3. Create Group Policy and Schedule
Step 1 , 2 & 3: Firstly, go to Attendance -> General Setup -> Group Policy and Schedule
Step 4: Click 'Create'.
There are 7 tabs here for you to enter the relevant information and set up the Work Schedule and Policy in the box stated in the picture. We will go through each of it in this article.
Under the 'Employee List' tab, you will see the list of Employee that is governed by this Work Schedule and Policy.
'Attendance' tab let you choose which relevant policies will be applied here.
1. From the drop down list, choose the right Overtime Policy, and Cross Day Policy.
2. From the Shift List, tick which Shift that this Work Schedule and Policy will applied to. You can tick more than one box.
Under the 'Duty Roster' tab, you are defining the settings for working calendar.
3. Select from the drop down list of Subscription Group the Calendar that you want to subscribe to. Click 'Export' to export the Calendar in picture file.
4. The calendar will show information about the Shift, such as none working day, Rest Day, et cetera, depending on your settings.
5. Under the 'Employee List' tab, you will see the list of Employee that is governed by this Work Schedule and Policy. In other words, who's working schedule is base on this calendar.
6. The 'Work Force' tab let you control the minimal Work Force for a particular day. There are a few options available for you on how you want to achieve that.
7. Choose whether you want to set the minimal work force by Work Policy or by Work Shift.
8. Decide you want to set the minimal Work Force by percentage of total number of Employee (%) or number of Employee.
9. Enter the value in the column for different Shift and different day (if you select 'by Shift' as Work Force Control Method, all available Shift will be shown in the table).
10. At 'Workflow' tab, you will decide the Approval Workflow for different area.
11. The options available for all Workflow is the same. For 'Method', there are two Options:
- 'Round to next level approver(s) if no action taken after first 24 hours': System will send the request to the next level of approver if the first approver did not take any action in the first 24 hours
- 'Round to next level approver(s) after anyone from first level has already approved': System will send the request to the next level of approver only AFTER anyone from first level approved
12. For 'Approving Level', you can set the approving workflow listed below. You can define how the approving process will flow for the following process:
- Leave Workflow
- HR Information Update Workflow
- Employee Self Service Overtime Workflow
- Training Requisition Workflow
- Training Nomination Workflow
- Batch Plan Overtime Workflow
- Batch Approve Overtime Workflow
13. For each Workflow, you need to decide the Approval Method. System has preset a few options as below:
- 'First Level Immediate Superior': approver is the Employee's immediate superior
- 'Second Level Immediate Superior': approver is two direct level higher that the Employee, in other word, the Immediate Superior of the Immediate Superior of the Employee
- 'First Level Immediate & Alternate Superiors': two approvers here, Immediate Superior AND the Alternate Superior of the Employee
- 'Second Level Immediate & Alternate Superiors': two approver here, the Second Level Immediate Superior and the Alternate Superior of the Employee
- 'First Level Alternate Superiors': approver is the Alternate Superior of the Employee
- 'Second Level Alternate Superiors': approver is the Immediate Superior of the Alternate Superior
14. Other than the above options, you can freely create any combination by using the 'New Combination' or change the existing option using 'Edit Combination' from the drop down list.
15. The default setting is to have two level of approval, however, if you need more than two level, just click the 'Show More Levels' to add more approval Level as you wish.
16. The 'Supervisor's Permission' tab is for you to set the Security Access Level for individual Employee by assigning them different Role Permission.
17. From the drop down list, choose the Employee Name, then tick the appropriate Role Permission. Please note that the Role Permission here involve different Modules, such as e-Leave, e-HRIS, etc.
18. Once you tick all the Role Permissions, click the 'Insert/Update' button. The Table will show the newly created Superior's name with their Role Permissions.
19. Repeat the above for all Supervisors that you want to create.
20. Once done, you have just completed the setup of Group Policy and Schedule.
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