With digitalisation, increasing mobility and the development of remote working, how to deal with the issue of presence and absence at work?
Indeed, for operational reasons of work organisation in a company, but also for reasons of administrative employees management 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 can this be done?
- Declarative : providing employees with online forms through which they can spontaneously inform their employers,
- Automated : for processing data entered online by the employee
Keep it simple and effective
Structure and facilitate the reporting process,
Automate the processing and information of stakeholders,
Be proactive, anticipate.
Dealing with Presence and Absence in a declarative way
Attendance or absence at work can be processed through online forms.
It is up to the employee to make the necessary declarations. These are recorded directly in the system, which can then process this information in an automated way according to the wishes, needs and facilitating the management and the task of all.
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 persons concerned as User with a Role and the appropriate hierarchical structure for the management of the Employees.
However, as this is a data entry process via an online form, the solution, at this simple level, is applicable for use in any system and application capable of integrating external data from such online forms or via data imports.
The I.M.S. service platform has several options that can be used
It should be noted here that the Attendance at Work declaration does not require a third party actor for a specific action for feedback to the employee, just record the name, date and time provided by the employee.
Whereas in the case of the Absence from Work declaration, this normally involves a validation process (an authorisation) by an authorised actor with confirmation or rejection notified back to the employee.
For the declaration of "Presence" at work
- Easy solution : in an online form the Employee enters his name and a date and time which will create a record that can be evaluated.
- Diary, Planning, Appointment, Reservation,... solution : using an online form (or once connected to I.M.S. or to the application managed by client's system) the data entered by the User updates the application.
Sample Online Form
In I.M.S. the Online Form is designed according to your needs and desired approaches.
[ See I.M.S. Online Form tool ]
For the declaration of "Absence" from work
- Easy Solution : in an online form the Employee enters his name and a start and end date and time of absence with probably a comment field or/and choices qualifying the nature and justification of the absence
- Diarz, Scheduling... solutions : using an online form (or once connected to I.M.S. or to the application managed by client's system) the data entered by the User updates the application.
- I.M.S. application submission solution : using an online form or once connected to I.M.S., or using a service portal, the User establishes his request which is then processed as are all requests for intervention in I.M.S. with all the features for the validation process, follow-up, alerts, automatic distribution to the concerned person according to contexts and events, dashboards,...
Sample application submission
The User chooses the nature and type of request and completes the available fields.
For example: Request for absence, Request for paid leave,...
Once completed, the request is transmitted by I.M.S. to the defined person or department and the Employee will be automatically informed of the progress of the process and finally of the validation or rejection of the request. The complete history and time stamp of the process is available.
[ See Request Submission ]
From the available data, it is possible in I.M.S. to define automated treatments.
For Presence, for example :
- detect anomalies and issue alarms and notifications,
- develop and feed filtered lists
- drawing up and communicating periodic reports
For Absences for example :
detect for the current day those Users who have not declared an Attendance and
send them an email asking them to justify their absence by filling in an online form or an absence request
draw up a list of these Users and send it to the HR Department and line managers
feed filtered lists, dashboards and indicators
For both :
- Produce by periodic export, or on request, data files for use in a third-party application or system
- Produce periodic or on-demand custom e-mails with data and send them to the appropriate recipients or attach the data as a file to the e-mail
- Produce customised reports and documents in PDF format
Standard I.M.S. list example
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 'arrived after 9 o'clock'.
Depending on the needs, the context, additional related processing that may be linked to this declaration of presence or absence (clocking in and out, flexible working hours, planning, request and validation procedures, absence management, etc.) the most appropriate solution will be adopted.
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. services platform for the sole purpose of managing the "Presence" and/or "Absence" declarations and some related automated processing as presented.