This is because the new staff(s) / student(s) not yet migrate on e-attendance client.

1. Step 1: (Download card Info)
   To migrate staff(s) / student(s), please go to SMS->E-Attendance->Attendance Parameter->Card Info Download To Client. Select “By Student” or “By Staff”. Click “Submit” to download card info.
2. Step 2: (Upload card Info)
   On E-attendance client, go to menu bar Tool->Import Data, select data that download from SMS. Please wait till pop-up message migrate successful. This may take time, depending of size of migrate file.

One of the integration between SMS e-Attendance Module and SMS Basic Module is to allow the student attendance records taken in e-Attendance Module to be updated in SMS Basic Module.

User is required to perform attendance update process via SMS e-attendance ~ > Attendance Processing~>Student Class Attendance Update. This process will duplicate attendance data records from e-Attendance Module into SMS Basic Module. The updated student attendance records can be inquired via SMS Basic and also reported in examination reports eg Report Card or General Exam Result Enquiry.

Student Class Attendance Update process has to be carried in DAILY manner. User is required to fix a specific time to perform Student Class Attendance Update in order to ensure that the attendance records in both modules are in sync. In the event whereby the students are still allowed to clock in after Student Class Attendance Update, user is required to re-process Student Class Attendance to overwrite the existing records. Thereafter, respective form teacher or school admin is required to update reason for students who are absent.

User is able to monitor staff attendance record via e-attendance module under various type of enquiry, such as staff absent, staff late, staff attendance summary and yearly attendance/absent analysis and etc.

Pls take note that in order to ensure all the academic or non academic staff by particular staff attendance are captured, all the relevant information like parameter staff clock in/out setting & access card must be setup into the respective functions provided under SMS E-Attendance Module ~ > Parameter setting.  Please follow the enquiry option as follow]

1. Staff Late
This enquiry shall show staffs that are late for the day, to do it, pls go to Enquiry ~ > Staff Attendance ~ > Staff Late.

2. Staff Absent
This enquiry show staffs that are absent for a specified day. Go to Enquiry-> Staff Attendance-> Staff Absent.

3. Daily Clock-out Details
This is view the daily clock-out details of the staff in school. go to Enquiry->Staff Attendance Daily-> Clock-Out Details.

4. Clock-Out Within Session
With this features available, school would know which staff that clock-out from the time the query is earlier. To initiate this enquiry, go to Enquiry->Staff Attendance-> Clock-Out Within Session.

5. Staff Attendance Summary
This enquiry allows user to view staff attendance history, such as the number of times a staff has been late, absent and excused absent by date range or individual month, To do this click on menu bar, Enquiry~> Staff Attendance~>Staff Attendance Summary~>By Date Range/Month.

6. Staff Daily Transaction
This is to inquire the clock in and out details for each staff within a specified date range with total absent count and late count. go to SMS – E – Attendance – > Enquiry -> Staff Attendance -> Staff Daily Transaction

7. Staff Attendance/absent Analysis
This is for user to view the Yearly Analysis in single page of the percentage of staff present/absent and breakdown by month. please go to SMS E – Attendance ~> Enquiry ~> Staff Attendance ~ > Attendance Analysis ~ > Staff Yearly Attendance/Absent Analysis.

If the school admin would like to view latest 20 people who clock in, system would able to show on the real time transaction where the staff shall be. We can view the attendance user group by Staff/Student or both on the same time. System will auto refresh in every 30 seconds to show the latest records of the entries. To initiate the enquiry, go to Enquiry ->Real Time Transaction.

For schools would like to implement our E-Attendance Module in order to integrate with other SMS existing modules running in your school, this is few step school need to follow:-

1.    Hardware – pre-requisites
School must prepare to ready an Attendance PC with monitor screen to run daily clock in/out thru Attendance machine reader. Suggested minimum system requirements: Pentium 4+, 512RAM, 80GB HDD, Window XP and above.  Additional Software requirement need to be installed on attendance PCs: –
(i)    TeamViewer S/W – This is used to for technical staff to remotely access to attendance pc for install e-attendance client S/w and .net framework.
(ii)    .Net Framework (Version 1.1) – is a software framework that can be installed on computers running Microsoft Windows operating systems.
(iii)    E – attendance client S/W UZ (Version 1.0.25) – is used to capture daily attendance clock in/out data for student/staff and ensures that you’d installed .net framework before install the client s/w.

2. Parameter Time Clock In/Out Setting for Student/Staff
Please set up the clock-in and clock-out time for each working day for all types of staff (e.g. academic and non-academic) at e-attendance module ~ Parameter ~ > Staff Clock in/out Time. Thereafter, an electronic access card (with a unique pre-defined number) shall be issued to each staff/Student. A record of the cardholder (staff/Student) must be kept in the system to link the card with the staff/Student. To create the record, go to Attendance Parameter->Staff/Student Access Card ->Create.

For student clock in time parameter, user has to create class timetable, as 1st periods of timetable will be used clock in time for student. Pls refer to FAQ If I want to create timetable manually, what do I need to do? for details

3.  Import appropriate Student/Staff Data into Client Attendance S/W.
User is required to download the relevant card info, including student/staff photo, card info etc for E-Attendance Client updating, to complete the process, please click on Attendance Parameter ~ > Card info Download to Client. Once Download card info process is completed, Login to e-attendance client S/W and go to import data to upload student/staff cards information into attendance client pc, to do it, please click on Tools ~> Import Data.

Staff leave management has been incorporated into e-Attendance Module as a newly enhanced feature. This feature enables various types of leaves such as Annual Leave, Maternity Leave, Compassionate Leave, Sick Leave-Government, Sick Leave-Private, Unpaid Leave and Unrecorded Leave to be easily managed by capturing staffs’ leave entitlements, requests, approval and balances. Leave application is also integrated with e-attendance where the staff absent on the day of taking leave shall be remarked based on leave type applied eg annual leave, sick leave-government, etc

Followings are the illustrated example on how to manage staff leave by School Admin.

Step 1 – Record Staff Leave Entitlement by School Admin

Staffs’ leave entitlement records must be created first before the staff is eligible to apply leave. School Admin is required to record the staff leave entitlement for the following leave types:
– Annual Leave
– Sick Leave – Government
– Sick Leave – Private

To create the leave entitlement record, go to How to create leave entitlement.

Step 2: To apply leave by School Admin

All leave requests shall be submitted through School Admin to the School Principal for approval. To initiate the request, please click on the link How to apply leave for details. System shall assign a task number for tracking such request. All leave requests are to be approved by School Principal.

Step 3: To approve / reject Leave Request by School Principal

School Principal is allowed to approve or reject the leave request. All the leave requests which are pending for approval are displayed on the School Principal’s ‘Task List’. Please click on the link How to approve / reject leave Request for details.

Step 4 – To acknowledge approved / rejected leave

To acknowledge approved / rejected leave, School Admin is required to go to Outstanding Task Page under his / her Desktop. For details, please click on the link How to acknowledge approved / rejected leave.

Step 5 – To inquire leave Attended from Staff Profile under “Training” tab

To inquire courses attended by staff, please click on the link SMS Basic  -> Enquiry  -> Staff Information under “Leave” tab.

Step 6 – To inquire list of staffs who are on training

To inquire staffs who had on leave within selected date range, please click on the link How to inquire staffs who are On Leave.

Step 7 – To verify Staff Attendance Data

To verify the staff attendance on the day of taking leave, please click on the link e-Attendance  -> Enquiry  -> Staff Attendance -> Clock in Time (All Staff).

Staff training management has been incorporated into e-Attendance Module as a newly enhanced feature. Information on staff training, which includes staff’s submission of request, approval and training details such as organizer, location, duration and costs shall be under a workflow system with all the related data captured in the system. This shall enable the staff development through school’s training programs and budgets to be managed efficiently. Staff training is also integrated with e-Attendance where the staff absent on the day of training shall be remarked as “On Course”.

Followings are the illustrated example on how to manage staff training by School Admin.

Step 1 – To submit Training Request by School Admin

To initiate the request, please click on the link How to initiate Training Request for details. System shall assign a task number for tracking such request. All training requests are to be approved by School Principal.

Step 2: To approve / reject Training Request by School Principal

School Principal is allowed to approve or reject the training request. All the training requests which are pending for approval are displayed on the School Principal’s ‘Task List’. Please click on the link How to approve / reject Training Request for details.

Step 3 – To acknowledge approved / rejected Training

To acknowledge approved / rejected training, School Admin is required to go to Outstanding Task Page under his / her Desktop. For details, please click on the link How to acknowledge approved / rejected Training.

Step 4 – To submit Training Report by Staff who has attended the training

Staff who has attended the training is required to submit the training report as well as upload related training materials for record keeping and sharing among other staff. To write the training report, please click on the link How to submit Training Report.

Step 5 – To inquire Course Attended from Staff Profile under “Training” tab

To inquire courses attended by staff, please click on the link SMS Basic  -> Enquiry  -> Staff Information under “Training” tab.

Step 6 – To inquire list of staffs who are on training

To inquire staffs who had on course within selected date range, please click on the link How to inquire staffs who are On Training.

Step 7 – To verify Staff Attendance Data

To verify the staff attendance on the day of taking leave, please click on the link e-Attendance  -> Enquiry  -> Staff Attendance -> Clock in Time (All Staff).

Staff on official duty has been incorporated into e-Attendance Module as a newly enhanced feature. Information on staff on official duty, which includes staff’s submission of request, approval and assigned duty details such as destination, start and end date, duration, purpose and costs shall be under a workflow system with all the related data captured in the system. This shall enable the staff on official duty to be managed efficiently. Staff on official duty is also integrated with e-Attendance where the staff absent on the day of duty shall be remarked as “On Official Trip”.

Followings are the illustrated example on how to manage staff official duty by School Admin.

Step 1: To submit Official Duty Request by School Admin

All official duty requests shall be submitted through School Admin to the School Principal for approval. To initiate the request, please click on the link How to initiate Official Duty Request for details.

Step 2: To approve / reject Official Duty Request by School Principal

School Principal is allowed to approve or reject the official duty request. All the official duty requests which are pending for approval are displayed on the School Principal’s ‘Task List’. Please click on the link How to approve / reject Official Duty Request for details.

Step 3 – To acknowledge approved / rejected Official Duty Request

To acknowledge approved / rejected Official Duty request, School Admin is required to go to Outstanding Task Page under his / her Desktop. For details, please click on the link How to acknowledge approved / rejected official duty for details.

Step 4: To inquiry Official Duty request detail from Staff Profile under “Official Duty” Tab

To inquire official duty assigned to the staff, please click on the link SMS Basic ~>Enquiry ~> Staff Information under Official Duty tab.

Step 5:  To inquire list of staffs who are on Official Duty

To inquire staffs who had taken official duty within selected dated range, please click on the link How to inquire staffs on official duty for details.

Step 6: To verify Staff Attendance Data

To verify the staff attendance on the day of taking leave, please click on the link e-Attendance ~> Enquiry ~> Staff Attendance ~> Clock in Time (All Staff).

In order to keep track the clock-in/out time setting by different time period, school shall not edit/delete the clock-in/out setting but rather to create new clock-in/out time setting with desired effective start date.

This will accommodate system to always referring to the historical time setting for accurate attendance status reporting.

You need to amend the “normal” clock-in/out time setup for afternoon session on for that day only by changing the clock-in/out time same as morning session by go to E-Attendance module -> Attendance Parameter -> Staff Clock-In/Out Time Setup.

After processing of Staff Latecomer Process the next day, revert the setting to normal hours.