Absent Management System

ABSENCE MANAGEMENT
About AMSS
Absence Management Self Service is a CSU system wide project that replaces the existing
process (paper timesheets) for reporting absences (Vacation, Sick, Comp Time, etc.) with an
electronic process facilitated through CMS PeopleSoft. All campuses will implement AMSS
functionality and CSU Sacramento started the process in early 2012 with select pilot groups.
Staff, managers, and 12-month faculty will begin reporting their absences using the new Absence
Management Self Service (AMSS) system.
Employees will have the ability to enter absences through My SacState, Employee Center
Managers will be able to review and approve absences electronically.
Departments will have more accessible and current absence information for their
employees
Showing absences
Absences are shown on main tab ABSENCES (http://[YOUR_SERVER]//intranet-

timesheet2/absences/).
By default, absences for the next 3 weeks are shown graphically.
When choosing a different time scale, only the absence list is shown.
Create an absence
Absences are created from the ADMIN LINKS on page ABSENCES
Valid for Group
Absences valid for a group of employees can be set using the "Valid for Group" attribute. For
additional information please see: Setting Bank Holidays
Start and End Date

If an absence starts in the current year and ends in the next year it needs be entered as two
absence records wheres the first entry indicates the days for the current year and the second entry
the part for the new year.
Duration
Duration can be provided either as full days or fractions of a day. For absences > 1 day, Bank
Holidays and Weekends would need to be substracted manually from the the total number of
days between Start- and End Date.
Part time employees creating absences < 1 day would need to enter the "effective duration" of
the absence.
Example:
A user with an availability of 80% takes 4 hours off. The absence duration would still need to
be set to 0.5 days which is 50% a a regular workday.
Managing Vacations
Setting 'Vacation Days per year'
Vacation days per year need to be set for each employee in the 'Employee Information' portlet:
Bulk Update "Vacation Balance" and "Vacation Days per Year"
In order to update user attributes "Vacation Balance" and "Vacation Days per Year", relevant data
can be exported to CSV format and back imported again. The following fields are exported from
the database:
Employee Id
Name of employee
Current value of "Vacation Days per Year"
Current value of "Vacation Balance"
Vacation Days taken last Year
In addition to the above Employee attributes, two additional columns are added:
Vacation Balance (new) which is calculated as follows:

Vacation Days per Year + Vacation Balance - Vacation Days taken last Year
Vacation days per year (new)

Preset: Vacation Days per Year
Importing updates "Vacation Balance" and "Vacation Days per Year" based on values found in
the two additional columns.
Links for Import/Export can be found in the ADMIN menu of the Absence main page (http://
[YOUR_SERVER]/intranet-timesheet2/absences/index).
If you are using an older version of ]po[, the links might not be available. In this case please you
can access them directly by pointing your browser to the respective pages.
Export Vacation Data

http://[YOUR_SERVER]/intranet-dw-light/vacation.csv
Import Vacation Data

http://[YOUR_SERVER]/intranet-hr/upload-vacationdata.tcl
Export requires privilege "View absences all" and Import is available for System Administrators
and HR-Managers only.
1 HARDWARE SPECIFICATION
PROCESSOR : Intel Pentium Dual Core 1.8 GHz

MOTHERBOARD : Intel 915GVSR chipset board
RAM : 4 GB DDR3 RAM
HARD DISK DRIVE : 160 GB
FLOPPY DRIVE : 1.44 MB
DVD/CD DRIVE : Sony 52 x Dual layer drive
MONITOR : 17 Color TFT Monitor
KEYBOARD : Multimedia Keyboard 108 Keys
MOUSE : Logitech Optical Mouse
CABINET : ATX iball.
HUB : Compex 16 lines.
BANDWIDTH : 100 mbps.
1.2.2 SOFTWARE CONFIGURATION
FRONTEND : Python
BACK END : SQL SERVER 2008
OPERATING SYSTEMS : Microsoft windows 7
DOCUMENTATION : Microsoft word 2007.
SYSTEM STUDY
2.1 EXISTING SYSTEM
The present stage of reaching the customers through above ways are
low area coverage, tedious process, economically high value is devoted in this. Moreover it
required huge manual work in reaching the customers.
We are very much aware of the fact that in todays tech-savvy world, it could not be able
to reach out to more and more people with these limited channel of communication, which are
time consuming and in-efficient with regard to the factors of cost and the need to repetitive
execution of the same time and again.
So to upgrade the companys existing system it is proposed to build this project for the
company to eradicate the problems stated above.
DRAWBACK OF EXISTING SYSTEM:
Record maintenance is very tedious process
Poor reliability
Low security
Require more manual power
Time consuming
To overcome all the above stated problems we planned to computerize the existing system using
Python and SQL Server
2.2 PROPOSED SYSTEM
After over viewing the existing system, the set up is depended on the manual work
reaching out the customers through existing system is hard with huge manual work. To sort out
these conditions it is desired to make some other solutions to eradicate the problems.
Generally all these problems can be reduced with the help of this project. All the
desired and required facilities for the customers are built in this product and are enumerated
below
To know about the availability of the products
To easily enquire about the products
To easily order the required products through online
To communicate with the persons with the company
So all the requirements of the customer from the dealers or marketing persons ended in the
construction of this project for the company. This project provides all the entities of the
company to the customers and it answers all the queries of the customer about the products and it
also describes about the service provided by the company.
ADVANTAGES OF PROPOSED SYSTEM:
Easy to use definite screen formats.
Data validation for each data entry and appropriate messages are displayed.
Unauthorized access is prohibited through use of validation checks wherever
necessary.
It will overcome all the limitation of the existing system.
It was developed in such a way to generate faster and accurate reports.

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ABSENCE MANAGEMENT

Absences are shown on main tab ABSENCES (http://[YOUR_SERVER]//intranet-

Absences are created from the ADMIN LINKS on page ABSENCES

Valid for Group

Start and End Date

Setting 'Vacation Days per year'

Bulk Update "Vacation Balance" and "Vacation Days per Year"

Current value of "Vacation Days per Year"

Current value of "Vacation Balance"

Vacation Days taken last Year

Vacation Balance (new) which is calculated as follows:

Vacation days per year (new)

Export Vacation Data

Import Vacation Data

PROCESSOR : Intel Pentium Dual Core 1.8 GHz

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