Create opportunities for reporters to self-identify discrepancies in their past timecard data.
1. Issue: Mistakes in Timecard Entries
SharaShara Systems is a company that specializes in custom system development for businesses. Employee payroll is calculated based on attendance data. If there are any discrepancies in this data, it directly leads to errors in salary payments. Therefore, the administration department rigorously checks the content to ensure accuracy.
However, as SharaShara Systems is in a growth phase, the number of employees has increased, leading to a rapid surge in the volume of attendance reports that need checking. As a result, the number of errors discovered is also trending upwards. Furthermore, with active new hiring, both the quantity of attendance reports and the incidence of errors are expected to continue rising in the future.
Overlooking attendance discrepancies significantly increases the risk of incorrect wage payments, which can severely damage a company’s credibility and brand value. Therefore, it’s crucial to implement concrete measures immediately to mitigate this risk.
2. Solution: Automatically extract reports from the past 14 days
The process owner determined it was crucial for employees to identify attendance reporting errors themselves at an early stage. To achieve this, a step was added to the workflow, automatically extracting attendance report data from the past 14 days before employees submit their clock-in times.
Now, every day, when employees access the screen to report their clock-in time, the past 14 days of their attendance data will be displayed.
Before
View details of the workflow diagram
s1. Weekday 7:00 AM (Timer Start Event)
The flow automatically starts for all employees every weekday at 7:00 AM.
1. Report Clock-In Time
Employees enter their clock-in time when they begin work.
x1. “Working” Status
The “Attendance Status” data field is set to “Working.”
2. Report Clock-Out Time
Employees enter their break time and clock-out time when they finish work. Their work hours are automatically calculated.
x2. “Work Finished” Status
The “Attendance Status” data field is set to “Work Finished.”
x4. Clock-In/Out Data AI Evaluation
AI evaluates the clock-in/out data and outputs the evaluation results.
3. Confirm Work Hours
The employee’s supervisor reviews the employee’s reported clock-in time, break time, clock-out time, and work hours.
They can also view the AI-generated evaluation results from “x4. Clock-In/Out Data AI Evaluation.”
2x. Handle Revisions
Employees review the reason for the revision and correct their clock-in time, break time, and clock-out time.
x3. “Leave” Status
The “Attendance Status” data field is set to “Leave.”
After
View details of the workflow diagram
s1. Weekday 7:00 AM (Timer Start Event)
The flow automatically starts for all employees every weekday at 7:00 AM.
x5. Extract All Employee Attendance Data
Attendance report data for all employees from the past 14 days is automatically extracted.
x6. Extract Applicant’s Attendance Data
From the data extracted in “x5. Extract All Employee Attendance Data,” only the applicant’s data is automatically extracted.
x7. Process Attendance Data 1
Unnecessary data is automatically deleted from the data extracted in “x6. Extract Applicant’s Attendance Data.”
x8. Process Attendance Data 2
The data processed in “x7. Process Attendance Data 1” is converted into Markdown format.
1. Report Clock-In Time
Employees enter their clock-in time when they begin work.
x1. “Working” Status
The “Attendance Status” data field is set to “Working.”
2. Report Clock-Out Time
Employees enter their break time and clock-out time when they finish work. Their work hours are automatically calculated.
x2. “Work Finished” Status
The “Attendance Status” data field is set to “Work Finished.”
x4. Clock-In/Out Data AI Evaluation
AI evaluates the clock-in/out data and outputs the evaluation results.
3. Confirm Work Hours
The employee’s supervisor reviews the employee’s reported clock-in time, break time, clock-out time, and work hours. They can also view the AI-generated evaluation results from “x4. Clock-In/Out Data AI Evaluation.”
2x. Handle Revisions
Employees review the reason for the revision and correct their clock-in time, break time, and clock-out time.
x3. “Leave” Status
The “Attendance Status” data field is set to “Leave.”
Compare Before/After
3. Benefits
Improved Payroll Accuracy
By automatically extracting 14 days of past attendance data, employees can now easily spot errors in their own time reports. This boosts the accuracy of attendance reporting, which in turn reduces payroll errors. As a result, you’ll see fewer incorrect salary payments and a lighter workload for the accounting department.
Protected Company Credibility and Brand Value
Incorrect salary payments are a direct hit to a company’s credibility. By reducing these errors, you can proactively prevent trust issues and safeguard your brand value.
Enhanced Employee Self-Management
Regularly reviewing their own attendance data helps employees develop a stronger sense of self-management. This reinforces attendance discipline, which is expected to lead to an overall improvement in attendance rates and productivity.
4. Other Business Applications
The mechanism of automatically extracting past work performance data and enabling it to be used to perform tasks can be applied to the following business operations:
Customer Support
Automatically pulling up past inquiry histories makes it easier to understand a customer’s previous issues and interests. This allows for more accurate and personalized support, potentially leading to higher customer satisfaction.
Information Security Management
Regularly checking and reporting on system account registration becomes even more efficient by referencing past report histories. Looking at this history helps you clearly identify differences from previous reports, enabling a quicker response if any improper registrations occur.
Expense Management
When making purchase requests for items within your department, you’ll be able to refer to past expense usage. This helps you understand the current budget consumption, making it easier to decide if a purchase is necessary or which items to choose.