Time office Management systems have been around for many years. There are dozens of software in the market.  We provide real-time software solution for time office which supports wide range of features, highly configurable for the most complex time - attendance tracking rules and organizational schemes of Indian Time Office.

TOMSYS takes control of your manpower by managing employee-labour data timely and efficiently. It supports the concept of distributed Time Office, synergy with the existing system like HR, Finance, and Payroll is the real value addition in terms of information exchange among all systems, in taking prompt decisions, control labour costs effectively and manage productivity. In a way implementation an automated Time Office Solution yields a good payback, empowers to make decisions as events are happening.

TOMSYS is proven software specially designed to manage the requirements of Time Office in Corporate.
 

We have successfully implemented the tailor-made solution at

• A large semi-government; Fertilizers and Chemical Company having about 3500 employees
• Two Multi National Companies
• Diamond Manufacturing Company

• Total customized solution
• Client / Server or 3-tier
• Transparency among users
• Integration with existing HRMS possible
• Generates Summary for Payroll
• Different Database like MySQL and Oracle
• Powerful editing tool
• Auto assignment of Shift (if Shift Schedule is not maintained)

• Reduces manpower
• Paper less Time Office saves stationery
• Employees can see their detail on PC – saves time of coming to time office for their query
• Distributed Shift Schedule (SS) – departments generate their  Shift Schedule on department PC, eliminates paper work between Department and Time Office

• Distributed, Paper-less Time Office
• Supports Multi-Company
• Various tasks are distributed like

Leave application and sanctioning
Over Time claim, recommendation and sanctioning
Department can generate / change Shift Schedule
Gate Pass application and sanctioning

• Various forms like Over Time card, Leave card, Gate Pass and Employee reports are eliminated as all these will be on-line
• Employees can view their data on-line. This saves their time for visiting Time Office for their queries
• Supports Fix Shift Schedule OR Auto Assignment of shift from IN time
• User definable parameters for Late Grace, Short leave, number of Shift change allowed, LCM, OT/OS, C. off, Extra Wage, Shift Allowance rules etc.
• Auto mark of ON DUTY in case of exempted persons like players. The period for exemption can be defined with start & end time and last date
• The punches of the employees working for more than 24 hours are broken automatically so that every day work time, Over time etc. is calculated with better precision. Saves editing time
• Free (open) database supports posting, processing and retrieval of any data
• Flexible Lunch time
• Keeps log of every activity with old and new value
• Missing Punch can be treated as Present or Absent or Half Day or MIS
• Software takes care of Night shift punches automatically
• To Pay / To Deduct detail in current month based on editing in Previous months

• Fool proof system - schedule based, automatic data transfer and processing
• No one can alter data at any stage without getting LOGGED
• Data Transferred from Attendance Recorders (AR) to data server by schedule base data transfer software
• Auto Data Remove from Attendance Recorder
• Server time set to Attendance recorder automatically
• Posting of Attendance Data by schedule base Data processing software
• Information is ready for view at any time

• Password protected
• Different modules and their rights can be defined
• Different groups of modules can be defined with different rights and assigned to users or user groups
• Every module can have different rights for different users
• It facilitates to maintain one or more department authorization under users. This module can be distributed among authorized users like department heads to create user in their own department and define their rights
• One can view information as per assigned rights
• LOG of every actovity with user, date and time

• Exempted from punching, they can mark their presence on-line
• Displays type of day like Working Day, Week off, Holiday
• Option to display screen automatically first time he/she enters TOMSYS (Daily basis)
• Mark Full presence, first / second half presence or absent
• Enter extra working time also, which will be used for calculation of C. Off
• The date & time of marking is stored
• Different status displayed in different colors

• On predefined date, Shift Schedule for next month is auto generated by system
• Department head can generate / re-generate / modify shift schedule for his / her department
• All possible combinations of Shifts like Fix Shift (General Shift), Shift rotation pattern, Reliever fix shift, six days different shifts and shift change day is supported
• The system maintains track of Generated shift, assigned shift and attended shift
• The department head can get the total manpower per shift per day
• Up to 60 shifts can be defined
• Option for Shift Schedule or Auto Assign shift from IN punch

• Department head can change week off while working on Shift Schedule
• Shift or week off change can be done for future only
• Though Back dated change for shift or week off is supported in the editing tool ‘Voucher’
• Time office can change backdated shift or week off

• Over Time / Overstay generated by system
• Employee sends OT / OS for sanction OR system sends generated OT / OS for sanction
• Department head will get the list of employees worked extra
• He can recommend / change duration with reason / reject with his remarks
• Recommendation is logged with Recommending officer’s employee code, date & time.
• The recommendation than can be sent to higher authority for sanction
• This eliminates OT requisition slips and helps in calculating accurate OT by the system, which results into instant overhead projections

Option 1

• Employees apply for Leave to authorized officer
• Authorized officer (e.g. Department head) will get the list of employees who request for Leave
• He can sanction or reject with his remarks
• Sanctioned Leave will be posted

• Leave application and sanctioning can be through e-Mail.
• One applies for leave
• The concern officer gets email in Inbox
• Officer clicks on provided link and leave sanction form opens
• Officer can approve or reject leave application
• The applicant gets email of acceptance or rejection

• Locate a person by department, employee code, name, cadre or grade
• His / her punch detail with status will display
• Assigned and attended shift is displayed
• Last punch status whether IN or OUT is displayed in color
• This query is useful in case you want to know somebody’s detail like employee code, department, name and today’s assigned shift also.
• On-line Manpower information
• No. of employees physically present in company at any given time and date e.g. you want to know how many staff and officers were in the company at 11 AM today or any day

• Very important query for management. 
• Total summary is displayed with shift wise presence, absent, week off, leave for both officers and staff.
• Shift wise detail of manpower against required manpower with %age of presence and total hours worked
• Number of persons on OT / OS with OT / OS hours
• Department wise summary. 
• With presence more that 70% if OT / OS is generated than no. of persons on OT / OS is displayed in BLUE. If presence is more that 90% and OT / OS is generated than no. of persons on OT / OS is displayed in RED. This can help in reducing OT / OS generated without proper need.