# DIAL Cleaning Project — Scheduling and Attendance Clarifications

**Document date:** 23 June 2026  
**Purpose:** Functional clarification and implementation reference for the Scheduling, Attendance, Employee Profile, Leave, and Asset Profile modules.

---

## 1. Scheduling Module

### SCH-01 — Schedule creation

- The Admin creates zone-wise schedules in the web admin panel.
- Schedules are created quarterly.

### SCH-02 — Approval workflow

1. Admin prepares the quarterly schedule.
2. Project Manager (PM) reviews it.
3. PM exports the schedule as PDF or XLSX and sends it to the DIAL Representative outside the system.
4. After receiving DIAL approval, PM approves the schedule in the system.
5. The schedule is then released for execution.

**System rule:** The schedule status becomes `Approved` when the PM approves it in the system. DIAL approval is obtained offline and is not a separate in-system approval step.

### SCH-03 — Schedule statuses

- `Draft`: Created by Admin but not yet approved by PM.
- `Active`: Approved by PM and currently in effect.

### SCH-04 — Resource allocation

Admin allocates the following resources for the full quarter:

- Supervisor
- Operator
- Operatives
- Equipment

Assignments may be changed later, but only through the approved change workflow.

### SCH-05 — Editing an approved schedule

Admin may edit a schedule at any of these levels:

- Daily
- Weekly
- Monthly
- Entire quarter

Workflow for post-approval changes:

1. A change request is raised.
2. PM approves the change request.
3. Admin edits the schedule.
4. PM re-approves the revised schedule.

### SCH-06 — Editing permissions

- Admin performs schedule edits.
- PM may participate in editing and approves modifications.
- DIAL Representative has no editing rights in the system.

### SCH-07 — Supervisor visibility

- Supervisors can see only approved schedules.
- Supervisors can see only the upcoming 7 days.
- Draft and unapproved schedules are not visible to Supervisors.

### SCH-08 — Approval scope

- Approval is performed once for the entire quarter.
- Any post-approval edit requires fresh PM approval.

### SCH-09 — Shift configuration

- Shift timings are configurable by Admin.
- Default shift: `09:00–18:00`.
- A configurable night-shift option must also be available.

### SCH-10 — Quarterly schedule deadline

- Admin must create and submit the quarterly schedule by the 15th of the month preceding the quarter.
- PM reviews it between the 16th and 23rd.
- PM obtains DIAL approval offline and approves the schedule in the system by the 23rd.
- The approved schedule should be ready at least one week before the next quarter begins.

### SCH-11 — Export formats

After approval, the schedule must be exportable as:

- PDF
- XLSX

---

## 2. Attendance Module

### ATT-01 — Schedule-based team mapping

Attendance mapping is derived from the approved schedule.

Each Supervisor is mapped to:

- A specific zone
- Assigned Operators
- Assigned Operatives

The system derives the `Supervisor → Zone → Team` relationship directly from the approved schedule.

### ATT-02 — Attendance marking hierarchy

| Marking authority | Employees whose attendance is marked |
|---|---|
| Project Manager | Safety Officer, Field Executive, Admin, Helpdesk / Store Executive, Engineer, and self |
| Field Executive | All Supervisors reporting to the Field Executive |
| Supervisor | All Operators and Operatives assigned under the Supervisor |
| Engineer | All Technicians assigned under the Engineer |

### ATT-03 — Mandatory attendance photo

- Every attendance-marking authority must upload a team photograph while marking attendance.
- A photograph is mandatory for every attendance record.

### ATT-04 — Attendance statuses

The system must support:

- `Present`
- `Absent`
- `Week-Off`
- `Holiday`
- `Half-Day (HD)`
- `Planned Leave (PL)`

### ATT-05 — Half-Day workflow

1. An employee leaves during the working day.
2. The marking authority raises a request to mark the employee as `Half-Day`.
3. PM approves or rejects the request.
4. The attendance record is updated after approval.

### ATT-06 — Planned Leave workflow

1. Employee submits a leave application to Admin.
2. Admin obtains PM approval.
3. Admin creates the leave request in the system on behalf of the employee.
4. Admin uploads the approved application.
5. PM gives final approval in the system.

---

## 3. Employee Profile Module

### EMP-01 — Global employee search and navigation

Users must be able to open an employee profile by:

- Searching by employee name
- Searching by employee code
- Clicking the employee name anywhere it appears in the system

### EMP-02 — Employee profile tabs

The employee profile should contain separate tabs for:

1. Personal Details
2. Documents
3. Attendance
4. Leave
5. AEP Pass Details
6. Other related employee fields and documents

---

## 4. Leave Module

### LEV-01 — Leave types and annual quotas

| Leave type | Annual quota | Standard monthly accrual |
|---|---:|---:|
| Earned Leave (EL) | 15 days | 1.25 days/month |
| Casual Leave (CL) | 6 days | 0.50 day/month |
| Sick Leave (SL) | 6 days | 0.50 day/month |

### LEV-02 — Leave dashboard

For each leave type, display both numerical values and a pie chart showing:

- Available balance
- Consumed leave
- Accrued leave so far
- Remaining annual entitlement
- Annual quota

Example values:

| Leave type | Available | Consumed | Accrued so far | Annual quota |
|---|---:|---:|---:|---:|
| EL | 1.43 days | 2 days | 3.43 days | 15 days |
| CL | 0.50 day | 1 day | 1.50 days | 6 days |
| SL | 0.75 day | 0 days | 0.75 day | 6 days |

### LEV-03 — Monthly leave accrual process

- Leave is calculated automatically on the 1st day of every month.
- The calculation uses attendance data from the previous month.
- Eligible days include:
  - Present days
  - Weekly offs
  - National or gazetted holidays
  - Approved paid leave

General formula:

```text
Monthly Accrual =
(Eligible Days × Standard Monthly Accrual Rate)
÷ Total Days in Previous Month
```

Where:

```text
Eligible Days = Present Days + Weekly Offs + Holidays + Approved Paid Leaves
```

### LEV-04 — Earned Leave calculation

```text
EL Monthly Rate = 15 ÷ 12 = 1.25 days

EL Accrual =
(Eligible Days × 1.25)
÷ Total Days in Previous Month
```

Example:

```text
Previous Month Days = 30
Present Days = 24
Weekly Offs = 4
Holidays = 1
Approved Leave = 1
Eligible Days = 30
EL Accrual = (30 × 1.25) ÷ 30 = 1.25 days
```

### LEV-05 — Casual Leave calculation

```text
CL Monthly Rate = 6 ÷ 12 = 0.50 day

CL Accrual =
(Eligible Days × 0.50)
÷ Total Days in Previous Month
```

Example:

```text
Previous Month Days = 30
Present Days = 22
Weekly Offs = 4
Holidays = 0
Approved Leave = 0
Eligible Days = 26
CL Accrual = (26 × 0.50) ÷ 30 = 0.43 day
```

### LEV-06 — Sick Leave calculation

```text
SL Monthly Rate = 6 ÷ 12 = 0.50 day

SL Accrual =
(Eligible Days × 0.50)
÷ Total Days in Previous Month
```

Example:

```text
Previous Month Days = 31
Present Days = 25
Weekly Offs = 4
Holidays = 0
Approved Leave = 1
Eligible Days = 30
SL Accrual = (30 × 0.50) ÷ 31 = 0.48 day
```

### LEV-07 — Balance updates

Leave balances must update automatically after:

- Approval
- Rejection
- Cancellation
- Manual adjustment
- Monthly accrual
- Carry forward
- Encashment

### LEV-08 — Leave ledger and history

The system must maintain a complete leave ledger containing:

- Accruals
- Deductions
- Adjustments
- Opening and closing balances
- Approval status
- Related documents
- User who performed the action
- Date and time of each action

Authorized users must be able to view leave transactions by:

- Month
- Year
- Selected date range

### LEV-09 — Audit trail

All leave-related transactions and modifications must be recorded in an audit trail.

### LEV-10 — Year-end lapse rules

At `11:59 PM` on 31 December:

- Unused Casual Leave lapses.
- Unused Sick Leave lapses.
- CL and SL cannot be carried forward.
- CL and SL cannot be encashed.

### LEV-11 — Earned Leave carry forward and encashment

For available Earned Leave, an employee may choose either:

- Carry forward, subject to a maximum accumulated balance of 15 days; or
- Encashment, according to the organisation's leave encashment policy.

### LEV-12 — EL carry-forward / encashment workflow

1. Admin obtains the employee's preference.
2. Employee submits a signed application.
3. Admin creates the request in the system on behalf of the employee.
4. Admin uploads the signed application.
5. PM reviews and approves or rejects the request.
6. After approval, the system either:
   - Updates the EL carry-forward balance; or
   - Transfers the approved EL days to the encashment ledger for payroll processing.
7. The system records the request, approval, supporting document, and resulting transaction in the audit trail.

---

## 5. Asset Profile Module

### AST-01 — Supported asset categories

A dedicated profile page must be available for:

- Machinery
- Equipment
- Tools
- Consumables
- Spare Parts
- Other Assets

### AST-02 — Asset search

Users must be able to search using:

- Asset name
- Asset code
- Serial number
- Any other unique identifier

### AST-03 — Asset profile tabs

The asset profile should include:

1. General Information
2. Technical Specifications
3. Documents and Certificates
4. Inspection History
5. Maintenance Records
6. Breakdown History
7. Inventory / Stock Details
8. Issue and Return History
9. AMC / Warranty Details
10. Photographs and Attachments

---

## 6. Implementation Notes and Clarifications

- DIAL approval is an offline business step; PM approval is the in-system approval event.
- The approved schedule is the source of truth for attendance team mapping.
- Any modification to an approved schedule requires PM authorization before editing and PM re-approval afterward.
- Leave accrual should be implemented as an automated monthly job running on the 1st day of each month.
- All approval-based actions should retain uploaded supporting documents and an audit trail.