ESS Manual

SECURI TY SOLUTI ON S

COSEC Employee Self ServiceUser Manual

COSEC Employee Self Service

User Manual

SECURI TY SOL UT I ON S

Documentation Disclaimer

Matrix Comsec reserves the right to make changes in the design or components of the product as engineering and manufacturing may warrant. Specifications are subject to change without notice.

This is a general documentation for all variants of the product. The product may not support all the features and facilities described in the documentation.

Information in this documentation may change from time to time. Matrix Comsec reserves the right to revise information in this publication for any reason without prior notice. Matrix Comsec makes no warranties with respect to this documentation and disclaims any implied warranties. While every precaution has been taken in the preparation of this system manual, Matrix Comsec assumes no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein.

Neither Matrix Comsec nor its affiliates shall be liable to the purchaser of this product or third parties for damages, losses, costs or expenses incurred by the purchaser or third parties as a result of: accident, misuse or abuse of this product or unauthorized modifications, repairs or alterations to this product or failure to strictly comply with Matrix Comsec operating and maintenance instructions.

Copyright

All rights reserved. No part of this user manual may be copied or reproduced in any form or by any means without the prior written consent of Matrix Comsec.

Version 5Release date: September 20, 2012

Table of Contents

Contents

Contents ........................................................................................................................................................... i

Introduction..................................................................................................................................................... 1

Know Your ESS ................................................................................................................................................ 2Launching the COSEC ESS Module ................................................................................................................ 3Password Change ............................................................................................................................................. 5Access Rights ................................................................................................................................................... 6Attendance Summary ........................................................................................................................................ 7View Events .................................................................................................................................................... 10Daily Attendance ............................................................................................................................................. 12Monthly Attendance ........................................................................................................................................ 15Leave Balance ................................................................................................................................................ 17Leave/Tour Application View ........................................................................................................................... 19Monthly Schedule ............................................................................................................................................ 21Holiday Schedule ............................................................................................................................................ 23User Basic Detail ............................................................................................................................................. 25Entry ................................................................................................................................................................ 26Leave Application ............................................................................................................................................ 27Tour Application .............................................................................................................................................. 29Personal/Official Marking Entry ....................................................................................................................... 31Visitor Pre-Registration ................................................................................................................................... 32Basic Detail Entry ............................................................................................................................................ 34Attendance Correction Application .................................................................................................................. 35Additional Options Available for Officers ......................................................................................................... 36Attendance Authorization ................................................................................................................................ 37Personal/Official Authorization ........................................................................................................................ 38Overtime/COFF Authorization ......................................................................................................................... 40Leave Approval ............................................................................................................................................... 41Tour Approval .................................................................................................................................................. 42Change Reporting Group Incharge ................................................................................................................. 43Attendance Correction Authorization .............................................................................................................. 44

ESS for Roster Users ................................................................................................................................... 45

i

Events ............................................................................................................................................................. 46Daily Attendance ............................................................................................................................................. 48User Basic Detail ............................................................................................................................................. 51Roster Accept/Reject ...................................................................................................................................... 52Unavailability Application ................................................................................................................................ 53Visitor Pre-registration ..................................................................................................................................... 54Basic Detail Entry ............................................................................................................................................ 56Change Reporting Group Incharge ................................................................................................................. 57Unavailability Approval .................................................................................................................................... 58

ESS for e-Canteen ........................................................................................................................................ 59

Account Details ............................................................................................................................................... 60Menus ............................................................................................................................................................. 61Expenditure ..................................................................................................................................................... 62Correction Application ..................................................................................................................................... 63

ii Table of Contents

CHAPTER 1 Introduction

The COSEC Employee Self Service (ESS) module is a browser based employee self service module that links to the COSEC application platform. Designed to operate through a standard internet browser connected to the Corporate Intranet or the Internet, COSEC ESS gives employees quick access to up to nine personal time and attendance reports. These views reflect a variety of information including attendance summary, punch events, attendance details, leave balances, holiday and work schedules. However, the customer needs to ensure that the COSEC license ordered by them includes the ESS module.

Matrix COSEC ESS User Manual 1

2 Matrix COSEC ESS User Manual

Know Your ESS

ESS is a password protected application which can be launched from any workstation on the corporate network. Employees' user IDs as assigned in the Masters module of the COSEC web application will be the Log in ID of the users and determines the information available to them for viewing. Each employee is permitted to view only their own and their group member's time and attendance information.

The ESS enables the employees to obtain the information they need without bothering their supervisors or human resources personnel. Employees can thus have access to ever changing work information, and are in a better position to take decisions about work related activities and leave requests, further reducing the burden on management.

Two Categories of users are defined in the COSEC application.

• Officers

• Members

This classification is done while defining the reporting groups and assigning the Reporting Group Incharge. All other users assigned to the reporting groups from the Users option will become members of the group.

Officers are users who are in charge of a reporting group while the users are members of the various reporting groups. The user ID assigned to the users in the Users option of the Masters module becomes the Log in ID for the ESS users. However, the password field is left blank at the time of user creation.

In order to enable the users to login to the ESS module, the administrator needs to ensure that the Attendance Calculation as well as the ESS Login options are enabled while defining users in the Masters module of the COSEC application.

Launching the COSEC ESS Module

To launch the COSEC ESS module, you need to start the Internet Explorer web browser and type in : http://(server name or server IP)/Virtual directory name

For e.g. http://appserver/cosec or http://192.168.1.62/cosec.

The COSEC log in page appears as shown:

When any of the system users login for the first time, they need to enter just the assigned User ID in the Login ID field and directly click on Login. The password setting page appears as shown below.

The user needs to enter the password they want to set and reenter the same in the Confirm Password field and click OK. The login page appears again. Enter the Login ID and the set password to access the home page of the application. The home page appears as shown.


The login page displays the options available to a reporting group head. However, to all other member users only the following two options will be available in the left pane of the home page.

• Views• Entry

The users as mentioned in this manual are the ones who have been defined using the User Configuration option of the COSEC WEB application.



Password Change

An ESS user has the option to change the password which had been set at the time of first login. The change password option is available on the upper right corner of the ESS page as shown.

Click on the Change Password option as shown above. The following page appears.

Type in the current password, the new password and reenter the new password in the Confirm Password field. Click OK to change the password.

Click on Help to open a help file and navigate to the relevant topic of interest.

The Contact link opens up a web page displaying the contact details of the Matrix Comsec support team. The About link enables the viewer to view the version details of the application.


Access Rights

The users who belong to the reporting groups have access rights to the following options in the ESS module:

• Views

• Entry

The Officers or the Reporting Group Incharge on the other hand have access rights to the following options:

• Views

• Entry

• Authorization

• Approval/Correction

Attendance Summary

This option enables the logged in users to view their own attendance summary for the period based on the attendance period as defined in attendance policy. In the case of the supervisors of Reporting groups they can also view the attendance summary of the members of their group.

In order to view the Attendance summary for a particular month go to ESS Views Attendance Summary. The following page appears. The users can directly click on the View button to view their attendance summary for the selected month.

The officer's category log in users can either choose to view their own attendance summary or the attendance summary of the members of their group for a particular month.

To view their attendance summary for a particular month:

• Select the Month and the year.

• Select the self option. (Reporting Group Member users do not have this option and can directly click on View.)

• Click on View.


The following page appears displaying the attendance summary details of the selected month.

To view the attendance summary of the reporting group members, select the Users option on the attendance summary home page. The following page appears.

The officer has the option to select All or Randomly Selected Users. On selecting the Randomly Selected Users option the system allows the user to select employees/users from the User Master Picklist window as shown. Select the members one at a time, and click on the Add button to push the users to the selected list. To remove users from the list, select the user and click on the Remove button.


Click OK to view the attendance summary of the selected users. The following page appears displaying the attendance summary details of the selected users.

In the event of the members logging into the ESS application, the system will display details relevant to the logged in users only. There will be no option to view details of other users.


View Events

Users can view the details of the In/Out punch events at the door controllers. In the case of officers they can also view the punch event details of the members of their reporting group.

In order to view the Attendance summaries for a particular month go to ESS Views Events. The following page appears. The logged in user can directly click on View in order to see the details of the selected event type during the specified duration.

The officers' category log in users can either choose to view their own event details for selected period or those of the members of their group.

To view their punch event details for a selected period:

• Select the Event Type from the pull down list.

• Specify the period by selecting the start and the end date.

• Ensure that the Self option is selected.

• Click on View.

The selected event type details for the specified period are displayed in the grid below as shown.


To view the event details of the reporting group members, select the Users option on the Events summary home page. The following page appears.

The officer has the option to select All or Randomly Selected Users. On selecting the Randomly Selected Users option the system allows the user to select employees/users from the User Master Picklist window as shown. Select the members one at a time, and click on the Add button to push the users to the selected list. To remove users from the list, select the user and click on the Remove button whose event details are to be viewed.

Click OK to continue followed by the View button. The following page appears displaying the event details of selected member users of reporting group.


Daily Attendance

The daily attendance option enables the logged in user to view their attendance details and in the case of officers, the attendance details of the members of their reporting group. Users can also view their punch details as well as other time and attendance related details.

In order to view the daily attendance information for a specific period, go to ESS Views Daily Attendance. The following page appears.

The officers' category log in users can either choose to view their own daily attendance information for selected period or those of the members of their reporting group. The system will display the attendance status of the current date by default as shown.

To view the logged in user's daily attendance details for a selected period:

• Ensure that the Self option is selected. (Not required in the event of the logged in user being a member of a reporting group.)

• Specify the period by selecting one of the following options:

• Current Date

• Current Month

• Previous Month

• Select Date

In the case of the Select Date option select the start and the end date to specify the time period.

• Click on View.


The following page appears displaying the details of the daily attendance for specified period.

To view the event details of the reporting group members, select the Users option on the Daily Attendance home page. The following page appears.



Click OK to continue. The following page appears displaying the event details of selected users.


Monthly Attendance

This option enables the logged in user to view their monthly attendance details and in the case of officers, the attendance details of the members of their reporting group. Users can also view their punch details as well as other time and attendance related details.

In order to view the daily attendance information for a specific period, go to ESS Views Monthly Attendance. The following page appears.

The officer's category log in users can either choose to view their own monthly attendance summary or the attendance summary of the members of their group for a particular month.

To view their attendance summary for a particular month:

• Select the Month and the year.

• Select the self option. (Not required in the event of the logged in user being a member of a reporting group.)

• Click on View.


The following page appears displaying a graphic representation of the user's monthly attendance details for the selected month.

To view the event details of the reporting group members, select the Users option on the Monthly Attendance home page. The following page appears.

To view the monthly attendance details of a member of the reporting group:

• Select the month and the year for which the attendance details are to be displayed.

• Click on the Select User pick list button.

• Select the user from the user master pop up window.

• Click on View.

A graphic representation of the monthly attendance details for the selected user will be displayed as shown earlier.


Leave Balance

This option enables the logged in user to view their leave balance details and in the case of officers, the leave balance details of the members of their reporting group. Users can view the leave balance of all leaves whose Leave Balance Check is enabled in the Leave Management module.

In order to view the leave balance information up to a certain month, go to ESS Views Leave Balance. The following page appears.

In order to view the Leave balance:

• Select a Leave Balance Check enabled leave from the pull down list.

• Select the year and the month for which the leave balance status is to be viewed.

• Click on View to view the leave balance details.

The leave details will be displayed as shown.

The officer's category log in users can either choose to view their own leave balance information or those of the members of their group for a particular month.


To view the Leave Balance details of the reporting group members, select the Users option on the Events summary home page. The following page appears.


Click on OK to continue. The following page appears displaying the leave balance details of selected member users of reporting group.

Click on Close to close the page.


Leave/Tour Application View

This option enables the logged in user to view their leave or tour application details and in the case of officers, the leave application details of the members of their reporting group. The logged in users can view their leave application details as per the following status:

• Pending

• Approved

• Rejected

In order to view the leave application details for a certain time period, go to ESS Views Leave/Tour Application. The following page appears.

To view the leave application details:

• Select the Leave Status from the pull down list.

• Select the Leave type from the pull down list. The options available are:

• Leave

• Tour

• Specify the period by selecting the start date and the end date.

• Officer will have the option to view their own leave application details or the details of the members of their reporting group. Officers need to select self to view their own application details. Members do not have this option and can directly click on View to view their application details.


The following page appears.

To view the leave application details of the reporting group members select the reportingh group users as expalined earlier in this manual and view the details as shown.


Monthly Schedule

This option will display the logged in user's Shift Schedule for the selected month. Along with the shift it will also mark weekly off and holiday applicable to user during the month.

In order to view the monthly schedule for a certain month, go to ESS Views Monthly Schedule. The following page appears. Select the month and year to view the schedule for a particular month as shown.

Officers will have the option to view their own monthly schedule details or the details of the members of their reporting group. Officers need to select Self to view their own application details. To view the monthly schedule of the members of their group they need to select the Users option.



To view the monthly schedule of a particular user:

• Select the month and year to view the schedule for a particular month as shown.

• Select the Users option.

• Click on the User pick list button and select the user from the pop up page as shown.

• Click on View.



Holiday Schedule

Logged in users can use this option to display their Holiday Schedule for the selected year.

In order to view the Holiday Schedule for a certain year, go to ESS Views Holiday Schedule. The following page appears.

Select the year from the pull down list and click on View. The following page appears displaying the holiday schedule of the logged in user.

As explained earlier in this manual, Officers will have the option to view their own holiday schedule or those of the members of their reporting group. Officers need to select Self to view their own holiday schedule. To view the holiday schedule of the members of their group they need to select the Users option and click on the View button.



The system will list the Holiday Schedule ID as well as the schedule name assigned to each member of the group as shown in the above figure. The system also lists the assigned NODE as well as the Access Group of the listed users as shown in the grid at the bottom of the above page.

Click on any member of the group to view details of the holiday schedule. The list of holidays of the selected schedule will be displayed as shown below.

Click on Back to User Grid to go back to the list of members and select another member to view the holiday schedule.

Click on Close to close the page and go to the ESS home page.



User Basic Detail

The User Basic Detail option allows employees to view the basic information of the other employees like Branch, Department, Section, contact information, blood group as well as the current attendance status of the user. It also displays a photo of the selected user as shown.

The logged in user can view the basic details of all users defined in the system. To view the details of a user, click on the user pick list button and select a user from the pop up user page. The user details will be displayed on the page as shown.


Entry

The entry node has the following four suboptions:

• Leave Application

• Tour Application

• Personal/Official Marking Entry

• Advance Visitor

• Basic Detail Entry

This option enables the user to perform the following operations:

• It enables the user to make online leave or tour applications which in turn would have to be sanctioned or approved by the reporting group officer.

• Mark a punch event as personal or official.

• Make an entry for an Advance Visitor who can then be directly checked into the system by the operator without the need for verification.

Leave Application

This option enables the user to make online leave applications which in turn would have to be sanctioned or approved by the reporting group officer.

In order to enter a new leave application into the system, go to ESS Entry Leave Application. The following page appears.

The list of leaves already availed or pending for approval of the logged in user is listed in the grid at the bottom of the page as shown. System will automatically generate the application date and this is not user definable. To start a new leave application click on New button. Specify the following details:

• Click on the date Pick list buttons to select the start and the end date of the leaves.

• Based on the Leave Group assigned to the employee the valid leaves will be available in the pull down list for selection.

• Half selection option is available for instances wherein the employees take half day leave either on the start date or the end date. Half day option is also available for single day.

• Based on a combination of the date range and the selection in the Half parameter user can specify the number of days the leave has been applied for in the Applied Days field. Posted Days field is not user definable and is automatically calculated by the system. In the event of employees taking two and a half days leave, the user can specify the three days in the date range option and select one of the half day options in the Half field. The system will automatically calculate the Applied days as two and a half days in this case.

• System provides option for User to enter Remarks as well as address and Contact No if required.

Click on Save once done. The entry of the new application appears in the bottom grid as mentioned earlier. This would now be available to the reporting group Incharge for leave sanction.


Cancelling a Leave

The COSEC ESS module also enables the logged in user to cancel leaves applied for or already approved.

In order to cancel a leave pending approval, the user needs to just select the relevant entry from the applied leaves grid and click on the Delete button. In order to cancel an approved leave, select the approved leave entry from the grid. The Leave Cancellation section appears on the page as shown.

Check the Cancel Leave Application box and specify the reason for the cancellation if required. Click on Save Cancellation to save the transaction.

The COSEC application will update the Cancellation Status column in the grid and dispaly the status as Pending against the relevant leave application entry.


Tour Application

This option enables the user to make online tour applications which in turn would have to be sanctioned or approved by the reporting group officer.

In order to enter a new tour application into the system, go to ESS Entry Tour Application. The following page appears.

The list of tours already entered into the system by the logged in user is listed in the grid at the bottom of the page as shown. System will automatically generate the application Form No and Applied Date and these are not user definable. To enter details of a new tour click on New button. Specify the following details:

• Click on the date Pick list buttons to select the start and the end date of the tour.

• Select Tour from the pull down TOUR list.

• Half selection option is available for instances wherein the employees are on tour either in the second half of the start date or first half of the end date. Half Day (First / Second) selection option is available for instances wherein the employees have to go on a half day tour. .

• Based on a combination of the date range and the selection in the Half parameter user can specify the number of days the tour has been applied for in the Applied Days field. Posted Days field is not user definable and is automatically calculated by the system.

• System provides option for User to enter Reason for the tour as well as address and Contact No if required.

Click on Save once done. The entry of the new application appears in the bottom grid as mentioned earlier. This would now be available to the reporting group Incharge for tour sanction.


Cancelling a Tour

The COSEC ESS module also enables the logged in user to cancel tours applied for or already approved.

In order to cancel a tour pending approval, the user needs to just select the relevant entry from the applied tours grid and click on the Delete button. In order to cancel an approved tour, select the approved tour entry from the grid. The Tour Cancellation section appears on the page as shown.

Check the Cancel Tour Application box and specify the reason for the cancellation if required. Click on Save Cancellation to save the transaction.

The COSEC application will update the Cancellation Status column in the grid and dispaly the status as Pending against the relevant tour application entry as shown.



Personal/Official Marking Entry

This option enables the user to mark a punch event as an official in or out entry. This entry will then be available to the reporting group Incharge for authorization.

In order to make a new Official marking entry, go to ESS Entry Personal/Official Marking Entry. The following page appears.

The list of attendance events of the logged in User for the attendance period is listed in the grid at the bottom of the page as shown. Select the date by clicking on the relevant entry in the grid and click on Edit to continue.

In the event of using the 8, 10 or 12 punch options, click on the “More...” link to view all the punches as shown.

Select Official Out, ShortLeave Out, ShortLeave In or Official In from the pull down list for the unmarked entries as shown. Select the IN/OUT Reason from the pull down list.

Click on Save.

The entry will now be available to the reporting group Incharge for authorization and regularization of the user attendance for the selected date.

Visitor Pre-Registration

The host user can enter the details of expected visitors using this option. The operator preparing the Visitor passes thus has advance intimation of the visitor and does not need additional verification at the time issuing the pass to the visitors.

In order to make a new entry of an Advance or expected visitor, go to ESS Entry Visitor Pre-Registration appears.

The page displays the details of already entered advance visitors for the logged in user as shown. Click on New to enter details of another expected visitor. The following page appears.

Key in the visitor details as per the following description:

• Visit Date: Enter the expected date of the Visitor in dd/mm/yyyy format or just click on the date Picklist button and select the date.

• Visit Days: Specify the number of days of the visit.expected time The time is to be specified in 24 hour format.


• Visitor Arrival Time: Enter the expected time of the Visitor arrival in hh:mm format.

• Visiting Hours (per day): Specify the expected time duration of the visit in hours.

• Visitor Name: Key in the Visitor Name in this field.

• Organization Name: Enter the Visitors company name here.

• Mobile No.: Specify the cell phone no. of the visitor.

• Email: Specify the email ID of the visitor. This is essential in the event of the notification option being selected.

• Visitor Type: Select the appropriate visitor type from the pull down list.

• Visit Type: Select the visit type from the pull down list.

• Purpose: Select the purpose of the visit from the pull down list. The options available are Personal and Official.

• No. of Additional Visitors: Specify the number of additional members expected to accompany the Visitor.

• Send Notification to Visitor: Check this box if an alert notification is to be sent to the visitor informing about the pre-registration.

Click on Save once done. The Cancel option is available to void all the entries and return blank fields for reentry.



Basic Detail Entry

The COSEC ESS application enables the reporting group incharge to enter the following details of self or the group members.

• General• Personal• Contact

In order to enter the details of a user into the system, go to ESS Entry Basic Detail Entry. The following page appears. Click on Edit.

Enter the details in the relevant fields and click on the Save button. Click on the User option and click on the User ID picklist button to select the user whose details are to be entered.

User can also edit his PIN from the Access Details tab section of this option.

Similarly, the reporting group members can log into the ESS module and enter their own details.


Attendance Correction Application

This option enables the user to make online attendance correction applications which in turn would have to be sanctioned or approved by the reporting group officer or administrator.

In order to enter a new attendance correction application into the system, go to ESS Entry Attendance Correction Application. The following page appears.

The Apply page enables the user to select the attendance entry to be corrected and edit the punch time. Highlight the attendance entry to be edited from the bottom grid and click on the Edit button.

Edit the punch timing as required and click on the Apply button.

Click on the View tab to View the status of the attendance correction applications as shown.


Additional Options Available for Officers

The ESS module provides two additional menus which are accessible only to the users who have been set as reporting group Incharge. The options available are:

• Authorization


The Officer or reporting group Incharge can perform the following activities suing these menu options:

• Authorize the attendance events

• Authorize the conversion of extra work hours into OT or COFF hours

• Authorize personal hours or official hours authorization for entry/exit during the course of the scheduled shift time.

• Approve leaves of reporting group members

• Change the officer of the reporting group


Attendance Authorization

This option enables the logged in officers to authorize the attendance events of members of their reporting groups. In the event of the attendance authorization being made mandatory using the Global Attendance Policy option of the application, the system will consider the punch events as valid for attendance calculation only after this authorization process has been completed.

To access this option go to ESS Authorization Attendance option. The following page appears.

• Select the start and the end date to define the date range.

• The Status criteria can also be used as an additional filter criterion. Select the appropriate criterion from the pull down list. The options available are:

• All• Unauthorized• Authorized

• Click on Show to select single or multiple users as explained earlier in this manual. Click on OK after selecting the users.The following page appears.

Check the appropriate boxes in the Authorize column to regularize the attendance events of the members.

Click on Save once done.

Personal/Official Authorization

This option enables the Officer to authorize the personal/official attendance events during the course of the scheduled shift time.

To access this option go to, ESS Authorization Personal/Official option. The following page appears.

• Select the start and the end date to define the date range.

• The Status criteria can also be used as an additional filter criterion. Select the appropriate criterion from the pull down list. The options available are:

• Pending• Approved• Rejected

Slect the Personal or Official option from the pull down list of the Punch field. Click on Show to select single or multiple users as explained earlier in this manual. Click on OK after selecting the users.The following page appears.


In the event of using the 8, 10 or 12 punch options, click on the more button to view the rest of the punches for the selected day. The ‘More Punch’ window appears as shown.

Check the Approve or the Reject boxes as required. Click on the Save button once done.



Overtime/COFF Authorization

This option enables the Officer to authorize the conversion of extra work hours into OT or COFF hours. Extra hours authorized using this option can then be considered for overtime payment or COFF hours compensation.

To access this option go to, ESS Authorization Overtime/COFF option. The following page appears.

Click on the User ID Picklist button to select the member user for whom the OT/COFF authorization needs to be done or, just key in the UserID and select the start and the end date to define the date range.

Click on Show to select the users whose list of OT/COFF which is pending authorization needs to be displayed.

To start the authorization process, click on Edit against the relevant entry in the grid as shown above. The Auth OT and the Auth COFF option along with the OT reason field will be enabled.

• Specify the number of hours in HH:MM format in the Auth OT or Auth COFF fields

• Select the reason from the OT Reason pull down list.

• Click on Update once done.

After making all the changes on the page click on Save to commit all the changes.


Leave Approval

This option enables the Officers or Reporting Group heads to approve or reject Leave application entries made by the members of their reporting groups.

To view the pending leave applications, the officer needs to go to ESS Approval/Correction Leave Approval option. The following page appears.

Officer or Supervisor of a Reporting Group will have all the unsanctioned leaves of users who belong to the same group. The COSEC application enables the supervisor to approve two types of leave applications:

• Leave Application Approval• Leave Cancellation Approval

On selecting one of the above options from the pull down list in the Type field the list of relevant pending applications will be listed in the grid below as shown. The Leave cancellation Approval option enables the supervisor to approve leaves which had been previously approved but have been subsequently cancelled by the users for one reason or the other. This process of applying for cancellation can be done by the users after logging into the ESS module.

The Date option is provided to filter the leave applications based on time period. Options are provided for the Approval or rejection of the leaves with proper reason for the same in the Remark column.

Based on the option selected by the supervisor the Status field is updated.



Tour Approval

This option enables the Officers to approve or reject Tour application entries made by the members of their reporting groups.

To view the pending tour applications, the officer needs to go to ESS Approval/Correction Tour Approval option. The following page appears.

Officer or Supervisor of a Reporting Group will have all the unsanctioned tours of users who belong to the same group. The COSEC application enables the supervisor to approve two types of tour applications:

• Tour Application Approval• Tour Cancellation Approval

On selecting one of the above options from the pull down list in the Type field the list of relevant pending applications will be listed in the grid below as shown. The Tour cancellation Approval option enables the supervisor to approve cancellation of tours which had been previously approved but have been subsequently cancelled by the users for one reason or the other. This process of applying for cancellation can be done by the users after logging into the ESS module.

The Date option is provided to filter the tour applications based on time period. Options are provided for the Approval or rejection of the tours with proper reason for the same in the Remark column.




Change Reporting Group Incharge

The officer can log into the ESS and change the Reporting Group Incharge by using this option. The change could be temporary or permanent based on the situation.

To access this option go to ESS Approval/Correction Change Reporting Group Incharge. The following page appears.

The officer can either select the new Incharge from the User Master pop up window or just bring up the list of users who are already the Incharge of another reporting group.

• Select the appropriate option and click on the Picklist button as shown.

• Select the user from the pop up list

• Click on Save.


Attendance Correction Authorization

This option enables the logged in officers to authorize the attendance correction applications of members of their reporting groups.

To access this option go to ESS Approval/Correction Attendance Correction option. The following page appears.

The system will display all the pending attendance correction applications of users who are members of the same reporting group. The Officer can check the Approve or Reject boxes against the application entries and click on the Save button.

CHAPTER 2 ESS for Roster Users

The roster users who belong to the reporting groups have access rights to the following options in the ESS module:

• Views

• Entry

The Officers or the Reporting Group Incharge on the other hand have access rights to the following options:

• Views

• Entry


Matrix COSEC ESS System Manual 45

Events

Users can view the details of the In/Out punch events at the door controllers. In the case of officers they can also view the punch event details of the members of their reporting group.

In order to view the Attendance summaries for a particular month go to ESS Views Events. The following page appears. The logged in user can directly click on View in order to see the details of the selected event type during the specified duration.

The officers' category log in users can either choose to view their own event details for selected period or those of the members of their group.

To view their punch event details for a selected period:

• Select the Event Type from the pull down list.

• Specify the period by selecting the start and the end date.

• Ensure that the Self option is selected.

• Click on View.

The selected event type details for the specified period are displayed in the grid below as shown.

46 Matrix COSEC ESS System Manual

To view the event details of the reporting group members, select the Users option on the Events summary home page. The following page appears.


Click OK to continue followed by the View button. The following page appears displaying the event details of selected member users of reporting group.


Daily Attendance

The daily attendance option enables the logged in user to view their attendance details and in the case of officers, the attendance details of the members of their reporting group. Users can also view their punch details as well as other time and attendance related details.

In order to view the daily attendance information for a specific period, go to ESS Views Daily Attendance. The following page appears.

The officers' category log in users can either choose to view their own daily attendance information for selected period or those of the members of their reporting group. The system will display the attendance status of the current date by default as shown.

To view the logged in user's daily attendance details for a selected period:

• Ensure that the Self option is selected. (Not required in the event of the logged in user being a member of a reporting group.)

• Specify the period by selecting one of the following options:

• Current Date

• Current Month

• Previous Month

• Select Date

In the case of the Select Date option select the start and the end date to specify the time period.

• Click on View.


The following page appears displaying the details of the daily attendance for specified period.

To view the event details of the reporting group members, select the Users option on the Daily Attendance home page. The following page appears.



Click OK to continue. The following page appears displaying the event details of selected users.



User Basic Detail

The User Basic Detail option allows employees to view the basic information of the other employees like Branch, Department, Section, contact information, blood group as well as the current attendance status of the user. It also displays a photo of the selected user as shown.

The logged in user can view the basic details of all users defined in the system. To view the details of a user, click on the user pick list button and select a user from the pop up user page. The user details will be displayed on the page as shown.


Roster Accept/Reject

This option enables the user to accept or reject the assigned roster duties. However, the user needs to be assigned these rights from the Roster Policy option.

In order to view the Roster duties for a month, go to ESS Entry Roster Accept/Reject. The following page appears.

The system displays the shifts assigned to the user for the month as shown. Click on the day that needs to be edited. The Shift Accept/Reject window appears.

Check the Accept or the Reject boxes against the various shifts as required and click on the OK button.

In order to browse through the months click on the right or left arrow buttons provided on the top bar. The double arrows enable the user to jump a year.


Unavailability Application

This option enables the user to make online unavailability applications which in turn would have to be sanctioned or approved by the reporting group officer or the admin user.

In order to enter a new leave application into the system, go to ESS Entry Leave Application. The following page appears.

The list of unavailbility applications already approved or pending approval is listed in the grid at the bottom of the page as shown. To start a new unavailability application click on New button. Specify the following details:

• Click on the date Pick list buttons to select the start and the end date of the leaves.

• System provides option for User to enter Comments if required.

Click on Save once done. The entry of the new application appears in the bottom grid as mentioned earlier. This would now be available to the reporting group Incharge as well as the admin user for approval.

Visitor Pre-registration

The host user can enter the details of expected visitors using this option. The operator preparing the Visitor passes thus has advance intimation of the visitor and does not need additional verification at the time issuing the pass to the visitors.

In order to make a new entry of an Advance or expected visitor, go to ESS Entry Visitor Pre-Registration appears.

The page displays the details of already entered advance visitors for the logged in user as shown. Click on New to enter details of another expected visitor. The following page appears.

The Visit Date, Visit Time and Visitor Name are mandatory fields. The No. field is a system generated variable and is not user definable. The other fields are optional. Key in the visitor details as per the following description:

• Visit Date: Enter the expected date of the Visitor in dd/mm/yyyy format or just click on the date Picklist button and select the date.

• Visit Time: Specify the expected time for the Visitor in hh:mm format. The time is to be specified in 24 hour format.

• Visitor Name: Key in the Visitor Name in this field.

• Organization Name: Enter the Visitors company name here.

• Purpose: Select the purpose of the visit from the pull down list. The options available are Personal and Official.

• No. of Additional Visitors: Specify the number of additional members expected to accompany the Visitor.

Click on Save once done. The Cancel option is available to void all the entries and return blank fields for reentry.




Basic Detail Entry

The COSEC ESS application enables the reporting group incharge to enter the following details of self or the group members.

• General• Personal• Contact

In order to enter the details of a user into the system, go to ESS Entry Basic Detail Entry. The following page appears. Click on Edit.

Enter the details in the relevant fields and click on the Save button. Click on the User option and click on the User ID picklist button to select the user whose details are to be entered.

Similarly, the reporting group members can log into the ESS module and enter their own details.


Change Reporting Group Incharge

The officer can log into the ESS and change the Reporting Group Incharge by using this option. The change could be temporary or permanent based on the situation.

To access this option go to ESS Approval/Correction Change Reporting Group Incharge. The following page appears.

The officer can either select the new Incharge from the User Master pop up window or just bring up the list of users who are already the Incharge of another reporting group.

• Select the appropriate option and click on the Picklist button as shown.

• Select the user from the pop up list

• Click on Save.


Unavailability Approval

This option enables the Officers or Reporting Group heads to approve or reject Unavailability application entries made by the members of their reporting groups.

To view the pending unavailability applications, the officer needs to go to ESS Approval/Correction Unavailability Approval option. The following page appears.

Officer or Supervisor of a Reporting Group will have all the unsanctioned unavailability requests of users who belong to the same group. The COSEC application enables the supervisor to approve two types of unavailability applications:

• Unavailability Requests Approval• Unavailability Cancellation Approval

On selecting one of the above options from the pull down list in the Type field the list of relevant pending applications will be listed in the grid below as shown. The Unavailability cancellation Approval option enables the supervisor to approve Unavailability requests which had been previously approved but have been subsequently cancelled by the users for one reason or the other. This process of applying for cancellation can be done by the users after logging into the ESS module.

The Filter By option is provided to filter the unavailability requests by department or a user. The Date option is provided to filter the leave applications based on time period. The Supervisor needs to check the Approve or Reject boxes against the appropriate requests and clcik on the Save button once done.


CHAPTER 3 ESS for e-Canteen

The e-Canteen users have access to the following options in the ESS module:

• Account Details

• Menus

• Expenditure

• Correction Application



Account Details

This option enables the logged in users to view their e-Canteen account details.

In order to view the account details page, go to ESS e-Canteen Account Details. The following page appears.

Click on the Previous or Next arrow buttons to view details of other transactions.

Click on Close once done.


Menus

This option enables the logged in users to view menus assigned to the various e-Canteen devices.

In order to view the menu details page, go to ESS e-Canteen Menus. The following page appears.

Click on the device picklist button and select the e-Canteen device. Click on View.

The system will display the menu schedule for the selected device as shown.

In the Menu Detail section, click on the menu picklist button and select the menu. Click on View. The system will dispaly the list of items associated with the selected menu along with the price and discount details as shown.


Expenditure

This option enables the logged in users to view their expenditure details for the selected time period.

In order to view the menu details page, go to ESS e-Canteen Expenditure. The following page appears.

Select the time period by clciking on the appropriate radio button. In the event of selecting the Select Date option, specify the Start Date and the End Date.

The system provides the option to view the consolidated or item-wise expenditure during the selected time period. In the event of selecting the ItemWise option, click on the Item picklist button ans select the item from the item master picklist window.

Click on View. The system will display the expenditure details in the grid as shown. In the event of selecting the All option, the user can click on the date column entries to view details of the transaction for that date as shown.

Correction Application

The COSEC ESS module allows users to apply for corrections to existing e-Canteen transactions.

In order to access this functionality, go to ESS e-Canteen Correction Application. The following page appears.

The Correction Application page has the following two tabs:• View• Apply

The View tab is selected by default as shown. The user can delete transactions with pending status from the list on this page.


Click on the Apply tab. The following page appears.

Highlight the transaction to be corrected and click on the Edit button. Edit the quantity of the ordered item. The edited value can only be less than the current value.

Click on Apply.



Vers

ion

4, S

epte

mbe

r 201

2

MATRIX COMSEC PVT. LTD.

Corporate Office:394-GIDC, Makarpura, Vadodara - 390010, India.Tel.:+91 265 2630555, Fax: +91 265 2636598E-mail: [email protected]

Factory:15 & 19 GIDC, Waghodia - 391760, Dist. Vadodara, India.Tel.: +91 2668 262056/57

Customer Care:Tel.: +91 265 2630555E-mail: [email protected], [email protected]

www.MatrixComSec.com

SECURI TY SOL UT I ON S

Date post:	06-Jul-2016
Category:	Documents
Upload:	mayank-mevcha
View:	19 times
Download:	0 times

ESS Manual

Documents