ESS Manual

COSEC Employee Self Service
User Manual
SECURITY SOLUTIONS
SECURITY SOLUTIONS
COSEC Employee Self Service
User Manual
Documentation Disclaimer
Matrix Comsec reserves the right to make changes in the design or components of the product as engineering and
manufacturing may warrant. Specifications are subject to change without notice.
This is a general documentation for all variants of the product. The product may not support all the features and
facilities described in the documentation.
Information in this documentation may change from time to time. Matrix Comsec reserves the right to revise
information in this publication for any reason without prior notice. Matrix Comsec makes no warranties with respect
to this documentation and disclaims any implied warranties. While every precaution has been taken in the
preparation of this system manual, Matrix Comsec assumes no responsibility for errors or omissions. Neither is any
liability assumed for damages resulting from the use of the information contained herein.
Neither Matrix Comsec nor its affiliates shall be liable to the buyer of this product or third parties for damages,
losses, costs or expenses incurred by the buyer or third parties as a result of: accident, misuse or abuse of this
product or unauthorized modifications, repairs or alterations to this product or failure to strictly comply with Matrix
Comsec operating and maintenance instructions.
Copyright
All rights reserved. No part of this user manual may be copied or reproduced in any form or by any means without
the prior written consent of Matrix Comsec.
Version 11
Release date: February 10, 2017
Contents
Employee Self Service ................................................................................................................................... 1
User Profile ......................................................................................................................................................... 4

Events ............................................................................................................................................................. 10
User Basic Details ........................................................................................................................................... 11
Holiday Schedule ............................................................................................................................................ 12
Visitor Pre-Registration ................................................................................................................................... 13
Personal Vehicle Profile .................................................................................................................................. 17
Daily Attendance ............................................................................................................................................. 18
Attendance Summary ...................................................................................................................................... 19
N-Punch View ................................................................................................................................................. 21
Shift Schedule ................................................................................................................................................. 24
Short Leave/Official In-Out .............................................................................................................................. 26
Attendance Correction .................................................................................................................................... 28
Attendance Details .......................................................................................................................................... 33
Leave Balance ................................................................................................................................................ 35
Applying For Leaves ....................................................................................................................................... 36
Tour Application .............................................................................................................................................. 44
C-OFF Application ........................................................................................................................................... 46
Group Summary .............................................................................................................................................. 48
Group Details-Daily Attendance ...................................................................................................................... 50
N-Punch View of Group Members .................................................................................................................. 52
Member Events ............................................................................................................................................... 55
Member Attendance ........................................................................................................................................ 57
Changing Reporting In-Charge ....................................................................................................................... 60
Shift Schedule ................................................................................................................................................. 61
Job Status ....................................................................................................................................................... 62
Assign Award/Penalty Hours ........................................................................................................................... 64
Field Visit Schedule ......................................................................................................................................... 68
Field Visit Status ............................................................................................................................................. 72
Attendance Authorization ................................................................................................................................ 75
Short Leave/Official IN-OUT Authorization ..................................................................................................... 78
Overtime/C-OFF Authorization ........................................................................................................................ 81
Table of Contents i
Attendance Correction Approval ..................................................................................................................... 85
Leave Application Approval ............................................................................................................................. 89
Tour Application Approval ............................................................................................................................... 95
C-OFF Application Approval ......................................................................................................................... 100
Visitor Pre-Registration Approval .................................................................................................................. 106
Vehicle Authorization .................................................................................................................................... 107
Time Sheet Correction Authorization ............................................................................................................ 109
Award Penalty Authorization ......................................................................................................................... 111
Field Visit Correction Authorization ............................................................................................................... 113
ESS for e-Canteen ...................................................................................................................................... 117
Account Details ............................................................................................................................................. 118

Menu ............................................................................................................................................................. 120
Pre-order Meals ............................................................................................................................................ 122
Expenditure Summary ................................................................................................................................... 124
Transaction Correction .................................................................................................................................. 125
ESS for CWM.............................................................................................................................................. 127
Induction Approval ........................................................................................................................................ 129
ESS for JCP................................................................................................................................................ 131
Time Sheet Correction Application ................................................................................................................ 134

Job Status ..................................................................................................................................................... 137
ESS for FVM ............................................................................................................................................... 139
Field Visit Correction Application .................................................................................................................. 141

Field Visit Schedule ....................................................................................................................................... 143
Field Visit Status ........................................................................................................................................... 145
Reports .......................................................................................................................................................... 147
ESS Roster .................................................................................................................................................. 149
Events ........................................................................................................................................................... 153

User Basic Details ......................................................................................................................................... 154
Visitor Pre-Registration ................................................................................................................................. 156
Attendance Summary .................................................................................................................................... 158
Roster Accept/Reject .................................................................................................................................... 160
Attendance Details ........................................................................................................................................ 161
Unavailability Application .............................................................................................................................. 163
Leave Balance .............................................................................................................................................. 164
Leave Application .......................................................................................................................................... 165
Group Summary ............................................................................................................................................ 169
Member Events ............................................................................................................................................. 171
Member Attendance ...................................................................................................................................... 172
Leave Approval ............................................................................................................................................. 174
Changing Reporting In-Charge ..................................................................................................................... 176
Unavailability Approval .................................................................................................................................. 177
Visitor Pre-registration Approval ................................................................................................................... 179
ii Table of Contents
Account Details ............................................................................................................................................. 180
Menu ............................................................................................................................................................. 181
Expenditure Summary ................................................................................................................................... 182
Transaction Correction .................................................................................................................................. 183
Table of Contents iii

iv Table of Contents
CHAPTER 1 Employee Self Service
The COSEC Employee Self Service (ESS) module is a browser based employee self service module that links to
the COSEC application platform. It is designed to operate through a standard internet browser connected to the
Corporate Intranet or the Internet.
The ESS enables the employees to obtain the information they need without bothering their supervisors or human
resources personnel. Employees can thus have access to ever changing work information, and are in a better
position to take decisions about work related activities and leave requests, further reducing the burden on
management.
Using ESS the Employees can view a variety of information including attendance summary, punch events,
attendance details, leave balance, holiday and work schedules.
This ESS Licence will not be available with the COSEC Application basic platform license. To Use ESS, the
customer needs to ensure that the COSEC license ordered by them includes the ESS module.
To use the Employee Self Service (ESS) functionality, Login to the COSEC Web Application using Employee ID
and Password.
If “OTP Authentication for Setting Password” is enabled from Global policy, then the first time user will have to
login after entering OTP sent to your mobile or email as registered in the COSEC.
Matrix COSEC ESS System Manual 1

Click on Send OTP to send the One time password to your valid mobile number or email address. After you receive
OTP, enter the number and click Verify. If OTP is not recieved, click Send OTP Again.
For Configuring OTP generation process, see Admin> System Configuration>Alert Message Configuration.
After successful verification of OTP, you will be able to set new password from below page:
Now login with your ID and password, the COSEC ESS home page appears as shown below:
2 Matrix COSEC ESS System Manual

Dashboard
The basic view of the dashboard is shown above. The detailed view can be viewed by clicking Detailed
View button. The advanced details shows the Net work hours, Authorized overtime, Short leave duration and Total
C-off.
To vie the basic details again click on Basic View button.
The Menu Bar at the top right side of window consist of following Icons:
• Account Settings: Enables the user to change the password or to set the preferred language and Theme
for the login user.
• Help: Gives the information about the COSEC ESS Application.
• Contact: Gives the contact details of Matrix Comsec Pvt. Ltd.
• About: Gives the details regarding Product version and variant.
• Logout: Enables to log out from the application.

User Profile
The User Profile can be edited by clicking on the User ID or Name at the top left of the window. The profile can be
edited for the fields User, Personal,Contact,Credentials,Group Details and User Photo as shown below:
The Joining Date and Confirmation Date of user profile cannot be edited by the user.
User Photo
To change the photo, double click on photo or to add the photo for the first time double click on top left. The
Change Profile Image window appears as shown below.
Click on the button to browse for the photo. After selecting the photo click on Update to save the changes.
You can download the photo by clicking on button. Also you can delete the photo by clicking on button
and click on Update to save the changes. The allowed size limit for uploading an image file is 100 KB.
Mark Punch
The User can mark the punch using IN and OUT links. Click on the links to select any of the special function shown
below for the punch event.
The attendance marking option will be available only if marking is allowed from ESS for the login user.

ESS users who have been assigned certain tasks may be requested for their assigned Job Code at the
time of punch marking.
Message Board
The Notice,News and General Details can be viewed from the Message Board by clicking on the Message bar at
the bottom of the page. The Message appears as shown below. By Clicking on Notice, News and General button,
messages can be viewed.
Notification
The login users are alerted on various updates relating to the login user. A notification link appears near the User
name on top left of window, Clicking on the link directs the user to the notification page.

The Notifications can be viewed based on the filter options of Attendance/Leave/All and based on ascending or
descending order.
Clicking on Refresh button enables to view new records/notifications if created.
The generated notification entries will be deleted when the users have viewed the notification page and done a
successful logout.
The notification is generated only if the functionality is enabled from Admin>System Configuration>Global
Policy>Login Tab>Enable Notification.
The Company Name and LOGO at the left bottom of the page can be changed from Admin Module
application>System Configuration>Enterprise Profile.
ESS Dashboard
In COSEC application two Categories of users are defined i.e. Reporting In-Charge and Group members. Based on
this the Dashboard displays the basic information on different parameters related to Employees and is shown under
the following groups:
Current Month
• Presents- Total no. of presents for the current month.
• Absents- Total no. of absents for the current month.
• Paid Leaves- Total no. of approved leaves(Paid Type, Restricted Holiday Type, C-OFFs).
• Un-paid Leaves- Total no. of approved unpaid leaves(Un-Paid Type, Lay offs).
• Tours- Total no. of approved tours in current month.
• Net Work Hours- Sum of all net work hours in current month.
• Authorized Overtime- Sum of all the authorized extra work done in the current month.
• Available Short Leaves- Remaining short leave count for the current month.
• Short Leave Duration-Remaining short leave duration in the current month.
• Available Late-IN- Remaining allowed Late-IN for the current month, if configured.
• Available Early-OUT- Remaining allowed Early-OUT for the current month, if configured.
• Total C-Off- Sum of available C-off in all the days for the current month.
Clicking on any link will redirect to Attendance Summary Page and shows the current attendance month summary.
Click the Daily Attendance Detail button to view the current month’s daily attendance data for the login user.
Click the Re-Calculate Attendance Data button to re-process the current month’s attendance data for the
login user.
Previous Month
• Presents- Total no. of presents for the previous month.
• Absents- Total no. of absents for the previous month.

• Paid Leaves- Total no. of approved leaves(Paid type, Restricted Holiday type, C-Offs).
• Un-paid Leaves- Total no. of approved unpaid leaves(Un-Paid type, Lay offs).
• Tours- Total no. of approved tours in previous month.
• Net Work Hours- Sum of all net work hours in previous month.
• Authorized Overtime- Sum of all all the authorized extra work done in previous month.
• Available Short Leaves- Remaining short leave count for the previous month.
• Short Leave Duration-Remaining short leave duration in the previous month.
• Available Late-IN- Remaining allowed Late-IN for the previous month, if configured.
• Available Early-OUT- Remaining allowed Early-OUT for the previous month, if configured.
• Total C-Off- Sum of available C-off in all the days for the previous month.
Clicking on any link will redirect to Attendance Summary Page and shows the previous attendance month
summary.
Click the Daily Attendance Detail button to view the previous month’s daily attendance data for the login user.
Click the Re-Calculate Attendance Data button to re-process the previous month’s attendance data for the
login user.
Shift Schedule
• Working days- Total no. of working days for the login user.
• Week-Offs- Total no. of Week-Offs in the selected month.
• Holidays- Total no. of holidays in the selected month as per holiday schedule of the login user.
• Field Break Days- Total no. of days with FB Type shift configured for the corresponding day.
• Rest Days- Total no. of days with RD Type shift configured for the corresponding day.
Clicking on any link will redirect to Shift Schedule Page.
Group Members
• Total Members- Total no. of members from all the groups in which login user is an incharge. Login User
can be the In-charge of more than one group.
• Scheduled Today- Total no. of group members who has working shift starting on current day.
• Reported- Total no. of users who has atleast one punch on current day.
• On Leave- Total no. of users who are on leave/C-off on current day.
• On Tour- Total no. of users who are on Tour on current day.
• On Week-off- Total no. of users who are on week-off on current day.
• On Holiday- Total no. of users who are on holiday on current day.
• On Field Break- Total no. of users who have FB shift configured on current day.
• On Rest Day- Total no. of users who have RD shift configured on current day.
Clicking on any link will redirect to Group Summary Page.
This Section is displayed to the users who are configured as Reporting-In-Charge from the COSEC Web
Application.
1.Users can be assigned to the group from User Module of COSEC Web>User Configuration> T&A>
Group> Reporting Group.
2.Reporting Group and the Reporting Incharge can be configured from User Module of COSEC Web>
Reporting In-charge> Reporting Group.
Pending Authorization
• Leave- Total no. of pending leave applications from the user under the login incharge.
• Tour- Total no. of pending tour applications from the users under the login incharge.

• C-OFF- Total no. of pending C-OFF applications from the users under the login incharge group.
• Attendance Correction- Total no. of pending attendance correction applications from the users under the
login incharge group.
• Attendance- Total no. of pending attendance authorization from the users under the login incharge.
• Short Leave/ Official IO- Total no. of pending personal/official authorization from the users under the login
incharge group.
• Overtime/C off- Total no. of pending OT/C-OFF authorization from the users under the login incharge
group.
Clicking on the link will redirect to the respective approval page.
Application. The Respective approval/authorization page will open only if that In-Charge has rights to view
that page.
The In-Charge Permission Rights can be given from User Module of COSEC Web> Reporting In-charge>
In-charge Permissions.
Leave Balance
• The first 10 leaves based on configured leave priority, as assigned to the user via leave group will be listed
on the dashboard.
Clicking on the link will redirect to Leave Balance Page.
This Section is available if Leave Management Module is present in COSEC.
Pending Application
• Leave- Total login user’s leave application which are in pending state.
• Leave Cancellation- Total login user’s leave application which are in cancellation pending state.
• Leave Modification- Total login user’s leave application which are modification pending state.
• Tour- Total login user’s tour application which are in pending state.
• Tour Cancellation- Total login user’s tour application which are in cancellation pending state.
• Tour Modification- Total login user’s tour application which are in modification pending state.
• C-OFF- Total login user’s C-OFF application which are in pending state.
• C-OFF Cancellation- Total login user’s C-OFF application which are in cancellation pending state.
Clicking on the link will redirect to the respective Application Page.
This Section is available if Leave Management Module is present in COSEC.
E-Canteen
• Current Account Type- Displays login user’s current canteen account type.
• Discount Level- Displays login user’s current set discount level.
• Prepaid Balance- Displays login user’s current prepaid balance as recorded in server.
• Total Postpaid Usage- Displays login user’s current total usage including previous carry over dues.
• Current Month- Displays login user’s current month usage.
• Carry Over Due- Displays login user’s current month’s carry over due.
• Allowed Usage- Displays login user’s allowed usage as configured in user configuration.
• Max Usage Limit- Displays login user’s max usage limit as set in user configuration.
Clicking on the link will redirect to Expenditure Summary Page.

This Section is available if e-Canteen License is present in COSEC.
The Latest values on Dashboard are updated on clicking the Refresh button.
The other pages of the COSEC ESS application will have the following Control/Command buttons which are used
to perform the functions as described below:
• Back: Allows to back to the previous page.

• New/Add: Allows creation of a new record for the selected option.
• Edit: Allows user to edit an already existing record.
• Delete: Allows user to delete the selected record.
• Save: Allows user to save the changes to the system.
• Cancel: Allows user to remove the data selected.

Events
Users can view the details of the Entry and Exit events at the door controllers.
To view the Events, Click on Events option under Basic from the ESS Page. The Page appears as shown below:
Date: Select the date range from the date selection button to view various events.
If the records of the events for the selected date range is available, then the number of events will be shown in the
brackets.
Click on the Collapsible Panel to view the available Attendance Events, Access Control Events and Visitor
Events.
To view the image captured by built- in-camera or any configured camera,click on View image for the
respective event. The image will be shown as below:

User Basic Details
The User Basic Detail option allows employees to view the basic information of the other employees like Branch,
Department, Section, contact information, blood group as well as the current attendance status of the user. It also
displays a photo of the selected user as shown.
To view the User Basic Details, Click on User Basic Details option under Basic from the ESS Page. The Page
appears as shown below:
The grid on the right shows the list of all the active users configured in COSEC.
The logged in user can view the basic details of all users defined in the system. To view the details of a user, click
on the user from the grid. The user details will be displayed in the respective fields as shown above.
The Today’s status field displays the selected users first and second half status for the current day.
It will also display the Group Details and Reporting Group Details under the collapsible panels as shown below:
The User Basic Details can be configured from the User Configuration of Users Module> Profile> Basic,
General, Personal, and Contact.

Holiday Schedule
The ESS users can use this option to view the Holiday Schedule for the selected year.
This page is available only if Shift Schedules Module is available in COSEC.
To view the Holiday Schedule, Click on Holiday Schedule option under Basic from the ESS Page. The Page
Select the Year from the drop down list.

The Configured Holidays and the Total No. of Days will be displayed as per the selection of year.
The corresponding year’s holiday list along with Restricted holiday is shown in the grid along with the from and to
date.

Visitor Pre-Registration
The Visitor Pre-Registration option is used by the host (i.e. an employee to whom the visitor is expected to meet) by
providing the details of the visitor and expected date and time. The pre-registration of the visitors is then sent for the
approval to the Reporting-Incharge.
The operator preparing the Visitor passes thus has advance intimation of the visitor and does not need additional
verification at the time issuing the pass to the visitors.
To pre-register the visitors, Click on Visitor Pre-Registration option under Basic from the ESS Page. The Page
Visit Details
Appointment No.: It is the auto generated number based on the registration date. The format is
YYMMDD00000(N+1) where N is auto incremented number starting from 0, considering the visitor pre-registeration
date.
Visit Date: Enter the expected date of the Visitor or just click on the date Picklist button and select the date.
Visit Days: Specify the number of days of the visit.
Visitor Arrival Time: Specify the expected time of the Visitor arrival in hh:mm format.
Visiting Hours per day: Specify the expected time duration of the visit in hours per day.

Visitor Details
Visitor Name: Specify the Name of the Visitor.
Organization Name: Specify the Visitor’s company name.
Mobile No.: Specify the cell phone no. of the visitor.
Email: Specify the email ID of the visitor. This is essential in the event of the notification option being selected.
Visitor Type: Select the appropriate visitor type from the drop down list.
Visit Type: Select the visit type from the drop down options of Personal and Official.
No. of Accompanying Visitors: Specify the number of accompanying members expected to accompany the
Visitor.
Host Details
Host User: Select the host from the picklist to whom the visitor will meet or who has called the visitor to meet him.
Purpose: Specify the purpose or the reason of the visit.
Send Notification to Visitor: Check this box if an alert notification is to be sent to the visitor informing about the
pre-registration.
Vehicle Details
For pre-registration of a visitor’s vehicle also, enter the vehicle’s registration no., vehicle type, model and color.
Click on Save to save the visitor details for pre-registration.

The saved details are not edited thereafter.The Pre-registered Visitor will be reflected in the COSEC VMS
Application (desktop application) through which the security personnel or reception person or the operator can
monitor or issue the pass to the visitor.

Personal Vehicle Profile
The Vehicle Profile page enables you to apply for the pre-registration of a personal vehicle in advance and send it
for approval to your reporting in-charge. Pre-registration of a personal vehicle can reduce the time taken for gate-
pass creation while accessing your workplace premises.
To add a new vehicle, go to Employee Self Service > Basic > Vehicle Profile
• Click the New button.
• Enter the Vehicle Registration No.
• Select the vehicle type, model, color and specify other vehicle details such as insurance details, engine
no., chassis no. and PUC expiry date in the fields provided.
• Click Save . The new vehicle profile will now appear in the grid list, with a Pending approval status,
until it is approved by your reporting in-charge.

Daily Attendance
The Daily Attendance View displays all attendance data of the logged-in user for a chosen month and year.
Click on Daily Attendance View option under Time Attendance from the ESS Page. The Page appears as shown
below. The Page appears as shown below:
The Attendance details with In time, Out time, Work hours, Extra work hours and other shift details appear in the
grid.

Attendance Summary
This option enables the logged in users to view their own attendance summary for the selected month.
To view the Attendance Summary, Click on Attendance Summary option under Time Attendance from the ESS
Page. The Page appears as shown below:
Select the Month and Year for the Attendance Period. Click on View button to view the summary. Click on the
Collapsible panels to view attendance summary, Applied Leaves, Applied Tours and Applied C-Offs.
The month shown and the summary information will be from the users configured attendance month (as set in
attendance policy). Click on the Refresh button to display the latest attendance summary details.
Each Leave record has a Details link associated with it. Click on the Details button.

The Leave Application Detail window appears as shown below. It displays all the details regarding leave
application.
Available C-OFF and available Over time fields are shown only when current month is selected.

N-Punch View
The term N-Punch stands for “n” number of punches and is a system for punch calculation on COSEC. This means
that all the available attendance punches of a user on a particular day will be considered for his work hours
calculation. The N-Punch View functionality enables you to view the details of your punch timings. This is
applicable only to users for whom the N-Punch system is applicable for attendance calculation.
To access this functionality,
1. Login to ESS.
2. Select Time Attendance on the module menu.
3. Under Time Attendance, select N-Punch View.
The page will be displayed on your screen as follows:
4. Specify the Attendance Date for which user punches are to be viewed. Click the button to specify a
custom period for date selection. All punches for the selected date are displayed as shown:
5. The special function attached to the punch is shown in Special function column.

6. The N-Punch data can be exported in Excel format. Click the Export button to save the file at the desired
location.

Shift Schedule
This option will display the logged in user's Shift Schedule for the selected month. Along with the shift it will also
mark weekly off and holiday applicable to user during the month.
In order to view the shift schedule for a certain month, Click on Shift Schedule option under Time Attendance from
the ESS Page. The Page appears as shown below:
On hover of any shift (i.e moving the mouse curser on shift) in the grid, the shift name along with its shift start and
end time is displayed.
Click on the date in the grid. The shift details for that date is shown in the pop up window.

Short Leave/Official In-Out
This option enables the user to mark a punch event as a Short Leave entry or Official in/out entry. This entry will
then be available to the reporting group Incharge for authorization.
To make a Short Leave/Official IN-OUT entry, Click on Short Leave/Official IN-Out option under Time Attendance
from the ESS Page. The Page appears as shown below:
The grid on the right shows the attendance records for the selected current month.
Click on the attendance record from the grid for which the short leave/official marking is to be done.
Eg: The record of 06/07/2016 is to be edited for short leave out. So select from the grid.
The Attendance timings will be displayed in the IN and OUT fields.

Click on Edit button from toolbar. You can select the Special function from the drop down list. The options for IN
punches are Official In, Short Leave In and for OUT punches are Official Out, Short Leave Out.
Specify the IN or OUT Reason (from the drop down, if configured from T&A module>Masters> IN/OUT Reasons).
Click the Edit button to specify your own reason for marking the entry.
Click on Save button from teh toolbar to save your application. The Summary of the application will be shown as
below:
The application will be then available to the reporting group Incharge for authorization and regularization of the user
attendance only if “ Short Leave Authorization Required” in Attendance Policy of T&A module is enabled.
The N-punch user can apply Short leave/Official In-Out on all the punches as shown below.
Thus each application in a day can have separate verdict and separate Remark, mentioned by admin or reporting
in-charge on approval or rejection of the application.

Attendance Correction
This option enables the user to make online attendance correction applications which in turn would have to be
sanctioned or approved by the reporting group In-charge or administrator.
In order to make the attendance correction application, Click on Attendance Correction option under Time
Attendance from the ESS Page. The Page appears as shown below:
Select the attendance date by clicking on the date selection button for which the correction application is to be
generated.
On selection of the date, the corresponding day’s attendance details will be displayed in the respective fields.
Click on Edit button and the User can update the attendance punches by editing the Time.

Click on Save button.The change in attendance values will be applicable only after the application is approved.Till
then it will be shown as pending in the Status as shown below:
User can delete pending application only but can't delete approved/rejected application.
Attendance Correction for N-Punch Users

If your attendance policy follows the N-Punch system, in the Attendance Correction section, an option shall
appear to let you view all your punches for the selected date. Click the All Punch button.
On the Punch Details pop up window, enter a time for which a punch is to be added.
Select the punch type as IN/OUT, if your attendance policy allows you to do so. Else, punches will automatically be
posted alternately as IN/OUT.
Click the Add button.

You can also edit a punch using the button. Use to save and to cancel any changes.
Click Ok to apply all changes and return to the Attendance Correction page.
Also, See “N-Punch View” on page 21.
Break Correction
To request correction for Break Start and Break End punches, expand the Break Correction panel on the
Attendance Correction Application page as shown (in the edit mode).

Select a Break Start or Break End punch from the respective dropdown lists, to edit or enter the correct punch
timing, as required for the selected date.
Click on the Save button to submit the Break Correction request successfully.

Attendance Details
The Attendance Details option enables the logged in user to view their attendance details. Users can also view their
punch details as well as other time and attendance related details.
To view the Attendance Details for a specific period, Click on Attendance Details option under Time Attendance
Select the Attendance Date from the date selection button. The Shift/Day, Attendance Status and Status
Summary for the selected date are displayed in the respective fields.
The user can click on an Absent(AB) entry in the attendance record to directly access the relevant application
pages by selecting the appropriate option as shown below.
Clicking on any of the correction option will re-direct to the respective page from where you can apply for the
correction on the selected date.
The Custom Attendance Period can be selected by clicking button. There are options to select 1 week, 2
week, Current Month, Previous Month or Custom Period to specify the number of months. The grid will show
attendance details according to the selection.

The Attendance Details of various hours and punch timings can be viewed for the selected date as shown below:

Leave Balance
This option enables the logged in user to view their leave balance details. Users can view the leave balance of all
leaves whose Leave Balance Check is enabled in the Leave Management module.
To view the Leave Balance, Click on Leave Balance option under Leave Management from the ESS Page. The
Page appears as shown below:
Click on the C-Off collapsible panel to view C-Off Details.
The Validity Period is shown where the ‘to date’ is the current date and ‘from date’ depends on the users C-Off
Policy.
The Total Hours represents the sum of available c-off hours within the validity period.
The grid shows the list of all attendance records.

Applying For Leaves
Leave Application is a formal mode of requesting leave approval before or after an employee has taken a leave. It
enables an employee to officially communicate about the leave period and the reason behind taking a leave to the
higher management that is responsible for approving leave applications. An employee can apply for leaves using
the Leave Application functionality in ESS.
Employees can apply for their own leaves using their personal ESS accounts. However, leave applications can also
be made on behalf of an employee by a reporting in-charge or an HR user with system administrator rights for the
Leave Management module on the COSEC Web Application.
Applied leaves can be modified or cancelled after they have been approved or rejected. Once a leave
application is modified it will be submitted for approval, and once the verdict is given, it can be modified
again.
Once the modification/cancellation application is approved/rejected, user can apply for modification/
cancellation it once again.
This section describes how to apply for a leave using ESS. To do this,
1. Login to ESS.
2. Select Leave Management on the ESS menu.
3. Under Leave Management, select Leave Application.
The Leave Application page opens on your screen as shown.
4. Click the New icon to start a new application.
5. The Application Date field displays the current date as the date of application and is not user-definable.

6. In the Half Day Consideration field, select an option to restrict the application for all selected days to half
day only or full day. While considering Half day application, the value for “Minimum allowed at a time” and
“Maximum Allowed Limit” for that leave type is also checked.
7. In the From Date and To Date field, select the starting and ending date for the leave period using the date
selection button. For a single day select the same date in both fields.
8. Specify whether the leave should be considered for FullDay, First Half or Second Half for a single day.
For more than 1 leave specify the starting day of leave as full day or second half and ending leave day as
full day or first half as shown below.
9. The system now automatically calculates the number of days the leave has been applied for in the
Applied Days field. The Posted Days field is also not user definable and is automatically calculated by
the system.
10. Select a leave from the Leave drop down list, for which the application is to be made. This list should
display all leaves which are available for the user’s application.
This feature cannot be used to apply for Compensatory-OFF or Tour leaves. To know more about applying
for C-OFF and Tour leaves, refer to “C-OFF Application” and “Tour Application” respectively.
11. The user may have some leave balance against which the current leave can be adjusted. To view this
balance, select the Current Balances button to view the Leave Balance Details.

12. In the Reason and Contact Info section, enter the Reason for requesting leave, Address and Contact
Number of the user for whom the leave application is being made.
13. Click the Save icon to apply for the leave as shown. If the number of days of the applied leave is
more than the current leave balance, then the system will not allow the application to be made. If applied
successfully, the Application Status for the leave will be updated to “Applied”.

Applying for Leave Cancellation
A leave cancellation request can be issued only once a leave application has been approved or rejected.
To do this,
1. Select a leave from the list of approved or rejected leaves on the right hand side of the Leave Application
page as shown in the following figure:
The details of the selected leave application are automatically loaded on the page.
2. Click the Edit icon.
3. Expand the Apply For Cancellation tab as shown.
4. Select the Apply For Cancellation checkbox if to enable the functionality.
6. State the reason for requesting cancellation of the selected leave in the Cancellation Reason field.
7. Click the Apply button to successfully apply for cancellation of the selected leave.

8. To revoke the Leave Cancellation request, click the Revoke button.

Applying for Leave Modification
Sometimes, an employee may have to replan a leave that has already been applied for. In such a scenario, leave
modification can be requested. A leave modification request can be issued only once a leave application has been
approved or rejected.
To do this,
1. Select a leave from the list of approved or rejected leaves. The details of the selected leave application are
automatically loaded on the page.
3. Expand the Apply For Modification tab as shown.
4. Select the Apply For Modification checkbox if to enable the functionality.
6. In the From field, select the starting date for the modified leave period using the date selection button and
specify whether the leave should be considered for FullDay or start only from the Second Half.
7. In the To field, select the end date for the modified leave period using the date selection button and specify
whether the leave should be considered for FullDay or end right after the First Half as shown.
8. The system now automatically calculates the total number of days for the modified leave period in the
the system.
9. State the reason for requesting leave modification in the Modification Reason field.
10. Click the Apply button to request the leave modification successfully.

11. To revoke the Leave Modification request, click the Revoke button.

Tour Application
The Tour Application feature enables an employee to request approval for an official tour before or after a work-
related tour has been undertaken. A tour may be undertaken for a single day or multiple days. The Tour Application
provides a simple method for an employee to communicate tour plans and reasons for undertaking a tour to the
concerned personnel in charge of authorizing tour applications.
To apply for a tour using ESS,
1. Login to ESS.
3. Under Leave Management, select Tour Application.
The Tour Application page opens as follows:
7. In the From field, select the starting date for the tour period using the date selection button and specify
whether the tour should be considered for FullDay or start only from the Second Half.
8. In the To field, select the end date for the tour period using the date selection button and specify whether
the tour should be considered for FullDay or end right after the First Half as shown.

9. The system now automatically calculates the number of days the tour has been applied for in the Applied
Days field. The Posted Days field is also not user definable and is automatically calculated by the system.
10. Select a tour from the Tour drop down list, for which the application is to be made. This list should display
all tours available to the ESS user as shown.
11. In the Reason and Contact Info section, enter the Reason for requesting a tour, Address and Contact
Number of the user for whom the tour application is being made.
12. Click the Save icon to apply for the tour as shown. If applied successfully, the Application Status for
the tour will be updated to “Applied”.
For Tour Cancellation & Modification Application refer Leave Application section.

C-OFF Application
An employee who has accumulated C-OFF hours often needs to avail these within a validity period. C-OFF
Application is a formal way of requesting a Complimentary-Off. Employees can login to their ESS account and use
the C-OFF Application functionality to request authorization from their respective reporting in-charges or HR
administrators.
This section describes how to apply for a C-OFF using ESS. To do this,
1. Login to ESS.
3. Under Leave Management, select C-OFF Application.
The C-OFF Application page opens on your screen as shown.
7. In the From field, select the starting date for the leave period using the date selection button and specify
whether the leave should be considered for FullDay or start only from the Second Half.
8. In the To field, select the end date for the leave period using the date selection button and specify whether
the leave should be considered for FullDay or end right after the First Half as shown.

The minimum C-OFF balance (in hours) required for taking a half day or full day off is determined by the C-
OFF Policy of the organization. Before applying for a C-OFF, ESS users must consult the HR department to
know more about the C-OFF Policy that is applicable to them.
9. The system now automatically calculates the number of days the leave has been applied for in the
the system.
10. Select a leave from the Leave drop down list, for which the application is to be made. This list should
display all Complimentary-Off type leaves available to the user as shown.
11. Once the leave is selected, the system automatically retrieves the Current Balances for the user and also
displays the Required Balance For Leave. The user can successfully apply for a C-OFF only if the
required balance for leave is lesser than or equal to the current C-OFF hours balance. For e.g., in the
following figure, the user does not have sufficient C-OFF hours balance to apply for a half-day leave which
requires a minimum of 4 hours C-OFF as per C-OFF policy. In such a scenario the system will not allow the
C-OFF application to be made.
12. In the Reason and Contact Info section, enter the Reason for requesting leave, Address and Contact
Number of the user for whom the leave application is being made.
13. If the available C-OFF balance of a user is more than the required balance, the number of C-OFF hours
which are to be selected for conversion can be entered in the Selected C-OFF For Application field. To
do this, click on the Selected C-OFF For Application picklist button.
14. Click the Save icon to apply for the C-OFF successfully.

Group Summary
The COSEC ESS module enables the reporting group incharge users to view the attendance status of all members
of their group. This page is available only to In-Charge users.
In order to view the attendance information for the group members, Click on Group Summary option under Group
Details from the ESS Page. The Page appears as shown below:
Select the Attendance Date by clicking on the date selection button on which the attendance of group members is
to be viewed.
Click on the Collapsible panel to view Summary and Detail of attendance.

Summary of group members for reporting incharge is shown in the below figure.
The Detail section provides option to filter the user to view the attendance summary.

Select the User Status from the drop down list. The available options are:
• Present
• Absent
• On Leave
• On Tour
• On Week-Off
• On Holiday
• All
Select the Filter By options from the following:

• All
• Shift
• Department
• Designation
Click on View to view the status of the group members during the selected time period. The page with the details
appear as shown in above figure.

Group Details-Daily Attendance
The Reporting Incharge can view the Daily Attendance details of the users under his/her group for a chosen month
and year.
Click on Daily Attendance under Group Details from the ESS Page. The Page appears as shown below. The
User: Select the user under the group whose attendance details are to be viewed by clicking on the picklist button.
Attendance Period: Select the month and year from the drop down list for which the daily attendance is to be
viewed.
Click on View to view the details in the grid.
The Attendance details with In time, Out time, Work hours, Extra work hours and other shift details appear in the
grid.

N-Punch View of Group Members
This functionality enables you to view the N-punch details of your reporting group members. This is applicable only
to users for whom the N-Punch system is applicable for attendance calculation.
To access this functionality,
1. Login to ESS.
2. Select Group Details on the module menu.
3. Under Group Details, select N-Punch View.
The page will be displayed on your screen as follows:
4. Select a group member using the User picklist.
5. Specify the Attendance Date for which user punches are to be viewed. Click the button to specify a
custom period for date selection. All punches for the selected date are displayed as shown:
6. The special function attached to the punch is shown in Special function column. above screenshot
change

7. The N-Punch data can be exported in Excel format. Click the Export button to save the file at the desired
location.

Member Events
The COSEC ESS module enables the reporting group incharge users to view the details of the In/Out punch events
at the door controllers. This page is available only to In-Charge users.
In order to view the Events for the group members, Click on Member Events option under Group Details from the
ESS Page. The Page appears as shown below:
Select the Filter by options from Individual, Device and Department. Then select the respective user, doors and
department from the picklist.
Click on View to view the Events.
Click on the Collapsible panel to view Attendance Events, Access Control Events and Visitor Events based on
the selected filter.

Member Attendance
In order to view the attendance information for the group members, Click on Member Attendance option under
Group Details from the ESS Page. The Page appears as shown below:
Select the User member from the picklist whose attendance is to be viewed. The Attendance Record with the shift
details will appear in the grid at right.
Click on the the particular record from the grid to view the details of work hours. The attendance details will be
shown in the respective fields in Attendance Details section.

The Special function applied can be viewed from IN -OUT punch details. The reason if given by the user will be
displayed as shown below:

Changing Reporting In-Charge
The officer/ In-Charge can log into the ESS and change the Reporting Group Incharge to replace himself by other
In-Charge by using this option. The change could be temporary (due to outdoor duty, sickness etc) or permanent
based on the situation. This page is available only to In-Charge users.
In order to change the reporting In-Charge, Click on Changing Reporting In-Charge option under Group Details
Select the Reporting Group from the drop down list for which the In-Charge is to be changed.
The In-Charge 1and In-Charge 2 of the reporting group are displayed.
The current In-charge can select the User filter from the options of All or Already In-charge of Reporting Group.
Select the New In-Charge from the appearing user picklist based on the selected user filter.
Give any Remark(if needed) regarding the change of reporting In-charge.
Click on Apply to replace the incharge. For example: the existing incharge1,(logged in user) can assign a new
incharge in his place.

Shift Schedule
The COSEC ESS module enables the reporting group incharge users to view the shift schedule of all members of
their group. This page is available only to In-Charge users.
In order to view the monthly shift schedule for the group members, Click on Shift Schedule option under Group
User: Select the user from the picklist whose shift schedule is to be viewed.
Attendance Period - Select the month and year for which the schedule is to be viewed.
The shift details for the selected user is shown in the grid as shown above.The week-off is shown by green colour.
The other colour codes are mentioned below the grid.

Job Status
This page enables a Reporting In-Charge to view and monitor Jobs assigned to his/her group members, based on
their current status. In order to view job status, click on Job Status option under Group Details from the ESS
Page.
• Select a User (group member) whose job status is to be viewed.
• Select a Project for which job status is to be viewed.
• Select multiple Phases and Jobs under the selected Project, for which records are to be viewed. Use
the icon to view the number of phases or jobs selected.
• Select a Job Status based on which jobs are to be listed.
• Click the View button to view the jobs list.
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Assign Award/Penalty Hours
This page enables a Reporting In-Charge to assign award or penalty hours to members. In order to assign hours,
click on Assign Award/Penalty Hours option under Group Details from the ESS Page.
• Select a User (group member) to whom the Award or Penalty is to be assigned.

Example: "x1" user is a member. "y1" is reporting in-charge of "x1" and "z1" is reporting in-charge of "y1"
user. In this case when "y1" applies for award/penalty of "x1" user, this application should be sent to "z1"
user for approval.
• Select a Date for which the Adjustment is to be done.
Click on Edit button and click Adjustment for the transaction to which Award/Penalty is to be assigned.

Now select the Adjustment Type and specify the hours as shown above.
Then Click on Save button to save the application. This application will go for authorization to the reporting
incharge of the ESS user doing the application.
After the authorization, assigned Award and Penalty will be shown in the Adjustment Type and Adjustment Time as
shown below. If the transactions are merged then final adjustment will be shown by adding award hours and
subtracting penalty hours. These details can be viewed by clicking Merged Jobs icon or from the Job Summary
panel.

Field Visit Schedule
Field scheduling is the daily activity of assigning field tasks to each user. The users in return are supposed to
accomplish the task as per their field schedule.
Field Scheduling can be done by Reporting In-charge with sufficient rights.
Select ESS> Group Details> Field Visit Schedule. The Field Visit Schedule page appears as shown below:
If you are a Reporting In-charge, select the User from the picklist to whom the field visit schedule is to be assigned
or to edit the existing field visit schedule.
Select the date from the calender.
Now click Edit button from the toolbar.

Schedule Time: Specify the From and To time as the time for scheduling the task in hh:mm format.
Task: Select the task from the picklist which is to be assigned to the user.
Select Location: You can select the location as Randomly or by Location Group. Using Randomly, individual
location can be selected through the picklist. With Location Group, a group consisting multiple locations can be
selected.
Remark: You can give the remark if required.
Then click on Add to add the field visit schedule to the grid. You can view the locations of the group by clicking the
location icon in the grid.

Field Visit Status
The users are supposed to accomplish the task as per their field schedule on daily basis. According to the punches
from field, user's field records are considered as completed or not completed.
The Field Visit Status page enables the admin or in-charge to view field status of selected user in a calendar view.
• The green circular ring shows that task is completed.

• Partial green and remaining red shows partially completed task.
• Full red shows incomplete task.
• Blue colour shows ongoing task.
• A number in the grid of future date shows future days task count.
Clicking on the window will show the task details. Tick displays completed task and Cross displays incompleted
task.

The on-going task will be displayed as below:
You can select the option to view as Schedule Status or Visited Location.
Schedule Status: The status of completed, not completed,on-going and future task is shown in the calender.
Visited Location: The visited location count will be shown for each date in calender.

Attendance Authorization
A Reporting In-charge may want to review daily IN and OUT punch records for all employees in his Reporting
Group before approving these as a day’s official attendance. This can be performed only if the Reporting In-charge
has the necessary system rights for attendance authorization.
To activate authorization rights for daily attendance of your reporting group members, contact the system
administrator for ESS in your organization.
Every attendance event from the concerned employees will pass to the respective reporting in-charges for approval
before the user is marked “present”.
To view and authorize daily attendance of reporting group members,
1. Login to ESS.
2. Select Approval/Authorization on the ESS menu.
3. Under Approval/Authorization, select Attendance Authorization.
The Attendance Authorization page opens as follows:
4. In the Date field, specify the start and end dates by clicking the respective date selection buttons. This
defines the period for which authorization status is to be viewed for daily attendance.
5. Specify an individual user or multiple users associated with a specific enterprise group from the Filter
Users drop down list. The authorization status can also be viewed for all active users on the system by
selecting the All option.
6. Click the View button to view the pending and authorized attendance records of the specified users and
their details.

The Pending section lists daily attendance records of employees that are waiting to be sanctioned by the system
administrator. All the records in this section are marked “AB” (absent) because they are unauthorized.
Click the Details icon to view the attendance details for the corresponding user as shown.
Select the appropriate checkboxes corresponding to users whose daily attendance is to be authorized.
Click the Save icon.
The selected record is now moved from the Pending section to the Authorized section automatically.
Authorized Attendance
This section lists all the daily attendance records that have been authorized. All the authorized records have now
been marked as “PR” (present) as shown in the following figure:
The attendance status (“AB”, “PR” etc.) after attendance is authorized, will depend on criteria such as shift
timings, work hours etc. for the respective employee. For e.g. if punches do not match with assigned shift
timings, user will be marked “AB”.

To revoke authorization, deselect the appropriate Authorize checkbox corresponding to a user.
The selected record is now moved from the Authorized section to the Pending section again.

Short Leave/Official IN-OUT Authorization
This option enables a Reporting In-charge to authorize all Short Leave/Official IN-OUT requests from ESS users
who have punched IN late or punched OUT early for a particular day as per the scheduled shift timings. The ESS
users can request the Late-IN or Early-OUT events to be authorized as either a Short Leave, if allowed by HR
policy, or as official entry or exit events.
To do this,
1. Login to ESS.
2. Select Approval/Authorization > select Short Leave/Official IN-OUT Authorization.
The Short Leave/Official IN-OUT Authorization page opens as follows:
defines the period for which the status is to be viewed for Short Leave/Official IN-OUT authorization.
4. From the Authorization For drop down list, specify whether the authorization is to be performed for Short
Leaves or for Official IN-OUT.
6. Click the View button to view all pending and authorized entries and their details.

Authorizing
The Pending section lists all employees for whom Short Leave/Official IN-OUT requests are yet to be sanctioned
by the reporting in-charge. The following figure displays a Pending list for Short Leave requests for the given
period.
To view the attendance details and reason for the application, click the corresponding Details icon. You can
give your Remark before authorizing.
To approve or reject an entry, select the appropriate Approve or Reject checkbox corresponding to the user.
Click the Save icon to save the authorization.
The selected entries will now be moved from the Pending section to the Approved or Rejected section as per the
authorization.
After approving the short leave, second half which was marked as Absent is changed to Present. And the total
working hours is changed to 8:00 hours(shift hours).

Overtime/C-OFF Authorization
This option enables a Reporting In-charge to authorize the conversion of an employee’s extra work hours into
Overtime or C-OFF hours. Extra hours authorized using this option can only be considered for overtime payment or
C-OFF hours compensation.
This ESS functionality is available only for a designated Reporting In-charge.
To authorize OT/C-OFF for an employee,
1. Login to ESS.
3. Under Approval/Authorization, select Overtime/C-OFF Authorization.
The Overtime/C-OFF Authorization page opens as follows:
defines the period for which authorization status is to be viewed for extra work hours.
6. Click the View button to view the pending, approved and rejected status of all authorization and their
details.

Pending Overtime/C-OFF
The Pending section lists all users whose extra work hours are still pending to be authorized as OT/C-OFF by an
reporting in-charge. The following example displays pending authorization requests generated for a user.
Select a user from the Pending list. The overtime details for the user are automatically loaded as shown in the
figure:
Select an Overtime Type from the drop down list to view the respective overtime hours for the selected user as per
the overtime policy.
The Reporting In-charge can authorize the available hours as Overtime hours, C-OFF hours or both as required as
per the eligibility of the user.
The Authorization by Reporting In-charge1 and Reporting In-charge2 will depend on the configured Authorization
mode (Any1, Both,1Then 2) for the user.
The following figure illustrates an example of both Overtime and C-OFF authorization for the selected user.
The Reporting In-charge can give the Remark while authorizing the hours. Click the Authorize button.
• For Any1 mode ,the hours will be authorized and shown in the “Authorized Overtime/C-OFF” section.
• For Both and 1Then 2 mode, the application will be authorized by Reporting In-charge1 and will go to
Reporting In-charge2 for authorization i.e. the Reporting In-charge2 can view the application in Pending
section.
After the final authorization,the application will go to the Authorized section.

Authorized Overtime/C-OFF
This section lists all the OT/C-OFF Authorizations performed for the selected user or user groups for the specified
time period as shown.
The Authorised OT and Authorised C-Off values with ID of Reporting In-charge is shown in the grid.
To edit the Authorized OT and Authorized C-OFF hours, enter a new value (HH:MM format) in the Authorize As
Overtime and Authorize As C-OFF fields respectively.
Click the Authorize button to update the authorization.
To view the detailed attendance record for the selected user for a particular day, click the Details icon
corresponding to the user in the list. The All Attendance Punches pop up window appears on your screen.

Attendance Correction Approval
Attendance Correction may be required by an employee in several instances. It may be required to correct a
missed or forgotten punch during the course of a working day or to request modification for an entry or exit event
posted for a particular day’s attendance data. The COSEC Web application allows employees to log in to the ESS
module and apply for attendance data corrections.
These attendance correction applications however, must be authorized by the respective Reporting In-charges
using their ESS account.
To authorize attendance correction applications,

1. Login to ESS.
3. Under Approval/Authorization, select Attendance Correction Approval.
The Attendance Correction Authorization page will appear as follows:
defines the period for which Attendance Correction Applications are to be viewed. The end date is by
default set to the current date and authorization is not allowed for any later date.
Users drop down list. The Attendance Correction Applications can also be viewed for all active users on
the system by selecting the All option.
In the following example the user group selected is Designation and subsequently a Designation is
selected from the Designation picklist. All authorization actions performed for attendance correction will
now be applicable to users associated with this group.

6. Click the View button to view all pending, approved and rejected attendance correction applications and
their details.
Pending Applications
The Pending section lists all the attendance correction applications from employees waiting to be sanctioned by
the reporting in-charge as shown.
The above figure displays 2 correction applications pending for authorization. To view the details of this application,
click the Details icon . The All Attendance Punches pop up window will open as shown.

Specify whether the Attendance Values to be displayed should be one of the following
• On Application - Displays punch details at the time of application.

• Applied - Displays applied punch values.
• Current - Displays current punch values for the selected date.
Click the Close button.
Select the Approve or Reject checkbox against an application to approve or reject it respectively. The reporting in-
charge can also select all the applications for approval or rejection at the same time.

A second read-only checkbox is provided next to this, to view the status of approval by the second reporting
in-charge (only if there is a second reporting in-charge assigned) for the user.
The selected application is now moved from the Pending section to the Approved section automatically.
Approved Applications
The Approved section displays all the attendance correction applications that have been approved by the reporting
group supervisor. The following figure displays the Approved section with 4 approved applications:
It is possible for the reporting in-charge to reject all pre-approved applications by selecting the Reject checkbox as
shown.

Leave Application Approval
Once a leave application is made by an ESS user, it can be authorized or approved by the respective reporting in-
charges as per the authorization rights defined for the reporting group. When an employee applies for a leave using
his ESS account, this application is visible for approval on the ESS account of the respective reporting in-charges.
However, a leave can also be approved by a COSEC Web system-account user with System Administrator rights
(Say, a HR Manager). In such an instance, the approval status by a reporting in-charge can be overriden.
The Leave Application Approval functionality will be available only to those ESS users who have
Reporting In-charge rights.
To access the Leave Application Approval functionality on ESS,
1. Login to ESS.
3. Under Approval/Authorization, select Leave Application Approval.
The Leave Application Approval page opens on your screen as shown.
5. By default, a Reporting In-charge user can view pending applications of group members from the last one
month period. However, sometimes members may also apply for leaves on future dates. For a Reporting
In-charge to view all pending leave applications, including those made for future dates, select the Show
All Pending Applications checkbox.

defines the period for which leave approval status is to be viewed.
7. In the Authorization For field specify one of the following types of application:
• Leave Application
• Cancellation Application
• Modification Application
8. Specify a single user or multiple users associated with a specific enterprise group from the User drop
down list. The leave approval status can also be viewed for all active users on the system by selecting the
All option.
In the following example the user group selected is Designation and subsequently a Designation is selected from
the Designation picklist. All authorization actions performed for leave applications will now be applicable to users
associated with this group.
9. Click the View button to view all pending, approved and rejected leave applications and their details.

The Pending section lists all the leave/cancellation/modification applications waiting to be sanctioned by the
reporting in-charge as shown.
The above figure displays one pending leave application. To view the details of this application, click the Details
icon . The Leave Application Detail pop up window will open as shown.
The Reporting Incharge can view the Leave Application Details such as Application date, the dates for which
leaves are applied, current leave balance, reason of leave(if given) etc.
Select Approve or Reject from the Application Verdict drop down list to indicate whether this application is to be
Then click the Save button. The Approve or Reject status is now updated in the Pending section against the
selected application as follows:

The administrator can also select the Approve or Reject checkbox directly to select all applications under the
Pending section for approval or rejection at the same time.
A second read-only checkbox is provided next to this, to view the status of approval by the second reporting in-
charge for the user.

Approved Application
The Approved section displays all the leave/cancellation/modification applications that have been approved by the
reporting in-charge.
The following figure displays the Approved section with approved leave applications:
It is possible for the reporting in-charge to reject all pre-approved leaves by selecting the Reject checkbox as
shown.
Click the Save icon to successfully reject all the leave applications in this section. All the selected applications
are now moved from the Approved section to the Rejected section automatically.
The Details of the approved leave is shown as below:
Refer to the numbers appearing next to the Pending, Approved and Rejected labels on the respective
tabs for the current application count under respective categories.

Rejected Application
The Rejected section displays all the leave/cancellation/modification applications that have been rejected by the
reporting in-charge.
The following figure displays the Rejected section with rejected leave application:
To view the details of these applications such as the reason for rejection, click the Details icon corresponding
to the respective application.
It is possible for the system administrator to re-approve rejected leaves if necessary. To re-approve all rejected
applications, select the Approve checkbox under the Rejected section. All applications in this section will
subsequently be selected for approval.
Click the Save icon to successfully approve all the rejected leave applications. All the selected applications
are now moved from the Rejected section to the Approved section automatically.

Tour Application Approval
A Reporting In-charge can view all tour applications created by his group members on his ESS account once he
has logged in. The Tour Application Approval feature on ESS enables a reporting in-charge to view, approve or
reject all pending tour applications for a defined period of time.
To do this,
1. Login to ESS.
3. Under Approval/Authorization, select Tour Application Approval.
The Tour Approval page opens on your screen as shown.
month period. However, sometimes members may also apply for tours on future dates. For a Reporting In-
charge to view all pending tour applications, including those made for future dates, select the Show All
Pending Applications checkbox.
defines the period for which tour approval status is to be viewed.
• Tour Application
• Modification Application

7. Specify a user or multiple users associated with a specific enterprise group from the User drop down list.
The tour approval status can also be viewed for all active users on the system by selecting the All option.
In the following example the user group selected is Designation and subsequently a Designation is selected from
the Designation picklist. All authorization actions performed for tour applications will now be applicable to users
associated with this group.
8. Click the View button to view all pending, approved and rejected tour applications and their details.
The Pending section lists all the tour/cancellation/modification applications waiting to be sanctioned by the
reporting in-charge as shown.

The above figure displays one pending tour application in the month of January, 2014. To view the details of this
application, click the Details icon . The Leave Application Detail pop up window will open as shown.
approved or rejected as shown.
Add a Remark if necessary to explain the application verdict and click the Save button. The Approve or Reject
status is now updated in the Pending section against the selected application as follows:

The in-charge can also select the Approve or Reject checkbox directly to select all applications under the Pending
section for approval or rejection at the same time.
The Approved section displays all the tour/cancellation/modification applications that have been approved by the
reporting group supervisor.
The following figure displays the Approved section with 2 approved tour applications:
It is possible for the reporting in-charge to reject all pre-approved tours by selecting the Reject checkbox as shown.
Click the Save icon to successfully reject all the tour applications in this section. All the selected applications
are now moved from the Approved section to the Rejected section automatically.

The Rejected section displays all the tour/cancellation/modification applications that have been rejected by the
reporting group supervisor or the system administrator.
The following figure displays the Rejected section with 2 rejected tour applications:
It is possible for the reporting in-charge to re-approve rejected tours if necessary. To re-approve all rejected
Click the Save icon to successfully approve all the rejected tour applications. All the selected applications are
now moved from the Rejected section to the Approved section automatically.

C-OFF Application Approval
A Reporting In-charge can view, approve or reject C-OFFs that have been applied for by any ESS user reporting to
him. This can be done by logging into one’s ESS account. In-charges belonging to the same Reporting Group can
also view C-OFFs approved or rejected by each other.
To access this functionality on ESS,
1. Login to ESS.
3. Under Approval/Authorization, select C-OFF Application Approval.
The C-OFF Application Approval page opens on your screen as shown.
month period. However, sometimes members may also apply for C-OFFs on future dates. For a Reporting
In-charge to view all pending C-OFF applications, including those made for future dates, select the Show
All Pending Applications checkbox.
defines the period for which C-OFF approval status is to be viewed.
7. Specify a user or multiple users associated with a specific enterprise group from the User drop down list.
The C-OFF approval status can also be viewed for all active users on the system by selecting the All
option.

8. Click the View button to view all pending, approved and rejected leave applications and their details. Click
the Edit button to check the box for approval/rejection.

The Pending section lists all the leave/cancellation applications waiting to be sanctioned by the reporting in-charge
as shown.
The above figure displays one pending C-OFF application in the month of January, 2014. To view the details of this
application, click the Details icon . The Leave Application Detail pop up window will open as shown.

approved or rejected as shown.
The reporting in-charge can also select the Approve or Reject checkbox directly to select all applications under the

The Approved section displays all the leave/cancellation applications that have been approved by the reporting
group supervisor. The following figure displays the Approved section with an approved C-OFF application:
It is possible for the reporting in-charge to reject all pre-approved C-OFFs by selecting the Reject checkbox as
shown.
Click the Save icon to successfully reject all the C-OFF applications in this section. All the selected
applications are now moved from the Approved section to the Rejected section automatically.
The Rejected section displays all the leave/cancellation applications that have been rejected by the reporting
group supervisor.
The following figure displays the Rejected section with a rejected leave application:
It is possible for the reporting in-charge to re-approve rejected C-OFFs if necessary. To re-approve all rejected
Click the Save icon to successfully approve all the rejected C-OFF applications. All the selected applications
are now moved from the Rejected section to the Approved section automatically.

Visitor Pre-Registration Approval
The Visitor Pre-Registration Approval feature on ESS enables a reporting in-charge to approve or reject all pending
Pre-registration applications for a defined period of time.
For Authorisation of Visitor Pre-registration Application, Click on Visitor Pre-registration Approval option under
Approval/Authorization from the ESS Page. The Page appears as shown below:
Select the From and To Date from the date selection button to view the pending Visitor Pre-registrations.
Click on View, then open the Collapsible panel to view the Pending pre-registrations done by the users under the
In-charge.
Click on Edit button. The In-charge can Approve or Reject the pre-registration by clicking on the respective box.
The Details button navigates to the Pre-Registration Details page which shows the details of the visitor and the
visit.
The Approved and Rejected Panel shows the Pre-Registrations approved and rejected respectively.
The process for Approval and Rejection is same as that of Leave Application & Approval.

Vehicle Authorization
The Vehicle Authorization feature enables a reporting in-charge to view all vehicle pre-registration requests (in
pending, approved or rejected state) from his/her group members (employees or contract workers reporting to him/
her) and to approve/reject all pending requests.
For vehicle authorization, go to Employee Self Service > Approval/Authorization > Vehicle Authorization
• Select a date-range and vehicle category.
• Click View. All Pending, Approved and Rejected applications for the selected period will appear under the
respective tabs.
• Click Edit .
• On the Pending tab, select the Approve or Reject checkbox against an application. Applications will be
moved to the Approved or Rejected tabs depending on their approval status.
• To view details of an application, click the Details icon.

Time Sheet Correction Authorization
Time Sheet Correction Authorization helps in approving or rejecting an application of “Timesheet Correction” of
ESS user whose reporting in-charge is ESS login user.
For Example: Reporting Incharge aakash can login into his ESS account and authorize correction application done
by user Rutuja as shown below:
Date: Select the from and To date from the calender to view the pending applications of timesheet correction.
Filter Users: The users can be selected based on the filter options. If Individual is selected, then select the user
from the picklist.
Click on View to view the Pending, Approved and Rejected applications.
The Pending Application with Job Hours, Un-Assigned Hours and Reason while applying for correction will be
shown in the grid.
Click the Edit button from the Menu bar. The administrator can then approve or reject the correction application by
checking the respective box.
Clicking on Details will show All Job Costing Punches as shown below.

In this Remark can be given in the field as shown below while Approving or Rejecting the correction application.
Transaction Values can be selected as

• On Application: The transaction values shown are the values at the time of the application being done.
• Applied: The transaction values after the correction is being made.
• Current: The current transaction values are same as On Application values.

Award Penalty Authorization
This page enables a Reporting In-Charge to approve or reject an application of "Assign Award/Penalty Hours".
For authorization, go to Employee Self Service > Approval/Authorization > Award/Penalty Authorization
Date: Select the from and To date from the calender to view the pending applications of Award/Penalty
assignment.
Filter Users: The users can be selected based on the filter options. If Individual is selected, then select the user
from the picklist.
Click on View to view the Pending, Approved and Rejected applications.
The Pending Application shows the Award Hours and Penalty Hours which is assigned by the Reporting
incharge(Shruti) of a user(Chirag) as shown above.
Click the Edit button from the Menu bar. The Reporting Incharge(Dinesh Nair) of the applying incharge(shruti) can
then approve or reject the application by checking the respective box.
Clicking on Details will show All Job Costing Punches as shown below.

Remark can be given in the field while Approving or Rejecting the correction application.
Transaction Values can be selected as

• On Application: The transaction values shown are the values at the time of the application being done.
• Applied: The transaction values after the correction is being made.
• Current: The current transaction values are same as On Application values.
The Rejected or Approved application will be listed in the respective grid.
After the authorization, assigned Award and Penalty will be shown in the Adjustment Type and Adjustment Time. If
the transactions are merged then final adjustment will be shown by adding award hours and subtracting penalty
hours.

Field Visit Correction Authorization
ESS user have provision to add/edit punch date, time, IO type, location and add comment for each of the punches.
Such corrections are required to be authorized. So the reporting in-charge can approve/reject field visit correction
applications of its members.
Go to ESS> Approval/Authorization> Field Visit Correction Authorization

The Field Visit Correction authorization page appears as shown below:
Select the date range to view the correction applications.

Select the users by filtering with Enterprise groups or select all users.
Then Click View button. The Pending, Approved and Rejected applications will be shown in the respective
collapsible panels.
Pending Application
Click on the Details button to view the details of field visit correction application as shown below:

The All Field Punches page shows the Attendance Values i.e. punches as
On Application: before correction applied

Applied: after applying correction
Current value: present value
Authorization
Check the Approve or Reject box for authorizing the field visit correction application.
You can give the Remark while authorizing from Details page as shown below:

The Approved or Rejected application will be shown in the respective grid.

CHAPTER 2 ESS for e-Canteen
The e-Canteen users have access to the following options in the ESS module:
• Account Details
• Menus
• Expenditure Summary
• Transaction Correction
The e-Canteen Section is displayed only if the e-Canteen License is available.

Account Details
This option enables the logged in users to view their e-Canteen account details.
To view the Account Details, Click on Account Details option under e-Canteen from the ESS Page. The Page
The Account Type and Discount Level of the logged in user is displayed as shown in above figure.
The Prepaid Account Details and Postpost Account Details are shown as per the account assigned to the user.
If the User is Prepaid user, then following details are shown:

• Balance Account- It is the available balance amount which can be used by the prepaid user.
• Last Recharge Amount- It is the last recharge amount by which the prepaid user was recharged.
• Last Recharge Date- It is the date on which the prepaid user account was last recharged.
• Max Usage Limit Per Month- It is the maximum allowed usage for a prepaid user for a month exceeding
which the user will be blocked (if blocking feature is enabled).
• Max Usage Limit Per Day- It is the maximum allowed usage for a prepaid user for a day exceeding which
the user will be blocked (if blocking feature is enabled).
If the User is Postpaid user, then following details are shown:

• Current Month Usage- It is the current month usage amount of the postpaid user.
• Allowed Usage per Month- It is the allowed monthly usage amount for the postpaid user.
• Carry Over Due- It is the due amount which is carried over to the current month.
• Total Usage- It is the sum total of current month usage and carry over due amount.
• Max Usage Limit Per Month- It is the maximum allowed usage for a postpaid user for a month exceeding
which the user will be blocked (if blocking feature is enabled).
• Max Usage Limit Per Day- It is the maximum allowed usage for a postpaid user for a day exceeding which
the user will be blocked (if blocking feature is enabled).
• Accumulated Max Usage Limit From Previous Month- It is the usage limit accumulated and carried forward
from the previous month for a postpaid user.

• User Status- It is the status of the user whether allowed or blocked.
• Blocked Due To- It is the reason due to which a postpaid user is blocked.
• Last Payment Amount- It is the last payment amount paid by the postpaid user.
• Last Payment Date-It is the date on which the last payment was done.

Menu
This option enables the logged in users to view menus assigned to the various e-Canteen devices.
To view the Menu, Click on Menu option under e-Canteen from the ESS Page. The Page appears as shown below:
Select the POS Device assigned to the user from the e-canteen door picklist. The menu assigned to the user will
be listed in the grid on right.
Select the Menu(eg: Breakfast) from the grid on right. The Schedule details of the selected menu for the POS will
be displayed in the respective fields.
Schedule Days display the days on which the selected menu will be enabled on the device.
Click on View button. The Items offered in the selected menu will be listed in the grid as shown below.

Pre-order Meals
The Prepaid or Postpaid ESS user can order the meals in advance. This pre-ordering gives an estimation for the
amount of meal to be prepared.
To Pre-oder the meals, Click on Cafeteria > Pre-order Meals from the ESS Page. The Page appears as shown
below:
Select the Date for which the menu is to be ordered in advance.
Example1:
“Allowed in Advance(Days)” =10 days
“Restrict before Menu Start = 1 day.
If the current date is 12/9/2016; you can select date from 13/9/2016 to 22/9/2016 i.e. you can pre-order meals for
upto 10 days. Pre-ordering for same day(12/9/2016) will not be allowed.
Example2:
“Allowed in Advance(Days)” =10 days
"Restrict Before Menu Start = 2 Hours
If user selects current date(12/9/2016) then it should be allowed to add/edit only those menu whose start time >
(Current time + Restrict Before Menu Start) on one of the user's assigned devices.
Consider the Device1 and Device 2 with following Menus and their respective timings:
Device Menu Start time End Time
Device1 Menu1 08:00 10:00

If Current time = 08:00 hours; the user will be allowed pre-ordering items from following menus only: Menu 2, Menu
3 and Menu 4.
After selecting the valid date, click on Edit button.
Order Items
Then select the Menu from the picklist. The picklist includes all active menus on the POS devices assigned to the
user that are scheduled on the selected day.
Then select the Item from that menu.
Enter the Quantity of the Item.
Then click Add to add the items to the list. Finally click Save to save the ordered items to the meal.

Expenditure Summary
This option enables the logged in users to view their expenditure details for the selected time period.
To view the Expenditure Summary, Click on Expenditure Summary option under e-Canteen from the ESS Page.
Select the Date from the date selection button to view the expenditure details.The total Expenditure per day for the
selected period is shown.
The transaction or expenditure summary can be viewed by filtering the users from the options ALL, POS Device
and Item.
The user can also filter the transaction/expenses summary with respect to the transactions done on a particular
POS or expenditure against an item by selecting POS Device/Item from the picklist.
Click on View button to view the summary.

Transaction Correction
The COSEC ESS module allows users to apply for corrections to existing Cafeteria transactions.
To do the transaction correction, Click on Transaction correction option under Cafeteria from the ESS Page. The
The grid on the right displays all the transactions of the login user.
Select the transaction from the grid where the correction is to be done. The details related to the transaction are
displayed in the respective fields.
Correction
Click on Edit button to do the correction. The user can apply for correction by entering the new quantity.
Enter the Quantity value in the New Quantity field either increased or decreased value. Specify the Reason for the
correction.
Click on Save button to save the transaction to the grid.The transaction correction application is then sent for
transaction approval.

New Transaction
In case of error in the quantity or missing punch of user, the new transaction can be added manually by clicking Add
button.
Enter the Transaction Date using calender and Transaction Time in HH:MM format.
Select the POS Device, Menu and Item from the picklist.
And specify the quantity in New Quantity field. The save the application.
The New transaction added by the user cannot be edited for the quantity.

CHAPTER 3 ESS for CWM
The Employee Self Service for CWM is used to approve/reject the induction levels. The contractor type, approval
stages and skills are configured through CWM module. Then workers can be added through CWM or CSS.
Each Induction Level of the worker can be assigned an Approving In-Charge (Reporting In-charge)who shall be
responsible for approving or rejecting a worker once the level is completed.
An Approval Stage is a sequence of Induction Levels that a worker must complete before finally being approved for
a work order.
This ESS Licence will not be available with the COSEC Application basic platform license. To Use ESS, the
customer needs to ensure that the COSEC license ordered by them includes the ESS module.
and Password.
The COSEC ESS home page appears as shown below:

Induction Approval
Once assigned to a work order, a worker needs to go through levels of approval that may comprise background
check, orientation, skill-based training, safety training etc. before the organization confirms the worker fit for the
work. These levels are defined in COSEC as Induction Levels.
The ESS user who is approving In-charge of some induction level can do the induction approval of the worker.
To view the approve the pending request, Click on Induction Approval option under CWM from the ESS Page.
The Page appears as shown below:
Filter Work Orders: Select the work order filter as All or Individual.
Work Orders: For All Individual filter, select the work order from the picklist.
Click on View button to view all the Pending, Approved and Rejected request of induction approval. The page
Now click on Edit button and check Approve or Reject box to give the verdict.

Also the approval can be given by clicking Details button from the pending tab. The Worker Details page appears
as shown below:
Select the Application verdict as Approve or Reject from the drop down list. You can give your Remarks also.
Click on Save to save the induction approval.

CHAPTER 4 ESS for JCP
In large organizations, employees work on various jobs throughout the day and are paid on the basis of
the job hours across the job’s Cost Centre:
• Creating Projects, Phases, Jobs
• Planning Projects: Declaring hierarchy of phases and jobs under selected Project.
• Mapping Users to various Jobs.
• View invested job hours by users on various jobs/phases/projects.
This system will also be responsible for:

• Maintaining valid methods of mapping users to various jobs.
• Allow user to work on assigned jobs as per selection.
• Maintaining user’s work records against different job codes.
• Allow correction/approval of daily Time Sheet.
and Password of the user.

The Detailed view of Dashboard can be viewed by clicking button. The Detailed view is shown below.
Marking Punch
Job Costing user can mark the punch through ESS byclicking Mark Punch button as shown below.

The Job selection window will appear as shown below. The user can select the job from drop down list.
The system supports mixed mode where user can be working a default job even when assignment type is device-
based.
The user can select existing job from device along with the options like 'Continue Current Job' and 'Start Default
Job'.
After selecting the job code option, click OK to mark the punch.

Time Sheet Correction Application
Time Sheet Correction Application helps in modifying job codes and split the transactions by ESS user. So user if
requires, can split the transactions by adding new punches between the transactions and apply job code to them.
The transaction will be created after authorization from the Reporting-incharge.
To do the Time Sheet Correction, click on Time Sheet Correction Application option under Job Costing from the
ESS Page.
Date: Select the date from the calender for which correction is to be done.
Application Date will be the current date on which correction application is sent for approval.
Attendance Values: The values can be selected as Actual, Previous or Applied. Actual and Previous values are
those which exist before the correction is being done. The Applied values will be the ones after the correction is
done.
Reason: The reason for correction can be specified by the ESS user.
Status: The status of application for approval whether pending, approved or rejected will be shown after the
application and its authorization is done.
Remark: The remark given by administrator while approving or rejecting the application will be shown here.
Click on Edit button from the Menu bar. Then click Edit in the transaction row where correction is required.

Adjustment
Adjustment icon is visible against all transactions except the ones of 'Un-Assigned', 'Break Hours' and 'Out Time'
transaction.
Click on Adjustment button to view the adjustment hours.
Overtime
Click on Overtime button to view the overtime details between start punch date time and end punch date time.
Merged Jobs
Click on Merged Jobs to view the Merged transactions.
Actual Transaction details show the transactions that are to be merged. Merged Transaction shows the resultant
transaction after merging.
Split
Click on Split button to split the transaction and add new punches between the transaction. Split will be disable if
the transaction type is of “Out Time” and “Break”. The Split Timesheet will appear as shown below:

Job Status
This page enables the user to view and monitor Jobs based on their current status. In order to view job status, click
on Job Status option under Job Costing from the ESS Page.
• Select a Project using the picklist button.
• Select multiple Phases and Jobs under the selected Project, for which records are to be viewed. Use
the icon to view the number of phases or jobs selected.
• Select a Job Status based on which jobs are to be listed.
• Click the View button to view the jobs list.

CHAPTER 5 ESS for FVM
Field Visit Management is used to assign schedules to the users and keep a track of their activities, while on site
and also check if the assigned tasks are being fulfilled correctly or not. FVM user's location would be stored when
punched from COSEC Apta.
The ESS user can apply for "Field Visit Correction” by changing punch date-time and adding or modifying its
comment which is to be approved by the reporting Incharge.
and Password of the user.
The COSEC ESS Dashboard appears as shown below:

Field Visit Correction Application
The punches marked from COSEC APTA may require correction in some cases.
Suppose If user was scheduled for some task at some location and couldn't go because of any reason. So
changing punch date-time and adding or modifying its comment would be possible from the Field Visit Correction
page. Also the Location can be added or updated from this page.
Select ESS>FVM>Field Visit Correction Application. The Field Visit Correction page appears as shown below:
Select the Attendance date for which correction application is to be sent.
Click on Edit button on Toolbar. Then click on Edit in the attendance details row where the correction is to be done.

Specify the Location and/or Comment as shown below. You can edit the punch timings also from ESS.
Then click on Save button. The Field Visit Correction application will be authorised by the Reporting In-charge or
Administratior.
See “Field Visit Correction Authorization” on page 113.

Field Visit Schedule
FVM users are allocated Field Visit Schedule by the admin or reporting in-charge. User is supposed to accomplish
assigned tasks as per the field schedule.
This page will enable user to view Field Visit Schedule assigned to him/her on the selected date.
Select ESS> FVM> Field Visit Schedule. The Field Visit Schedule page appears as shown below:
The Date-wise schedule will be shown on the right side. You can customise the date selection for viewing the task
list.
Now, select the Schedule to view the details.The Schedule time, task and location will be shown as below:

Field Visit Status
The users are supposed to accomplish the task as per their field schedule on daily basis. According to the punches
from field, user's field records are considered as completed or not completed.
Field Visit Status page enables the ESS user or reporting in-charge to view field status of self or member
respectively in a calendar view.
Select ESS> FVM> Field Visit Status. The Field Visit Status page appears as shown below:
Select the Attendance period as Month and Year for which the field visit status is to be viewed.
If the login user is Reporting Incharge, Then select the User from the picklist whose field visit status is to be viewed.
You can select the option to view as Schedule Status or Visited Location.
Schedule Status: The status of completed, not completed,on-going and future task is shown in the calender.
Visited Location: The visited location count will be shown for each date in calender.

• The green circular ring shows that task is completed.
• Partial green and remaining red shows partially completed task.
• Full red shows incomplete task.
• Blue colour shows ongoing task.
• A number in the grid of future date shows future days task count.
Clicking on the window will show the task details. Tick displays completed task and Cross displays incompleted
task.
The on-going task will be displayed as below:

Reports
Schedule Status Summary
This report gives information about whether user went to each location as per the schedule or not. This report
shows status of each schedule date and for each mapping of time slot-task-location. It will also convey about the
time spent in that location.
This Report can be viewed by Reporting Incharge only.

CHAPTER 6 ESS Roster
Using ESS the Roster Users can view a variety of information including attendance summary, punch events,
attendance details, leave balance, holiday and work schedules.
To use the Employee Self Service (ESS) functionality, Login to the COSEC Web Application using Roster User ID
and Password.

The Menu Bar at the top right side of window consist of following Icons:
• Account Settings: Enables the user to change the password or to set the preferred language and Theme
for the login user.
• Help: Gives the information about the COSEC ESS Application.
• Contact: Gives the contact details of Matrix Comsec Pvt. Ltd.
• About: Gives the details regarding Product version and variant.
• Logout: Enables to log out from the application.
ESS Dashboard
In COSEC application two Categories of users are defined i.e. Reporting In-Charge and Group members. Based on
this the Dashboard displays the basic information on different parameters related to Employees and is shown under
the following groups:
Week Calender View: Displays the login user’s current roster week’s attendance status.
• The Calender displays each day status with color code.

• The third row displays the user’s current day attendance w.r.t shifts in the format of (shift worked/ total
assigned shift) for each day of the week.
• The last row in the calender view displays the total number of hours (payable hours which includes penalty
hours and overtime hours with multiplication) worked on the corresponding day.
Current Week
• Scheduled Shifts- Total number of shifts assigned to the login user in the current roster week.
• Work Hours- Total work hours done for the current week by the login user, calculated by the simple sum of
each in-out pair difference for all days in the current week.
• Overtime Hours- Total Overtime done by the login usaer in the current week.
• Leaves- Total number of approved leaves in the current roster week.
• Paid Leave Hours- Sum of all the paid leave hours in the current roster week.
• Payable Hours- Total Payable hours (includes total work hours + penalties and overtime with multiplication
factor applied) for the login user for the current roster week.
• Meal Time Overtime- Sum of meal penalty hours( with multiplication applied) for the current roster week.
• Inter shift Overtime- Sum of Inter Shift penalty hours ( with multiplication applied) for the current roster
week.
• Rest Period Overtime- Sum of Rest Period penalty hours ( with multiplication applied) for the current roster
week.
• Consecutive Days Overtime- Sum of consecutive working days penalty hours ( with multiplication applied)
for the current roster week.
Previous Week
• It is same as for Current Week Section with only difference that the immediate previous roster week is
considered for each details in this section.
Group Members
• Total Members- Total no. of members from all the groups in which login user is an incharge. Login User can
be the In-charge of more than one group.
• Scheduled Today- Total no. of group members who has working shift starting on current day.
• Reported- Total no. of users who has atleast one punch on current day.
• Yet to Report- Total no. of users who have shift start today, but not even 1 punch is recorded today.
• On Leave- Total no. of users who are on leave/C-Off on current day.
• Unavailable- Total no. of users who are unavailable(UA) for current day.

• On Day-Off- Total no. of users who are on day off on current day.
Clicking on any link will redirect to Group Details Page.
Application.
1.Users can be assigned to the group from User Module of COSEC Web>User Configuration> Roster>
Group> Reporting Group.
2.Reporting Group and the Reporting Incharge can be configured from User Module of COSEC Web>
Reporting In-charge> Reporting Group.
• Leave- Total no. of pending leave applications from the user under the login incharge.
• Unavailability- Total no. of pending unavailability applications from the users under the login incharge.
• Overtime/C off- Total no. of pending OT/C-OFF authorization from the users under the login ncharge
group.
Clicking on the link will redirect to the respective approval Page.
Application. The Respective approval/aurhorization page will open only if that In-Charge has rights to view
that page.
The In-Charge Permission Rights can be given from User Module of COSEC Web> Reporting In-charge>
In-charge Permissions.
Roster Schedule
• The current month in the calender view is displayed with each day representing the shift assigned on the
corresponding day.
• The next and previous links on the calender is provided for user to view the schedule as desired.
• The Calender displays each day status with color code.
• The day with the multiple shift displays the total number of shifts on that day. While hovering on the
number, the shifts on that day is displayed in ascending order of their time period.
Clicking on the link will redirect to Roster Accept/Reject Page.
Unavailability
• Pending- Total unavailability applications currently in pending state for the login user.
• Approved- Total no. of approved unavailability applications for the login user.
• Rejected- Total no. of rejected unavailability applications for the login user
• Cancellation Pending- Total unavailability applications currently in cancellation pending state for the login
user.
• Unavailable Days- Total no. of days(greater than equal to current day) for which the login user is
unavailable.
Leave Balance
• It displays the leaves assigned to the user with the current balance. For leave with no balance, infinity
symbol is shown.
Clicking on the link will redirect to Leave Balance Page.

Leave Application
• Pending- Total login user’s leave applications which are still in pending state.
• Approved- Total login user’s leave applications which are in approved state.
• Rejected- Total login user’s leave applications which are in rejected state.
• Cancellation Pending- Total login user’s cancellation application which are still in cancellation pending
state.
• Cancellation Rejected- Total login user’s cancellation application which are in rejected state.
Clicking on the link will redirect to Leave Applications Page.
E-Canteen
• Current Account Type- Displays login user’s current canteen account type.
• Discount Level- Displays login user’s current set discount level.
• Prepaid Balance- Displays login user’s current prepaid balance as recorded in server.
• Total Postpaid Usage- Displays login user’s current total usage including previous carry over dues.
• Current Month- Displays total usage of the login user in the current month.
• Carry Over due- Displays the current months carry over due for the login user.
• Allowed Usage- Displays login user’s set allowed usage.
• Max Usage Limit- Displays user’s set max usage limit.
Clicking on the link will redirect to Transactions Details Page.
This Section is available if e-Canteen License is present in COSEC.
The Latest values on Dashboard are updated on clicking the Refresh button.
The other pages of the COSEC ESS application will have the following Control/Command buttons which are used
to perform the functions as described below:
• Back: Allows to back to the previous page.

• New/Add: Allows creation of a new record for the selected option.
• Edit: Allows user to edit an already existing record.
• Delete: Allows user to delete the selected record.
• Save: Allows user to save the changes to the system.
• Cancel: Allows user to remove the data selected.

Events
Users can view the details of the Entry and Exit events at the door controllers.
To view the Events, Click on Events option under Basic from the ESS Page. The Page appears as shown below
If the records of the events for the selected date range is available, then the number of events will be shown in the
brackets.
Click on the Collapsible Panel to view the available Attendance Events, Access Control Events and Visitor
Events.

User Basic Details
The User Basic Detail option allows employees to view the basic information of the other employees like Branch,
Department, Section, contact information, blood group as well as the current attendance status of the user. It also
displays a photo of the selected user as shown.
To view the User Basic Details, Click on User Basic Details option under Basic from the ESS Page. The Page
The grid on the right shows the list of all the active users configured in Cosec.
The logged in user can view the basic details of all users defined in the system. To view the details of a user, click
on the user from the grid. The user details will be displayed in the respective fields as shown below for the user
Samentha.

The Today’s status field displays the selected users first and second half status for the current day.
Click on the collapsible panel to view the Group Details, Reporting Group Details and Roster Group Details for
the selected user.
The User Basic Details can be configured from the User Configuration of Users Module> Profile> Basic,
General, Personal, and Contact.

Visitor Pre-Registration
The Visitor Pre-Registration option is used by the host (i.e. an employee to whom the visitor is expected to meet) by
providing the details of the visitor and expected date and time. The pre-registration of the visitors is then sent for the
approval to the Reporting-Incharge.
The operator preparing the Visitor passes thus has advance intimation of the visitor and does not need additional
verification at the time issuing the pass to the visitors.
To pre-register the visitors, Click on Visitor Pre-Registration option under Basic from the ESS Page. The Page
Visit Details
Visit Date: Enter the expected date of the Visitor or just click on the date Picklist button and select the date.
Visit Days: Specify the number of days of the visit.
Visitor Arrival Time: Specify the expected time of the Visitor arrival in hh:mm format.
Visiting Hours per day: Specify the expected time duration of the visit in hours per day.
Visitor Details
Visitor Name: Specify the Name of the Visitor.
Organization Name: Specify the Visitor’s company name.
Mobile No.: Specify the cell phone no. of the visitor.
Email: Specify the email ID of the visitor. This is essential in the event of the notification option being selected.
Visitor Type: Select the appropriate visitor type from the drop down list.

Visit Type: Select the visit type from the drop down options of Personal and Official.
No. of Additional Visitors: Specify the number of additional members expected to accompany the Visitor.
Host Details
Host User: Select the host from the picklist to whom the visitor will meet or who has called the visitor to meet him.
Purpose: Specify the purpose or the reason of the visit.
Send Notification to Visitor: Check this box if an alert notification is to be sent to the visitor informing about the
pre-registration.
Click on Save to save the visitor details for pre-registration.
The Pre-registered Visitor will be reflected in the Cosec VMS Application (desktop application) through which the
security personnel or reception person or the operator can monitor or issue the pass to the visitor.

Attendance Summary
This option enables the logged in users to view their own attendance summary for the selected month.
To view the Attendance Summary, Click on Attendance Summary option under Roster Attendance from the ESS
Select the Roster Date from the calender button. The Roster week will be selected automatically.
Click on View button to update the summary. Click on the Collapsible panels to view Attendance Summary and
Applied Leaves.
The week shown and the summary information will be from the users configured attendance month (as set in
attendance policy).
Each day is colour coded indicating the day status for that day.
Each Leave record has Details link associated with it. Click on Details button. The leave Application Detail window
appears as shown below. It displays all the details regarding leave application.

Roster Accept/Reject
This option enables the user to accept or reject the assigned roster duties. However, the user needs to be assigned
these rights from the Roster Policy option.
To Accept or Reject Roster, Click on Roster Accept/Reject option under Roster Attendance from the ESS Page.
Next and Previous arrow enables to view multiple roster weeks. By default the current week is displayed.
The first row shows date, second row shows day of week and third row shows the status applied on the day.
From the fourth row onwards, the assigned shifts will be displayed along with the shift start and end time.
Click on any shift. The accept/reject options will appear. The user can accept or reject the assigned shifts by
clicking on the respective options.
The colour of the shift changes to red as shown above in Tuesday shift when it is rejected. The colour of the shift
changes to green as shown above in Friday shift when it is accepted.

Attendance Details
The Attendance Details option enables the logged in user to view their attendance details. Users can also view their
punch details as well as other time and attendance related details.
To view the Attendance Details for a specific period, Click on Attendance Details option under Roster Attendance
Click on View button to view the attendance details. The In- Out punches with the shift assigned will appear in the
grid below.
Select the date from the grid, on which In-Out details, Break details and work hours division is to be viewed.
The details appear in the respective fields as shown below:

Click on the Attendance Punches Collapsible panel to view the In-Out punch records.The details along with the
department is shown as below.
The link View all Events is provided to view all the attendance events.
The Link Work Hours Division is provided to view all the work components along with Pay Component details.

Unavailability Application
The Unavailability Application option enables the user to make online unavailability applications which in turn would
have to be sanctioned or approved by the reporting group officer or the admin user.
To apply for unavailability, Click on Unavailability Application option under Roster Attendance from the ESS
The grid on the right displays the list of applications made by the login user.
Click on New button to add a new unavailability application.

Select the Start Date and End Date from the date selection button.
Specify any Comment in the respective field for the unavailability.
Click on Save button to save the application.
Application Applied and Application Rejected can be deleted but Application Approved cannot be deleted
but can be Applied for Cancellation.
Select the approved application from the right grid.

Check the box to Cancel Unavailability. Specify the Cancellation reason and Click on Apply. The Cancellation
Status will be shown and the Unavailability Cancellation Request will be sent.

Leave Balance
This option enables the logged in user to view their leave balance details. Users can view the leave balance of all
leaves whose Leave Balance Check is enabled in the Leave Management module.
To view leave balance, Click on Leave Balance option under Leave Management from the ESS Page. The Page
Leave: Select the type of Leave for which the balance is to be viewed from the drop down list. The leaves are
configured from the Leave Management section of Roster Module.
Balance Period: Select the month and year for which the leave balance status is to be viewed.
Click on View to view the leave balance details. The opening,credit, debit, encashed, availed, closing and overflow
details of leave appear as shown below. The Cumulative C-OFF balance if available is shown in the Balance field.

Leave Application
Leave Application is a formal mode of requesting leave approval before or after an employee has taken a leave. It
enables an employee to officially communicate about the leave period and the reason behind taking a leave to the
higher management that is responsible for approving leave applications. An employee can apply for leaves using
the Leave Application functionality in ESS.
Employees can apply for their own leaves using their personal ESS accounts. However, leave applications can also
be made on behalf of an employee by a reporting in-charge or an HR user with system administrator rights for the
Leave Management module on the COSEC Web Application.
To apply for Leave Application, Click on Leave Application option under Leave Management from the ESS Page.
Click on New to apply for new leave application.
The Application Date field displays the current date as the date of application and is not user-definable.
In the From field, select the starting date for the leave period using the date selection button and specify whether
the leave should be considered for FullDay, First Half or Second Half.
In the To field, select the end date for the leave period using the date selection button and specify whether the
leave should be considered for FullDay or First Half as shown.
The Applied Days are automatically calculated by the system.

The Posted Days are also automatically calculated by the system.

Select a leave from the Leave drop down list, for which the application is to be made. This list displays all leaves
which are available for the user’s application.
This feature cannot be used to apply for Complimentary-OFF or Tour leaves. To know more about
applying for C-OFF and Tour leaves, refer to “C-OFF Application” and “Tour Application” respectively.
The user may have some leave balance against which the current leave can be adjusted. To view this balance,
select the Current Balances picklist button to view the Leave Balance Details. The Balance Status is shown as
below:
In the Reason and Contact Info section, enter the Reason for requesting leave, Address and Contact Number
of the user for whom the leave application is being made.
Click the “Save” button to apply for the leave as shown. If the number of days of the applied leave is more than the
current leave balance, then the system will not allow the application to be made.
If applied successfully, the Application will be forwarded for the Approval. The notification of “Leave Approval is
Pending” will be shown as below:

Applying for Leave Cancellation
The leave cancellation request can be done only once the leave application has been approved or rejected.
Select a leave from the list of approved or rejected leaves on the right grid of the Leave Application page for which
cancellation request is to be given. The Apply for Cancellation details appear as shown in the figure:
The details of the selected leave application is shown in the respective fields.

Select the Apply For Cancellation checkbox to apply for cancellation.
The Application Date field displays the current date as the date of application for cancellation and is not user-
definable.
Specify the Cancellation Reason for requesting cancellation of the selected leave.
Click the Apply button to successfully apply for cancellation of the selected leave.

Group Summary
In order to view the attendance information for the group members, Click on Group Summary option under Group
Select the Attendance Date by clicking on the date selection button on which the attendance of group members is
to be viewed.
Click on the Collapsible panel to view Summary and Detail of attendance.

Summary of group members for reporting incharge is shown in the below figure:
The Detail section provides option to filter the user to view the attendance summary.
Select the User Status from the drop down list. The available options are:
• Present
• Absent
• On Leave
• On Tour
• On Week-Off
• On Holiday
• All
Select the Filter By options from the following:

• All
• Shift
• Department
• Designation

Click on View to view the status of the group members during the selected time period. The page with the details
appear as shown in below figure.

Member Events
The COSEC ESS module enables the reporting group incharge users to view the details of the In/Out punch events
at the door controllers. This page is available only to In-Charge users.
In order to view the Events for the group members, Click on Member Events option under Group Details from the
ESS Page. The Page appears as shown below:
Select the Filter by options from Individual, Device and Department. Then select the respective user, doors and
department from the picklist.
Click on View to view the Events.
Click on the Collapsible panel to view Attendance Events, Access Control Events and Visitor Events based on
the selected filter.

Member Attendance
In order to view the attendance information for the group members, Click on Member Attendance option under
Group Details from the ESS Page.
Select the User member from the picklist whose attendance is to be viewed. The Attendance Record with the shift
details will appear in the grid at right.
Click on the the particular record from the grid to view the details of work hours. The attendance details will be
shown in the respective fields in Attendance Details section.

Leave Approval
Once a leave application is made by an ESS user, it can be authorized or approved by the respective reporting in-
charges as per the authorization rights defined for the reporting group. When an employee applies for a leave using
his ESS account, this application is visible for approval on the ESS account of the respective reporting in-charges.
However, a leave can also be approved by a COSEC Web system-account user with System Administrator rights
(Say, a HR Manager). In such an instance, the approval status by a reporting in-charge can be overriden.
The Leave Application Approval functionality will be available only to those ESS users who have
Reporting In-charge rights.
For approval of leave application, Click on Leave Approval under Approval/Authorization. The page appears as
shown below:
Date: Select the date range for which the leave approval status is to be viewed.
Authorization For: Select the option from the drop down list for which authorization is to be given. The options are:
User: Select a single user or multiple users associated with a specific enterprise group from the User drop down
list. The leave approval status can also be viewed for all active users on the system by selecting the All option.
Click the View button to view all pending, approved and rejected leave applications and their details.
Click on Edit button. The Reporting Incharge can approve or reject the application by checking the respective box
as shown below:

To view the details of the application, click the Details icon . The Leave Application Detail pop up window
will open as shown.
The administrator can also select the Approve or Reject checkbox directly to select all applications under the
Click the “Save” button to save the changes.

Changing Reporting In-Charge
The officer/ In-Charge can log into the ESS and change the Reporting Group Incharge to replace himself by other
In-Charge by using this option. The change could be temporary (due to outdoor duty, sickness etc) or permanent
based on the situation. This page is available only to In-Charge users.
In order to change the reporting In-Charge, Click on Changing Reporting In-Charge option under Group Details
Select the Reporting Group from the drop down list to which the In-Charge is to be changed.
The In-Charge 1and In-Charge 2 of the reporting group are displayed.
The In-charge can select the User filter from the options of All and Already In-charge of Reporting Group.
Select the New In-Charge from the appearing user picklist based on the selected user filter.
Give any Remark(if needed) regarding the change In-charge.
Click on Apply.

Unavailability Approval
This option enables the Officers or Reporting Group heads to approve or reject Unavailability application entries
made by the members of their reporting groups.
For approval of Unavailability, Click Unavailability Approval under Approval/Authorization. The page appears as
shown below:
Officer or Supervisor of a Reporting Group will have all the unsanctioned unavailability requests of users who
belong to the same group. The COSEC ESS application enables the supervisor to approve two types of
unavailability applications:
• Unavailability Requests Approval

• Unavailability Cancellation Approval
The Unavailability cancellation Approval option enables the supervisor to approve Unavailability
requests which had been previously approved but have been subsequently cancelled by the users for
one reason or the other. This process of applying for cancellation can be done by the users after
logging into the ESS module.
Approval For: Select one of the above options from the drop down list.
Date: Select the date range for which the Unavailability application is to be viewed.
Filter Users: Select the users from the filter options shown below:
Group/User: Select the users from the picklist after filtering the users.
Click on View button to see all the pending requests under the collapsible panel.

The Reporting In-charge can approve or reject the unavailability approval by clicking on Edit and checking the
respective boxes.
Click on Save to save the changes. The approved application is shown under Approved collapsible panel as shown
below:
Based on the option selected by the supervisor the Status field is updated.

Visitor Pre-registration Approval
The Visitor Pre-Registration Approval feature on ESS enables a reporting in-charge to approve or reject all pending
Pre-registration applications for a defined period of time.
For Authorisation of Visitor Pre-registration Application, Click on Visitor Pre-registration Approval option under
Approval/Authorization from the ESS Page. The Page appears as shown below:
Select the From and To Date from the date selection button to view the pending Visitor Pre-registrations.
Click on the Collapsible panel to view the Pending pre-registrations done by the users under the In-charge.
Click on Edit button. The In-charge can Approve or Reject the pre-registration by clicking on the respective box.
The Details button navigates to the Pre-Registration Details page which shows the details of the visitor and the
visit.
The Approved and Rejected Panel shows the Pre-Registrations approved and rejected respectively.

Account Details
This option enables the logged in users to view their e-Canteen account details.
To view the Account Details, Click on Account Details option under e-Canteen from the ESS Page. The Page
The Account Type and Discount Level of the logged in user is displayed as shown in above figure.
The Prepaid Account Details and Postpost Account Details are shown as per the account assigned to the user.
If the User is Prepaid user, then following details are shown:

• Balance Account
• Last Recharge Amount
• Last Recharge Date
If the User is Postpaid user, then following details are shown:

• Current Month Usage
• Allowed Usage perMonth
• Total Usage
• Max Usage Limit
• User Status
• Last Payment Amount
• Last Payment Date

Menu
This option enables the logged in users to view menus assigned to the various e-Canteen devices.
To view the Menu, Click on Menu option under e-Canteen from the ESS Page. The Page appears as shown below:
Select the POS Device assigned to the user from the e-canteen door picklist. The menu assigned to the user will
be listed in the grid on right.
Select the Menu(eg: Breakfast) from the grid on right. The Schedule details of the selected menu for the POS will
be displayed in the respective fields.
Schedule Days display the days on which the selected menu will be enabled on the device.
Click on View button. The Items offered in the selected menu will be listed in the grid as shown below.

Expenditure Summary
his option enables the logged in users to view their expenditure details for the selected time period.
To view the Expenditure Summary, Click on Expenditure Summary option under e-Canteen from the ESS Page.
Select the Date from the date selection button to view the expenditure details.The total Expenditure per day for the
selected period is shown.
The transaction or expenditure summary can be viewed by filtering the usersfrm the options ALL, POS Device and
Item.
The user can also filter the transaction/expenses summary with respect to the transactions done on a particular
POS or expenditure against an item by selecting POS Device/Item from the picklist.
Click on View button to view the summary.

Transaction Correction
The COSEC ESS module allows users to apply for corrections to existing e-Canteen transactions.
To do the transaction correction, Click on Transaction correction option under e-Canteen from the ESS Page.
The grid on the right displays all the transactions of the login user.
Select the transaction from the grid where the correction is to be done. The details related to the transaction are
displayed in the respective fields.
The user can apply for correction by entering the new quantity. Click on Save to save the application. The
application will be shown in the grid on left side.

SECURITY SOLUTIONS
MATRIX COMSEC
Version 11, February 2017
Head Office:
394-GIDC, Makarpura, Vadodara - 390010, India.
Ph:+91 265 2630555, +91 8511173344
E-mail: [email protected]
www.MatrixSecuSol.com

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COSEC Employee Self Service

COSEC Employee Self Service

Employee Self Service ................................................................................................................................... 1

User Profile ......................................................................................................................................................... 4

ESS for e-Canteen ...................................................................................................................................... 117

Account Details ............................................................................................................................................. 118

ESS for CWM.............................................................................................................................................. 127

Induction Approval ........................................................................................................................................ 129

ESS for JCP................................................................................................................................................ 131

Time Sheet Correction Application ................................................................................................................ 134

ESS for FVM ............................................................................................................................................... 139

Field Visit Correction Application .................................................................................................................. 141

ESS Roster .................................................................................................................................................. 149

Events ........................................................................................................................................................... 153

Table of Contents iii

Matrix COSEC ESS System Manual 1

2 Matrix COSEC ESS System Manual

To vie the basic details again click on Basic View button.

Matrix COSEC ESS System Manual 3

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Matrix COSEC ESS System Manual 5

6 Matrix COSEC ESS System Manual

Clicking on any link will redirect to Shift Schedule Page.

Clicking on any link will redirect to Group Summary Page.

Matrix COSEC ESS System Manual 7

Clicking on the link will redirect to the respective approval page.

Clicking on the link will redirect to Leave Balance Page.

This Section is available if Leave Management Module is present in COSEC.

Clicking on the link will redirect to the respective Application Page.

This Section is available if Leave Management Module is present in COSEC.

Clicking on the link will redirect to Expenditure Summary Page.

8 Matrix COSEC ESS System Manual

• Back: Allows to back to the previous page.

Matrix COSEC ESS System Manual 9

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Matrix COSEC ESS System Manual 11

This page is available only if Shift Schedules Module is available in COSEC.

Select the Year from the drop down list.

12 Matrix COSEC ESS System Manual

Visit Days: Specify the number of days of the visit.

Matrix COSEC ESS System Manual 13

Visitor Name: Specify the Name of the Visitor.

Organization Name: Specify the Visitor’s company name.

Mobile No.: Specify the cell phone no. of the visitor.

Purpose: Specify the purpose or the reason of the visit.

Click on Save to save the visitor details for pre-registration.

14 Matrix COSEC ESS System Manual

Matrix COSEC ESS System Manual 15

• Click the New button.

• Enter the Vehicle Registration No.

Matrix COSEC ESS System Manual 17

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Matrix COSEC ESS System Manual 19

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To access this functionality,

2. Select Time Attendance on the module menu.

3. Under Time Attendance, select N-Punch View.

The page will be displayed on your screen as follows:

Matrix COSEC ESS System Manual 21

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