Vasudha Hospital Payroll Process Structure
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anupam822Vasudha Hospital Payroll Process Structure
Uploaded by
anupam822Hospital Attendance & Payroll Process Structure
For Vasudha Hospital, Hyderabad
1. Project Objective
Develop a Hospital HRMS & Payroll Management System integrated with biometric
attendance, shift management, leave management, permission workflow, and payroll
processing.
The system should support:
• Rotational shifts
• Weekly shift roster creation by supervisors
• Biometric attendance integration
• Leave management
• Attendance correction workflow
• Emergency shift continuation
• Double-shift handling
• Payroll calculation
• Audit tracking
• Rule-based attendance processing
2. Key Business Understanding
Unlike regular companies, hospitals work 24/7 and employees work based on operational
requirements.
Key requirements:
• Rotational shifts
• Dynamic shift changes
• Rotational week offs
• Shift continuation
• Emergency duty handling
• Attendance corrections
• Permission approvals
• Cross-date attendance handling
• Multiple punch support
3. High-Level System Flow
Supervisor Creates Shift Roster
↓
Employees Work According To Shift
↓
Biometric Captures Attendance
↓
Raw Logs Stored
↓
Attendance Engine Processes Logs
↓
Shift Mapping & Rule Validation
↓
Exception / Permission Handling
↓
Attendance Finalization
↓
Payroll Calculation
↓
Payslip & Reports
4. Core Modules
1. Employee Management
2. Department Management
3. Shift Management
4. Roster Management
5. Biometric Integration
6. Attendance Processing Engine
7. Permission Management
8. Leave Management
9. Attendance Regularization
10. Overtime Management
11. Payroll Engine
12. Approval Workflow
13. Audit Logs
14. Reports & Analytics
5. Weekly Shift Roster Flow
Supervisor Login
↓
Select Week
↓
Assign Employee Shifts
↓
Assign Rotational Week Offs
↓
Publish Roster
↓
Employees Can View Assigned Shifts
6. Shift Types
• Morning Shift: 6 AM – 2 PM
• Evening Shift: 2 PM – 10 PM
• Night Shift: 10 PM – 6 AM
• General Shift: 9 AM – 6 PM
7. Biometric Attendance Flow
Employee Punches IN/OUT
↓
Biometric Device Captures:
- Employee ID
- Date
- Time
- Device ID
↓
System Pulls Attendance Logs
↓
Raw Logs Stored (Non-editable)
8. Attendance Processing Engine
Attendance should be processed based on:
• Shift Timing
• Roster Assignment
• Permissions
• Leave Status
• Emergency Continuation
• Attendance Rules
9. Important Attendance Scenarios
Scenario 1: Normal Shift Attendance
• Employee works assigned shift normally.
• System marks Present.
Scenario 2: Late Coming With Permission
• Employee informs supervisor.
• Supervisor approves permission.
• No salary deduction.
Scenario 3: Missing Punch
• Supervisor corrects punch.
• Reason and audit logs stored.
Scenario 4: Night Shift
• Cross-date attendance supported.
Scenario 5: Double Shift Continuation
• Employee may continue another shift.
• Supervisor selects:
1. OT Applicable
2. OT Not Applicable
Important:
Extra hours should NOT always be treated as OT.
10. Shift Continuation Flow
Employee Continues Work
↓
Supervisor Marks:
"Shift Continuation"
↓
Select Continuation Type:
1. OT Applicable
2. OT Not Applicable
↓
Attendance Engine Processes Accordingly
11. Permission Management
Supported permission types:
• Late Entry
• Early Exit
• Temporary Permission
• Missed Punch
• Shift Continuation
• Emergency Duty
Flow:
Attendance Issue Detected
↓
Supervisor Reviews
↓
Approve / Reject / Modify
↓
Reason Added
↓
Audit Log Stored
↓
Attendance Updated
12. Leave Management
Supported leave types:
• Casual Leave (CL)
• Sick Leave (SL)
• Earned Leave (EL)
• Comp Off (CO)
• Loss Of Pay (LOP)
• Half Day (HD)
Flow:
Employee Applies Leave
↓
Supervisor Approval
↓
Leave Balance Validation
↓
Attendance Updated
↓
Payroll Updated
13. Attendance Finalization
Biometric Logs Processed
↓
All Exceptions Resolved
↓
Permissions Approved
↓
Leave Updated
↓
Attendance Frozen
After freeze:
No changes allowed without admin override.
14. Payroll Processing Flow
Fetch Final Attendance
↓
Calculate:
- Present Days
- Leave Days
- LOP
- OT
- Shift Allowance
- Night Allowance
↓
Apply Salary Rules
↓
Apply Deductions
↓
Generate Net Salary
15. Audit Log Requirement
Every manual action should be tracked:
• Attendance edits
• Permission approvals
• Shift changes
• OT approvals
• Leave approvals
Stored details:
• Old value
• New value
• Approved by
• Timestamp
• Reason
16. Important Technical Rules
RULE 1:
Raw biometric logs should NEVER be editable.
RULE 2:
Attendance corrections should happen only through approval workflow.
RULE 3:
OT should NOT be auto-calculated only based on extra hours.
Formula:
Extra Hours
+ Supervisor Approval
+ Hospital Policy
= OT Eligibility
RULE 4:
Shift continuation should support:
• OT Applicable
• Non-OT Continuation
17. Recommended Database Tables
Employees
Departments
Shifts
Shift_Roster
Biometric_Logs
Attendance_Processed
Attendance_Exceptions
Permission_Requests
Shift_Continuations
Leave_Applications
Leave_Balances
Overtime_Records
Payroll
Approval_History
Audit_Logs
18. Final Enterprise Workflow
Supervisor Creates Shift Roster
↓
Employees Work Based On Assigned Shift
↓
Biometric Captures Attendance
↓
Attendance Engine Maps Shift
↓
System Detects Exceptions
↓
Supervisor Reviews Exceptions
↓
Shift Continuation / Permissions Processed
↓
Leave & Attendance Finalized
↓
Payroll Engine Calculates Salary
↓
Payslip Generated
19. Final Recommendation
Build the system as a configurable rule-based hospital workforce management system.
The system must support:
• Dynamic shifts
• Human approvals
• Emergency continuation
• Non-OT double shifts
• Flexible attendance rules
• Audit-based payroll processing