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MATRIX

ROSTER MANAGEMENT
Right People with Right Skill at Right Job
Managers spend a lot of their time in forecasting, budgeting and
assigning employees to shifts. This not only reduces productivity of
managers but also increases the chances of flaws and inaccuracies in
roster due to manual assigning of duties.
Presenting Matrix Roster Management - an efficient tool to automate
and plan workforce for improving productivity and managing personnel
cost. It allows forecasting and budgeting of staffing requirements for
the future. This system simplifies the process of defining and managing
employee's duties. Comprehensive workforce analysis reports are
provided with an option of exporting data to third party software's like
payroll.

The Matrix Roster process helps in automating the management


of an entire workforce allowing managers and HR to concentrate
on more productive tasks. It starts by creating a detailed
employee database. It allows defining functions like contract
hours, wage level etc. for each employee. Depending on the
forecasting and budgeting of employees done for each shift, this
software assists in assigning relevant employee with the desired
skill set.

Key Features

Employees on the other hand are also given an option to notify the
management of their availability by accepting or rejecting shifts.
For analysis and future planning comprehensive reports are
provided with an option to export in various formats.

Employee Creation
Wide range of detailing for employees can be fed into
the system to build a strong database for the
organization. Various roster policies, employment
contract, employment type, base pay rate, work profile
and general rules can be defined during the employee
creation. Other details like department, category,
designation along with bank and personal information
can be added.
Employment Type and Contract
An authorized person can choose the employment
type for each employee from full time orpart time
employees as well as create additional employment
types depending on the requirement. A contract can
also be created to define the time duration and time
period with start and end time for each day. Moreover
there is an option to change employment type for
employees thus saving time of creating a new profile.

Pay Rate Flexibility


An authorized person can specify base pay rate as a
percentage of wage level for both contract and noncontractual hours using the pay rate flexibility feature. This
feature also permits to specify special rates for a defined day
and time period. This is useful to define rates for weekends,
night shifts, holidays, festivals etc. where organizations pay
different wages than the usual base pay.

Region based Labor Rules


This software gives an option to an organization of
customizing labor rules based on their region. Some of the
rules it allows are to define minimum and maximum hours
worked per day and per week, maximum shifts per day,
consecutive hours per shift or shift duration, maximum
work days in a week etc. An alert is sent in case of violation
of any rules to notify the authorized person.

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Defining Attendance Policy
To achieve authenticated attendance data, this software
allows defining attendance policies like maximum number
of punches allowed, late in/ late out and early in/ early out,
break late in/ late out and break early in/early out and
minimum time after which overtime starts prior and post
shifts.

Special Days
Special days need forecasting which would be different
from normal days. For example an organization wants to
have more employees working on Christmas. This feature
helps in planning for such days in advance. This is an
essential feature as wage rates can be different for
employees working on such days.
Fixed and Flexible Shifts
An authorized person can define a shift as fixed or flexible
shift. The shift start time, end time and duration is fixed if an
employee is assigned a fixed shift. For a flexible shift the
authorized person mentions the overall time period between
which the shift should start and end; break duration, number
of hours after which an employee can take a break and the
minimum hours to be worked between two breaks. This
provision is of importance especially in the IT industry.

Shift Pattern and Shift Matrix


Shift Pattern is required when an employee has to work on
multiple profiles in a given day and shift matrix is useful when
the schedule of an employee remains the same over a period
of time. Shift Matrix is an accumulation of shifts and shift
patterns over a range of period. This helps avoid manual
entries of repeatedly assigning shifts for each day.
Multi-Week Forecasting and Budgeting
Matrix Roster Management helps HR in forecasting
employee requirements and the cost associated with them.
Forecasting for personnel is done using three input
parameters:
1. Designation of employee
2. Category of employee based on skills
3. Number of employees
A day-wise budget is also calculated based on the shifts,
number of employees and their respective wage levels.

Roster Creation- Auto & Manual


Department-wise roster creation on a weekly basis can be
done using this software. It can be an auto roster in which
the system generates the roster based on the schedule and
forecast configured for the selected department. Auto roster
fetches a list of employees based on designation, skill, and
availability automatically. A blank roster with shift, date and
day is also generated which can be filled in case the
authorized person chooses manual creation of a roster. For
this option, the employees need to be fetched manually for
the shifts.
Department-wise Roster
Each department can have different shifts, work time,
special days, etc. Department-wise planning helps in
assigning designations, closure days, special days,
forecast and schedule for each department separately. This
helps in building a separate roster for each department thus
fulfilling all its needs.

Attendance Correction and Authorization


Attendance correction allows the user to make
modifications in actual entry/exit time. This can be done only
if punch history of the user is found for that particular day or
a shift has been assigned. Attendance authorization enables
the authorized person to approve events recorded in the
COSEC system in case of any roster policy violations. This
can be done for an individual or an entire department. For
example, it lets the authorized person approve late in/early
out or a punch found on a day off etc.
Integration with Employee Self Service Portal
The employee can avail various functions of Roster
Management using the Matrix Employee Self Service Portal.
An employee can apply for unavailability in advance so that
proxies can be decided and non-manned duties can be
assigned. Moreover, it also allows the employees to accept
or reject a shift which has been assigned to them so that the
management can identify their availability and plan
accordingly.
Notifications and Reminder
The software sends notifications and reminders to
employees and helps avoid any confusion about their shifts.
It sends a message if there are any updates or changes in the
roster so that the employees are made aware of the shifts in
advance to plan accordingly. It also sends messages to
remind employees of their shift to make sure the complete
workforce is available as expected to prevent stoppages in
work. Such notifications and reminders are essential so as
to fill up the empty duties in the roster.

Payroll Integration
Matrix Roster Management allows creating templates for
transferring data to 3rd party payroll software's. Selected
data can be exported in a predefined XML format which can
then be imported into 3rd party payroll applications. This
helps save a lot of time of the admin by preventing manual
input of data for each employee and avoiding human errors
in salary calculation.

Workforce Analysis Reports


Matrix Roster Management provides an exclusive range of
workforce analysis reports. It provides a list of work
schedule and unavailable employees, department-wise
details of unmanned positions in shifts, shift coverage
and roster details. It also gives a forecast report, budget
report which shows the difference between forecasted
workforce and budget against actual workforce and
budget.

Master Reports
Employment Contract
Employment Type
Wage Level
Award and Penalty
General Rules
Policy Shift
Shift Pattern
Shift Matrix
Hour Exception
Special Day
Work Profile

Transaction Reports
User Schedule
Unavailability
Non manned duties
Shift Coverage
Duties by Designation
Forecast
Budget
Roster
User by hour
Attendance
Authorization

ABOUT MATRIX
An ISO 9001 Company, Matrix is a leader in Telecom and Security solutions for modern businesses and enterprises. An innovative, technology
driven and customer focused organization; the company is committed to keep pace with the revolutions in the telecom and security industries. With
around 30% of its human resources dedicated to the development of new products, Matrix has launched cutting-edge products like IP-PBX,
Universal Gateways, VoIP Gateways and Terminals, GSM Gateways, Access Control and Time-Attendance Systems, Video Surveillance System
and Fire Alarm Systems. These solutions are feature-rich, reliable and conform to the international standards. Having global foot-prints in Asia,
Europe, North America, South America and Africa through an extensive network of more than 500 channel partners, Matrix ensures that the
products serve the needs of its customers faster and longer. Matrix has gained trust and admiration of more than 3,500,000 customers representing
the entire spectrum of industries. Matrix has won many international awards for its innovative products.

MATRIX COMSEC
Head Office
394 - GIDC, Makarpura, Vadodara - 390 010, India.
Ph: +91 265 2630555, Fax: +91 265 2636598
E-mail: Inquiry@MatrixComSec.com
SMS MATRIX to +91 99987 55555
Factory
39 GIDC, Waghodia, Dist. Vadodara - 391 760, India.
Ph: +91 2668 262056/57, Fax: +91 2668 262631

www.MatrixSecuSol.com
Due to continuous technology upgradations, product specifications are subject to change without notice.

V1.R1 May12

For further information, please contact:

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