Delay OverTime Calculation for Penalty and Reward

[jigneshpshah]

• Overall Design Diagram

• Create Employee Checkin Doctype

• Attendance doctype field additions

• Shift Doctype - Fields Addition

• Delay Penalty Rules Doctype

• Company > Payroll Settings

• Company > Payroll Settings > Delay and OverTime Calculation Settings

• Delay OverTime Entry (like Payroll Entry) with Calculation Logic

• Additional Salary Record Creation based on Delay OverTime Entry

• Preconditions and Standard Data

• Daily Night Scriptto convert Employee Checkin to Attendance doctype

• Salary Component > add flag > is delay and overtime applicable

• Department Doctype ( Add field = Overtime Multiplication Factor, field Type =float)

[jigneshpshah]

Employee Checkin DocType Fields

Field	Type	Remarks
EMPID	Link	Employee
RFID	Data	Linked with employee.rfid
InTime	DateTime
OutTime	DateTime
Duration	Time HH:MM:SS	Readonly , auto calculated based on in-out info
Device Tag	Select Options CheckIn, CheckOut,BreakIn,BreakOut,OTIn,OTOut	Could be used to store few more information for the record from the device. E.g. Few device support explicit checkin, out parameter from the employee

[jigneshpshah]

Attendance Doctype

Field	Type	Remarks
Employee ID	Link	ERPNext Employeee ID
Attendance Date	Date	employee.deviceemployeeid
Status	Select
Leave Type	Link
CheckIn CheckOut	Section	Everything below from here are new fields
Checkin Time	DateTime	It will have the final check-in info for the day for the employee
Checkout Time	DateTime	It will have the final checkout info for the day for the employee
Duration	Readonly (HH:MM:SS)	Difference between checkout and checkin
Delay OverTime Info	Section
Shift	Link	Shift assigned for the attendance date from shift assignment doctype
Shift In Time	ReadOnly	Fetch From Shift, , Keeping it here to maintain information for that day
Shift Out Time	ReadOnly	Fetch From Shift , Keeping it here to maintain information for that day
Shift Duration	ReadOnly	Fetch From Shift , Keeping it for info and for delay and overtime calculation
Delay (in Mins)	Int	Total Delay for the day
OverTIme (in Mins)	Int	Total Overtime for the day
Is Review Required	checkbox	Default value 0

[jigneshpshah]

Shift Doctype

Shift	In Time	Out Time	Ignore Delay (in Mins)	Ignore Ealry Out (in Mins)	Min Overtime (in Mins)	Max Overtime Allowed	Delay Penalty Based on	Early Checkout Penalty Based on
Morning	8:00	17:00	15	15	60	120	Actual Minutes/ Delay Rules Table	Actual Minutes

[jigneshpshah]

Delay Penalty Rules DocType

Shift	From Time	To Time	Penalty (in Mins)
Morning	8:16	9:00	60
Morning	9:01	10:00	120
Morning	10:01	11:00	180
Morning	11:01	12:00	240
Morning	12:01	17:00	300

[jigneshpshah]

Delay OverTime Entry (like Payroll Entry)
Same Structure as that of Payroll Entry Form

Filter Criteria and based on that Get Employees

Filter Criteria
Company
Branch
Department
Designation
Shift
From Date
To Date

Field	Type	Remark
Series	Data	DOE-.YY.MM.-####
Employee Delay OverTime	Child Table
Payroll Date	Date
From Date	Date
To Date	Date

Employee Delay OverTime Table

Employee	RFID Tag	Total Delay (in Mins)	Total Delay Amount	Total OverTime ( in Mins)	Total OverTime Amount
E001/Ramesh	1001	20	500	60	1800

For each record in the delay and overtime table, 2 records will be created in additional salary doctype for the employee

1. for delay ( if > 0)
2. for overtime ( if >0)

Logical Steps to calculate Delay and OverTime (in Mins)

1. Sum all DelayTime from Attendance Doctye for the provided From and To Date Range
2. Sum all OverTime from Attendance Doctye for the provided From and To Date Range

To Calculate the per minute amount for OverTime and Delay

For all Employees start in Loop

1. For each employee check if the shift duration is unique across all records in attendance doctype between the from date and to date

2. If yes then store it in local loop variable for that employee if no need to break the records shiftwise between the said period and loop in that slice.

3. Get the Salary Components from the assigned salary structure for the employee for which the flag (is delay and overtime applicable) is set true , sum all such components and divide it by 30 or calendar days based on Company Payroll Settings / no of working hours in the shift ( as calculated in point 1,2 )/ 60.

4. For Overtime based on multiplication factor multiply the amount .

[jigneshpshah]

Company > Payroll Settings (Section) > Delay and OverTime Calculation Settings (sub- section)

Delay and OverTime Settings

Calculate Per min Salary Based on
Select Options

          1. Working Days
          2. Fixed Days

if Fixed Days , Please Mention No. Of Fixed Days = 30 (Default Value)

What IF	Rules
If CheckIn Found and No Checkout Record found	Options : 1. Automatically update shift checkout time
--	2. Manually correct attendance records. ( default value)
If Checkout Found and No Checkin Record found	Options : 1. Automatically update shift checkin time
--	2. Manually correct attendance records. ( default value)

• Consider Hours on Holiday as Overtime
  checkbox , default = false

system will ignore the checkin, checkouts on non-working days / holiday.

4. OverTime Multiplication Factor (Int)
   default value = 1

*OverTime Multiplication Factor set at department wise will have higher priority.

• Future Priority could be in the below order ( from highest to lowest),

Level	Priority
Employee	1
Designation	2
Department	3
Company	4

• Ignore Delay and OverTime Calculation for Additional Salary
  in below order ( Highest to Lowest)

Level	Priority
Employee	1
Company	2

[jigneshpshah]

Biometric ERPNext Integration Attendance Design

[jigneshpshah]

Daily Night Script , maintain Log for the same
will run at 11 pm daily.

Field	Type	Remark
Processing Date	Date
Status	Select	Error , Success
Employees Processed	int	count of the employees processed
Error Log	Code	Detailed Error Log

Employee Attendance Script

Logic

1. Check if it is holiday for today for the employee, Ignore records of Employee-checkin. Don't create any relevant records in attendance doctype.

2. if it is working day (non-holiday) , check if already attendance record exist for employee, then mark that employee for Review Flag in Attendance Doctype Record.

3. If it is working day , check if multiple records exist for an employee, fetch minimum - checkin and maximum checkout , and difference as duration.

4. if the min checkin is less than the shift in time, calculate delay through function
   ( * can define a function which takes arguments shift , checkin-time and returns delay based on the rules applicable for that shift )

5. if max checkout time is greater than the shift out time, calculate overtime through function
   ( * can define a function which takes arguments shift , checkout-time and returns overtime based on the rules applicable for that shift )

At the End, Send Script Run Report .

[jigneshpshah]

Precondition
required if delay and overtime calculation need

1. Holiday List should be present and assigned to each company
2. Employee needs to have salary structure.

Standards Data (not to delete)

Salary Components
1. Delay
2. OverTime

[ashish-greycube]

Employee Checkin DocType Fields

Field Type Remarks
EMPID Link Employee
RFID Data Linked with employee.rfid
InTime DateTime  
OutTime DateTime  
Duration Time HH:MM:SS Readonly , auto calculated based on in-out info
Device Tag Select
Options
CheckIn, CheckOut,BreakIn,BreakOut,OTIn,OTOut Could be used to store few more information for the record from the device. E.g. Few device support explicit checkin, out parameter from the employee

Do we require company field here?
No. Since in Employee Doctype company field is already there.

[ashish-greycube]

Attendance Doctype

Field Type Remarks
Employee ID Link ERPNext Employeee ID
Attendance Date Date employee.deviceemployeeid
Status Select  
Leave Type Link  
CheckIn CheckOut Section  
Checkin Time DateTime It will have the final check-in info for the day for the employee
Checkout Time DateTime It will have the final checkout info for the day for the employee
Duration Readonly (HH:MM:SS) Difference between checkout and checkin
Delay OverTime Info Section  
Shift Link Shift assigned for the attendance date from shift assignment doctype
Shift In Time ReadOnly Fetch From Shift, , Keeping it here to maintain information for that day
Shift Out Time ReadOnly Fetch From Shift , Keeping it here to maintain information for that day
Shift Duration ReadOnly Fetch From Shift , Keeping it for info and for delay and overtime calculation
Delay (in Mins) Int Total Delay for the day
OverTIme (in Mins) Int Total Overtime for the day

Indicate which are new fields?
CheckIn CheckOut | Section |  Everything below from here are new fields , Updated in the original comment.

[ashish-greycube]

Delay Penalty Rules DocType

Shift From Time To Time Penalty (in Mins)
Morning 8:16 9:00 60
Morning 9:01 10:00 120
Morning 10:01 11:00 180
Morning 11:01 12:00 240
Morning 12:01 17:00 300

If delay is more than say 3 hours (in 8 hour shift) do you want to call it half-day?
No. Penalty based on Delay Penalty Rules. ( Not Half Day).

[ashish-greycube]

Do we require company field here?
No. Since in Employee Doctype company field is already there.

ESSO had company field not sure why? https://raw.githubusercontent.com/creamdory/erpnext/c1971a3ffa5aa9c816c6e50ffbf56dd95c032fa9/erpnext/hr/doctype/employee_checkin/employee_checkin.json