With increasing mobility and the development of teleworking, how to deal with the issue of presence and absence from work ?
Indeed, for operational reasons of work organisation in a company, but also and above all for reasons of administrative employees management and to be able to register and fulfill its legal obligations with the applicable labour laws, it is necessary to manage presence and absence from work.
But how can this be done when staff are mobile and work remotely, whereas the management provisions and tools were built in an era of "industrial" type of activity with a physical, sedentary, local context, i.e. where staff are physically present together on the company's premises?
How to do it?
Two ways :
- Declarative: the employee informs the employer spontaneously
- Automatic: by detection or not of activity of the employee
Keep it simple and effective
Structure and facilitate the reporting process,
Automate the information of stakeholders,
Avoid data entry and record events by time-stamping,
Be proactive, anticipate.
Dealing with Presence and Absence through automatic detection
Attendance or non-attendance can be handled automatically at the level of system logins.
No procedure, no specific action is required from the employee, the line manager or the Human Resources Department.
Only the declarative requires an action, but the process and the ensuing treatments can be largely automated.
The following is based on our I.M.S. service platform.
We consider that the company organisation is in place in the system, with the relevant persons as User with a Role and the appropriate hierarchical structure for the management of the Employees.
I.M.S. User Management is used.
- Every User who logs on to I.M.S. generates a corresponding record including the date and time.
- When the User disconnects from I.M.S. the time is also recorded.
Thus, I.M.S. has the necessary information to detect the time of connection for a User. In other words, his 'arrival', i.e. his 'Presence' at work.
On the other hand, if no connection is detected, his "Absence" from work can be detected.
The IP address is also recorded, enabling a location and, where applicable, a terminal to be identified.
Name, date and time of login and logout in a record for one User.
From the available connection data, it is possible to define automated treatments.
For possible late arrivals and Absences as :
detect for the current day, at a certain time, Users who have not yet logged in (for checks in case of flexible working hours, on-call, etc.) and
send them an email with a personalised text
draw up a list of these Users and send it to the HR Department and line managers
each day, detect Users who have not logged on and
send them an email asking them to justify their absence or to fill in an online form
compile a list of these Users and send it to the HR Department and line managers
- establish lists, reports, dashboards, indicators
Only the issues of automatic detection of "Presence" and "Absence" and possible automated processing directly related to this detection are discussed here.
Example of an I.M.S. Standard List
You can create your own lists based on filters on your data.
For example a list of "Absent", a list of "Present" of the day or 'arrived after 9 o'clock'.
All tools and features of the I.M.S. service platform are available and can be implemented.
Data export (and import) possibilities are available to feed or be integrated into external, third-party applications and systems.
For those who wish, it is quite possible to use the I.M.S. service platform for the sole purpose of managing the automatic detection of "Presence" or "Absence" as presented.