Purpose

This document serves as an indispensable resource within the broader context of the Complete Solution Guide: ROCKEYE – Attendance Management Solution. Its primary purpose is to deliver a comprehensive understanding of the system by providing detailed insights into system overviews and workflows.

System Architecture Visualization: Illustrate the system’s architectural elements, showcasing modules, components, and subsystems, and enhance comprehension of the overall system structure through visual representation.

System Overview: Offer a high-level overview of the ROCKEYE – Attendance Management and provide context on the system’s purpose, functionalities, and role within the broader organizational framework.

Workflow Details: Detail key operational workflows within the ROCKEYE – Attendance Management and provide step-by-step visual representations of processes, from user interactions to backend operations.

System Overview

Overview

In this section, we provide a visual representation of the system overview for ROCKEYE – Attendance Management Solution. The diagrams below offer a comprehensive view of how various modules interact to deliver a seamless and efficient user experience. 

Figure 1 below illustrates the system overview of the  ROCKEYE – Attendance Management System, providing a quick insight into its structure and key elements.

Figure 1

The ROCKEYE – Attendance Management System orchestrates a meticulously designed sequence of operations, seamlessly guiding the entire process from work hours initiation to their ultimate validation, inclusive of intricate payroll processing. It all begins with the HR Admin initiating time entries, which then progress to the validation phase. This system offers versatile options for Daily and Weekly Attendance Validation, providing the HR Admin with heightened control over managing work hours. Whether validating a day’s or a week’s attendance, the system accommodates these variations adeptly, even generating reports for partial validations.

Upon attendance confirmation, the Admin proceeds to schedule shifts and assigns them to designated employees. Leveraging an instructions panel seamlessly integrated into the system, the Time & Attendance System provides a guiding framework for employees. This guidance ensures the systematic adherence to work schedules, paving the way for employees to execute operational procedures associated with their work hours, ultimately leading to the submission of validated time entries for payroll processing.

System Workflows

This section provides a detailed exploration of the system workflows, offering a comprehensive understanding of the orchestrated processes that drive the seamless functioning of our system. Workflows serve as the backbone of our system architecture, delineating the step-by-step execution of tasks and the interdependencies among various components. The following workflows encapsulate the key stages and interactions within our system, ensuring optimal performance and user experience.

Admin Management

The below Figure 2 depicts the admin management of the Time & Attendance System.

Figure 2

Admin Creation

The Admin Creation process is vital for establishing the administrative framework in the Attendance Management System. It involves designating an individual with the “Admin Name” to oversee attendance functions, granting comprehensive privileges through “Access Type: Admin.” Company and Employee selections ensure affiliation and task alignment, while Email and Username provide unique identifiers. The “Status” determines the account’s activity, creating an effective foundation for system management.

Access Type

Company

Identifies the company or organization associated with the administrator. This field ensures that the admin is linked to a specific company within the attendance system.

Employee

Establishes a connection between the admin and an existing employee within the system. This linkage ensures that administrative responsibilities are assigned to a specific individual.

Email

Represents the email address unique to the admin. This email serves as both an identifier and a means of communication within the attendance management system.

Username

Specifies a chosen username for the admin’s account. This username is utilized during the login process for secure access.

Password

Indicates the confidential password associated with the admin’s account. This password is used to ensure secure authentication and access to the attendance management system.

Status

Determines the current status of the admin account. An “Active” status implies that the admin has access privileges, while an “Inactive” status restricts access.

Employee Management

Figure 3 below depicts the Employee management of the ROCKEYE- Attendance Management.

Figure 3

Employee Creation:

Begin by entering the employee’s basic details such as first name, last name, gender, date of birth, and email address.

Assign a unique employee code for identification purposes within the system.

Optionally, allow the employee to upload a profile image for visual identification.

Employee Additional Information:

Specify the company name to which the employee belongs.

Select the location, department, and designation where the employee will be working.

Choose the appropriate category to classify the employee’s employment status (e.g., full-time, part-time, contractor).

Enter the employment date to record when the employee started working.Set the employment status (e.g., active, inactive) based on the employee’s current status within the organization.

Define the required check-ins and week-off preferences according to the attendance policy.

Add Temporary Shift Timings (if applicable):

If the employee has temporary shift timings, specify the start date, end date, shift start time, shift end time, and maximum working hours.

Indicate the status of the temporary shift (e.g., active, inactive).

Visitor Management

Figure 4 below depicts the Visitor management of the ROCKEYE- Attendance Management.

Figure 4

Primary Visitor Information:

Enter essential details such as visitor company, name, contact information, email, visitor category, purpose of visit, host details, visit duration, and any location remarks.

Allow Multiple Entries:

If recurring visits are allowed, enable this feature to record multiple entries.

Enter visitor details for each entry, including initials, name, contact information, email, profile image, and designation.

Book Meeting Room (Optional):

If meeting rooms can be booked, provide scheduling details, including the date, start and end times, purpose of the meeting, and agenda.

If meeting rooms can be booked, provide scheduling details:

• Schedule Date
• Start Time
• End Time
• Purpose of the Meeting
• Meeting Room Agenda

Meeting Room Management

Figure 5 below depicts the Meeting Room management of the ROCKEYE- Attendance Management.

Figure 5

Meeting Room Creation

Code

A unique identifier assigned to the meeting room for easy reference and identification within the system.

Category

Specifies the type or classification of the meeting room, aiding in organizing and categorizing meeting spaces based on their intended use or features.

Location

Identifies the physical location or building where the meeting room is situated, helping users to locate the room within a larger facility or complex.

Operation Times

Indicates the designated operational hours or availability schedule for the meeting room, allowing users to plan meetings within the allotted time frame.

Approval Requirement

Specifies whether booking the meeting room requires prior approval from an administrator or supervisor, ensuring proper authorization for room reservations.

Capacity

Defines the maximum seating or occupancy capacity of the meeting room, enabling users to select a suitable space based on the expected number of attendees.

Image

Provides a visual representation or photograph of the meeting room, offering users a preview of the room’s layout, design, and amenities.

Description

Offers a brief overview or summary of the meeting room, highlighting its features, amenities, and any special considerations that may be relevant to users.

Status

Indicates the current availability or operational status of the meeting room, informing users whether the room is available for booking or already reserved for a specific time slot.

Meeting Room Attachment

Users can upload and attach relevant documents or files to the meeting room record, such as floor plans, equipment manuals, or safety guidelines. This ensures that all necessary information is readily accessible for meeting organizers, attendees, or maintenance personnel.

Meeting Room Amenities

This section allows users to specify the amenities available within the meeting room, such as audiovisual equipment, seating arrangements, catering services, and Wi-Fi. By detailing these amenities, users can effectively communicate available resources to meeting organizers and participants, facilitating smooth and productive meetings.