MATRIX ROSTER MANAGEMENTRight 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.

Key

Fe

atu

res 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” or“part 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.

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.

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.

Pay Rate Flexibility

An authorized person can specify “base pay rate” as a

percentage of wage level for both contract and non-

contractual 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.

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.

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.

\

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 rdtransferring data to 3 party payroll software's. Selected

data can be exported in a predefined XML format which can rdthen be imported into 3 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.

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

Factory39 GIDC, Waghodia, Dist. Vadodara - 391 760, India. Ph: +91 2668 262056/57, Fax: +91 2668 262631

Head Office394 - GIDC, Makarpura, Vadodara - 390 010, India. Ph: +91 265 2630555, Fax: +91 265 2636598 E-mail: Inquiry@MatrixComSec.comSMS ‘MATRIX’ to +91 99987 55555

www.MatrixSecuSol.com

For further information, please contact:

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.

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MATRIX COMSEC

ABOUT MATRIX

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

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.