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WO2002019227A1 - Systeme et procede de transactions sur la presence du personnel - Google Patents

Systeme et procede de transactions sur la presence du personnel Download PDF

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Publication number
WO2002019227A1
WO2002019227A1 PCT/US2001/027254 US0127254W WO0219227A1 WO 2002019227 A1 WO2002019227 A1 WO 2002019227A1 US 0127254 W US0127254 W US 0127254W WO 0219227 A1 WO0219227 A1 WO 0219227A1
Authority
WO
WIPO (PCT)
Prior art keywords
employee
attendance
attendance event
displaying
event
Prior art date
Legal status (The legal status is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the status listed.)
Ceased
Application number
PCT/US2001/027254
Other languages
English (en)
Inventor
Larry A. Pond
Current Assignee (The listed assignees may be inaccurate. Google has not performed a legal analysis and makes no representation or warranty as to the accuracy of the list.)
Concentrix CVG Customer Management Delaware LLC
Original Assignee
Convergys CMG Utah Inc
Priority date (The priority date is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the date listed.)
Filing date
Publication date
Application filed by Convergys CMG Utah Inc filed Critical Convergys CMG Utah Inc
Priority to AU2001290602A priority Critical patent/AU2001290602A1/en
Publication of WO2002019227A1 publication Critical patent/WO2002019227A1/fr
Anticipated expiration legal-status Critical
Ceased legal-status Critical Current

Links

Classifications

    • G—PHYSICS
    • G06—COMPUTING OR CALCULATING; COUNTING
    • G06Q—INFORMATION AND COMMUNICATION TECHNOLOGY [ICT] SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES; SYSTEMS OR METHODS SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES, NOT OTHERWISE PROVIDED FOR
    • G06Q10/00—Administration; Management
    • G06Q10/10—Office automation; Time management

Definitions

  • the present invention relates generally to systems and methods for tracking employee data. More particularly, the present invention relates to an automated system and method for reporting and recording events such as events related to an employee's attendance for tracking and scheduling purposes.
  • employers typically schedule their employees to work on certain days and during certain hours. If an employee is unable to report for work as scheduled, typically, he or she places a telephone call to the manager. If the manager is unavailable, the employee leaves a voice mail message for the manager or the employee asks to speak to another individual who can reach the manager. In either case, there may be significant delay between the time the employee leaves the message and when the manager receives the message. In addition, there is a possibility that the manager will never receive the message due to human error.
  • the present invention addresses the problems associated with employee absences and tardiness by providing an automated system and method for reporting and recording events related to an employee's attendance.
  • An employee who will be absent or tardy reports information about the absence or tardiness to an employee attendance server.
  • an employee may report the information using a telephone or a browser interface to the employee attendance server.
  • An employee who will not be reporting to work as scheduled provides information about the absence including an explanation for the absence.
  • An employee who will be reporting late to work provides information about the tardiness and provides an estimated arrival time.
  • the information regarding the attendance event e.g., absence or tardiness
  • the information is stored by the employee attendance server in a database accessible to the employee's manager or supervisor.
  • the information is stored in the database within seconds or minutes of entry so that the manager can electronically access it and make immediate scheduling decisions to minimize the impact of the employee's absence or tardiness on the business operation. For example, if the manager is notified through a record from the employee attendance database that the employee is planning to arrive at work at 11 :00 AM, the manager may make arrangements to have another employee cover the late employee's duties from 8:00 AM until 11 :00 AM. In the event more than one employee will be late or absent on a given day, the manager may review all of the recorded events so that rescheduling and ' reassignment decisions can be made. In another aspect of the invention, the manager may review data that has been aggregated over time for a group of employees to determine the primary reasons for the absences and tardiness.
  • the manager may identify attendance trends of employees and take prospective measures for future work schedules.
  • the manager may review recorded events for individual employees and add comments to the database record.
  • a manager may also be given the ability to electronically excuse absences or tardiness for an individual employee.
  • the invention saves managers a lot of time they would otherwise have to spend on generating reports and tracking data.
  • the invention provides automatic, fast reporting of attendance data that used to be done manually.
  • the invention makes it easier for employees to call in and report an absence (less personal pressure than talking to your boss).
  • the invention does not discriminate.
  • Data is entered mainly by employees, not employer.
  • the invention offers a call record of each call made to the system, thereby making it possible to verify the data later.
  • the invention may be set to operate around the clock. In cases where an employer has hundreds or thousands of employees, the present invention provides a much faster, easier, less expensive, and more thorough attendance tracking system and method.
  • Fig. 1 is a block diagram of the primary components for an example embodiment of the present invention
  • Fig. 2 is a block diagram of the primary software modules that comprise an example embodiment of the present invention
  • Fig. 3 is a flowchart of the primary steps for recording attendance information in an example embodiment of the present invention
  • Fig. 4 is a flowchart of the primary steps for accessing attendance information in an example embodiment of the present invention.
  • Fig. 5 is an example login screen for an example embodiment of the present invention.
  • Fig. 6 is an example individual employee report screen for an example embodiment of the present invention
  • Fig. 7 is an example graph screen for an example embodiment of the present invention
  • Fig. 8 is an example exceptions report screen for an example embodiment of the present invention.
  • Fig. 9 is a diagram of a physical data model for an example embodiment of the present invention.
  • the present invention comprises an employee attendance server 106 and associated employee attendance database 108 for reporting and recording events related to an employee's attendance.
  • the employee attendance server 106 may be a UNIX server or any other server that may be adapted for operation with a commercially available database system (e.g., Oracle, Informix, and SQL Server).
  • information regarding attendance events may be reported to the employee attendance server 106 using a telephone interface 100 or a web client or browser 112.
  • a caller using the telephone interface 100 may be connected through the public telephone switched network 102 to an interactive voice response (IVR) system 104 that prompts the caller for information regarding the attendance event.
  • attendance events include absences and tardiness. For example, if the employee is calling to report an absence, the employee may be prompted for an explanation code to identify the reason for the absence. If the employee is calling to report tardiness, the employee may be prompted for an estimated arrival time. The requested information related to the attendance event may be. provided through the telephone keypad in response to numeric prompts.
  • the IVR system 104 is accessible via an 800 number so that an employee may call from anywhere in the country to report an absence or tardiness.
  • An employee using the web client or browser interface 112 may connect to the employee attendance server 106 through a web server 110.
  • the web server 110 may be equipped to provide secure and controlled access to the employee attendance server 106 and employee attendance database 108.
  • the web server 110 may be equipped with Microsoft's NT Server operating system software and Microsoft's Internet Information Server to provide the features and functions of the present invention.
  • the web client 112 and web server 110 may be part of a local area or wide area network.
  • Communications between the employee attendance server 106 and the telephone interface 100 and web client 112 may be two-way so that the employee may access schedule and other information that may be relevant to the reported absence or tardiness.
  • the employee can report the information well in advance of the relevant date and/or time so that the employee's manager can make arrangements to accommodate the employee's absence or tardiness.
  • a web client 112 may also be used by a manager or supervisor to access records in the employee attendance database 108.
  • a web client 112 may be designed and implemented so that the manager can view reports of data for an individual employee as well as reports of data that has been aggregated for a group of employees. Whether employee attendance information is reported via the telephone or web client interface, it is saved to the employee attendance database immediately so that current information is always available to the employer.
  • Fig. 2 a block diagram of the primary software modules that comprise an example embodiment of the present invention is shown. Each module provides features and functions that in combination create and support the employee attendance system and method of the present invention.
  • the IVR module 120 supports multiple callers concurrently. In addition, it comprises voice scripts for prompting callers to provide information about attendance events. When a caller places a call, the IVR module 120 accesses the employee attendance database 108 via the employee attendance module 132 to validate the employee information and to construct an employee attendance event transaction record in the employee attendance database 108.
  • the IVR module 120 may accept a call from an employee any time prior to the end of an employee's shift or within a specific time period prior to the start of the employee's shift.
  • the IVR module 120 may support error logging for audio and event transaction logs and supports company attendance policy by providing audio messages for policy violations.
  • Other features of the IVR module 120 may include the ability for employees to call into the employee attendance server and listen to a work schedule, listen to unpaid time-off availability, and sign up for overtime. The employee may also ask to have the call forwarded to his or her manager.
  • the web client module 126 may provide similar validation, record creation, and information entry features and functions for employees who access the employee attendance module using a web client or browser interface. Text scripts as well as other interactive controls may be used to prompt the user for information related to the attendance event.
  • the database module 122 provides and supports a centralized database, the employee attendance database 108.
  • the database module may further support the definition of a process and steps for initial setup and configuration of the system.
  • organizational levels may be initialized and customized by an employer to reflect the way in which the employer conducts its business.
  • requirements for exporting information to external systems may be defined through the database module 122.
  • the employee attendance system may be electronically connected to a human resources system so that communications regarding employee absences are facilitated. If the absences for an employee exceed a particular threshold value, the employee attendance system may send a message to the human resources system so that a warned letter is generated and sent to the employee.
  • the ability to connect the employee attendance system to other systems may eliminate the need for a manager's intervention in many situations.
  • managers may define teams (i.e., employees organized by group or team) and administer the definitions of employee relationships as well as changes to employment.
  • the management module 124 supports the definition of explanation codes for attendance events as well as report parameters.
  • a manager using the management module 124 may view and adjust employee attendance event transaction records as well as add comments to employee attendance event transaction records.
  • the manager may also create employee attendance event transaction records for subordinates for a single day or consecutive days. Using this feature, the- manager can complete an employee attendance event transaction record for an employee who reports an absence or tardiness directly to the manager.
  • the reporting module 128 provides features and functions related to the reporting capabilities of the present invention. Reports that are generated include the most current and up-to-date information available from the employee attendance database 108.
  • reporting may be generated based on aggregated data for specified organizational levels or team definitions. Reports may also be generated for any time period of a 365-day rolling window. Core reports may further include an employee absent report by explanation or reason code (e.g., sick, tardy, both), employee history detail by time interval and date range, and hierarchical occurrence report based on frequency and trending.
  • the reporting module may provide a call history report that include IVR and web client event transactions.
  • a manager may establish criteria that is used in monitoring the employee attendance database for particular events.
  • the manager may request a notification when the threshold number of absences has been met.
  • the manager may also request a daily report indicating the total number of absences for the day. Other methods of statistical analysis may be performed on the attendance data as well.
  • the administration module 130 provides support for setup of all valid codes for a project, setup of organizational levels or teams for an employer, setup of new employee records or inactivation of existing employee records, setup for the IVR system, configuration of security levels, and application of them to roles and permissions for the various users of the system.
  • Projects may be defined based on employee identifiers or numbers or based on team identifiers.
  • access permissions may be defined for managers and employees.
  • step 140 an employee, whether a caller to the IVR system or a user of the web client interface, is prompted for a social security number or other identifier.
  • step 142 the employee's record is located in the employee attendance database.
  • the employee record may comprise an employee identifier or number, last name, first name, hire date, team identifier, and password. If the employee record is located, an attendance event transaction record is created in the next step 144.
  • a reference number is associated with the attendance event transaction record so that the record may be retrieved and modified. The reference number may be reported to the employee so that the employee can later prove he or she reported the absence or tardiness.
  • the record is also timestamped so it is known when the employee placed the call or accessed the system through the web server.
  • the attendance event transaction record may comprise a source that indicates whether the employee called or used the web client to report the event, an employee identifier or number, an entry date, an explanation code for attendance event, a telephone contact number, a team identifier, a status identifier (e.g., to indicate whether the employee is active, transferred, terminated, etc.), and a comment section.
  • the employee is prompted for an explanation for the attendance event. If the employee is (or will be) tardy, in the next step 148, the employee is prompted for an arrival hour. Then, in step 150, the employee is prompted for the minute of arrival. The employee may be asked to further designate with the arrival time is in the morning (AM) or evening (PM).
  • the arrival hour, arrival minute, and morning/evening information comprise the estimated time of arrival that the manager may use for scheduling or other purposes. If the employee is (or will be) absent rather than tardy as in step 152, the employee is then prompted for an explanation code in step 154. Explanation codes may relate to team meetings, training classes, offsite work, jury duty, personal appointments, illness, bereavement, maternity leave, disability, military duty, etc.
  • next step 156 the employee is prompted for a telephone number where the employee can be reached.
  • Next 158 a confirmation number is assigned to the attendance event transaction record.
  • the attendance event transaction record is saved in the employee attendance database in step 160 and forwarded to a scheduling system or other relevant systems in step 162.
  • FIG. 4 a flowchart of the primary steps for accessing attendance information in an example embodiment of the present invention is shown.
  • a manager may wish to access the attendance information in order analyze it and to review and change work schedules as they are impacted by employee attendance events. The manager may further wish to analyze the attendance data to view trends in absences and tardiness.
  • a manager who would like to access the records of the employee attendance database is prompted for a login and password. Upon authentication and verification of the manager's identity, the manager is prompted for information regarding the action to be taken in step 172. If the requested action is setup 174, the manager proceeds to complete activities related to system setup.
  • the manager may define employee relationships and assign employees to teams.
  • the manager may change employee relationships and team assignments as necessary.
  • the manager may define explanation codes that relate various reasons an employee may be late or absent. For example, explanation codes may be defined for team meetings, training classes, offsite work, jury duty, personal appointments, illness, bereavement, maternity leave, disability, military duty, etc.
  • the manager may define various reporting levels and other parameters for reports.
  • the manager may complete tasks to create an employee attendance event transaction record.
  • An employee attendance event transaction record may be completed when the employee calls the manager directly to discuss an absence or tardiness.
  • the manager in step 190 completes tasks to adjust the record. For example, the manager may inactivate a record, change a field (e.g., explanation code) in the record, or add comments to the record.
  • the manager completes tasks related to generation of reports. Referring to Fig.
  • an example login screen for an example embodiment of the present invention is shown.
  • a manager who would like to review information regarding employee attendance events may use a web client or browser to access and review information from the employee attendance database.
  • the manager may view a list of specific items of interest 200.
  • the items in the list may relate criteria defined by the manager for which notifications or reports are sent to the manager when the criteria are met. Records in the database are analyzed or polled periodically to determine if the notification criteria has been met. When the criteria are met, information regarding the records that meet the criteria is displayed to the manager. For example, the manager may request a notification when an employee has reported a certain number of absences within a specific time period. The manager may also request a notification when a certain employee has reported a tardiness. Notification criteria may also relate to aggregation of attendance event data.
  • the manager may ask for information regarding the total number of absences and/or tardiness for a particular group. This information may be helpful to the manager in deciding whether work schedule modifications are required.
  • notifications may based on criteria relating to employment policies in effect by the company.
  • the policies or rules may be stored in the employee attendance database, a human resources database, or any other location accessible to the employee attendance server.
  • the manager may be notified when certain employees are affected by a particular policy. For example, if the company has a policy that requires employees to take a leave of absence if they miss a threshold number of consecutive days, the manager may be notified when an employee has missed work for the threshold number of days and may further be notified of the company policy that requires the employee to take a leave of absence.
  • the screen may comprise a menu 210 with selections related to details of a selected employee's record.
  • the manager may specify a range of dates for which employee transaction records are accessed for review.
  • the manager may specify a beginning date 212 and an ending date 214.
  • the manager may supply an explanation code and comments 216.
  • FIG. 7 an example graph screen for an example embodiment of the present invention is shown. As shown in Fig. 7, information regarding attendance events for a project may be displayed graphically 222.
  • an example exceptions report screen for an example embodiment of the present invention is shown.
  • the manager may specify various criteria for selecting attendance event transaction records from the employee attendance database.
  • the manager may select one or more projects from a menu 230.
  • a title for the report 232 indicates what criteria have been selected.
  • a list of the attendance event transaction records meeting the selected criteria is then displayed.
  • the information displayed may comprise the date of the event, the name of employee who reported the event, and the reason for the event. The reason may be determined from an explanation code entered by the employee at the time the event was recorded.
  • the information displayed may further comprise a date and time period during which the events were recorded.
  • the information may comprise a project name that identifies a project with which the employee is associated.
  • the project identifier may be specified and only events related to employees associated with the specified project are displayed.
  • the information is displayed in rows as shown in Fig. 8.
  • each attendance event transaction record may comprise an identifier for the employee, the date the event was reported, an explanation code that identifies a reason for the event, a team or project identifier that identifies the team or project with which the employee is associated, a contact number for the employee, comments which may be entered by the employee or the employee's manager, and a transaction identifier or reference number.
  • the present invention provides a convenient and cost-effective system and method for an employee to inform an employer that he or she will not be reporting to work as scheduled. It is capable of tracking all absences and tardiness for an employee and maintains an ongoing record that may be reviewed and analyzed. In addition, it allows managers to comment on the employee's absences on a record- by-record basis. For example, certain absences may be excused while others are not. In addition to viewing records for individual employees, the absence and tardiness data is easily aggregated and analyzed to make the manager's job of planning and scheduling easier.

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Abstract

L'invention porte sur un système et un procédé automatisés d'enregistrement des événements relatifs à la présence d'un employé. Un employé absent ou en retard transmet les informations relatives à ses absences ou retards à un serveur (106) enregistrant la présence du personnel. L'employé peut transmettre l'information audit serveur par téléphone ou via une interface de navigation. Au reçu de l'information, le serveur enregistre un état des événements relatifs à la présence de employé dans une base de données (108) à laquelle le patron de l'employé à accès. Le patron dispose de moyens lui permettant de réviser les données enregistrées.
PCT/US2001/027254 2000-08-31 2001-08-31 Systeme et procede de transactions sur la presence du personnel Ceased WO2002019227A1 (fr)

Priority Applications (1)

Application Number Priority Date Filing Date Title
AU2001290602A AU2001290602A1 (en) 2000-08-31 2001-08-31 Employee attendance event transaction system and method

Applications Claiming Priority (2)

Application Number Priority Date Filing Date Title
US65263300A 2000-08-31 2000-08-31
US09/652,633 2000-08-31

Publications (1)

Publication Number Publication Date
WO2002019227A1 true WO2002019227A1 (fr) 2002-03-07

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PCT/US2001/027254 Ceased WO2002019227A1 (fr) 2000-08-31 2001-08-31 Systeme et procede de transactions sur la presence du personnel

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AU (1) AU2001290602A1 (fr)
WO (1) WO2002019227A1 (fr)

Cited By (5)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
US10229573B1 (en) * 2017-05-06 2019-03-12 David Lawrie Immediate alert for tracking movement via wireless tethered devices
US10296833B2 (en) 2015-09-04 2019-05-21 International Business Machines Corporation System and method for estimating missing attributes of future events
WO2019100384A1 (fr) * 2017-11-27 2019-05-31 齐心商用设备(深圳)有限公司 Procédé et dispositif de mise en œuvre de vérification de présence d'employé
WO2021060970A1 (fr) * 2019-09-27 2021-04-01 Mimos Berhad Système et procédé de structuration des données pour prédire une tendance de l'absentéisme des employés sur la base d'incidents
CN117151664A (zh) * 2023-10-24 2023-12-01 深圳市亲邻科技有限公司 一种外勤人员智能考勤方法与系统

Citations (1)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
US5717867A (en) * 1993-06-21 1998-02-10 Mirage Resorts, Incorporated Employee time entry and accounting system

Patent Citations (1)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
US5717867A (en) * 1993-06-21 1998-02-10 Mirage Resorts, Incorporated Employee time entry and accounting system

Cited By (5)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
US10296833B2 (en) 2015-09-04 2019-05-21 International Business Machines Corporation System and method for estimating missing attributes of future events
US10229573B1 (en) * 2017-05-06 2019-03-12 David Lawrie Immediate alert for tracking movement via wireless tethered devices
WO2019100384A1 (fr) * 2017-11-27 2019-05-31 齐心商用设备(深圳)有限公司 Procédé et dispositif de mise en œuvre de vérification de présence d'employé
WO2021060970A1 (fr) * 2019-09-27 2021-04-01 Mimos Berhad Système et procédé de structuration des données pour prédire une tendance de l'absentéisme des employés sur la base d'incidents
CN117151664A (zh) * 2023-10-24 2023-12-01 深圳市亲邻科技有限公司 一种外勤人员智能考勤方法与系统

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