 35%

• Each employee could look at their roster before start of the week and plan accordingly

Attendance Management

• HRMates has the functionality to mark attendance using mobile app. Each employee can mark a time in (or Punch in) – the system records the time and GPS coordinates and address of the employee.

• Similarly Time out (Punch out) is also recorded using mobile application

• For employees working from office, HRMates integrates with the biometric system to mark the attendance.

• For Audit Purpose Mobile Attendance (WFH) is matched with the WFH shift

Short leave management

• This is defined as a leave category within the vacations module. The employee can apply for a short leave for a work day, its at the discretion of the location/manager to approve

• For each day, total time of attendance + any short leave on that day should total the work hours needed for the day to be marked present. Else that day is marked as half day leave

• The system tracks number of short leaves taken in the same month and allows max of 2 in a month

• Short leave does not carry over to the next month if not availed

Timesheet management

• HRMates has a projects module to identify each project for each customer

• Each employee can be allocated to 1 or more tasks

• For timesheet, HRMates allows either of 2 methods – time reporting or time accounting

• Time reporting

• For each attending day, the employee records the number of hours worked on a task on a project for that day. Multiple tasks can be reported each day

• List of tasks that an employee can work on are predefined in the system – so they can be selected from a drop down

• The manager approves the time reported and the data is then frozen and can be used by accounting for billing

• Time accounting

• The manager of each project defined the activities that are to be done on that project and also gives a budget of effort needed for that activity

• The employee selects the activities that are assigned to him and reports effort on those

• The employee also reports the effort left to complete the task

• The system tracks effort spent vs effort budgeted to identify the percentage completion

• Using the effort balance the system also tracks over or under budget tasks

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