Computers and Information Systems

Computers and Information Systems

The Attendance Monitoring System (AMS) was designed and develop to meet the company’s aim to monitor the time-in and time-out of employees in general. The purpose is to improve employee attendance, provide assistance and supervision to employees, and eliminate any abuse of sick leave benefits. Their consistent application by managers, and compliance by all employees, will make a substantial contribution toward our ultimate goal of providing a more effective and stable compensation to each worker.

The sign-in records are vital documentation supporting attendance and payroll records, and become essential documents in the event of disputes about pay, benefits, or discipline related to tardiness or attendance. They also are consistent with audit requirements. Sign-in data must be kept on file in a database, and must be available on request by the Office of Human Resources. All responsibility centers are subject to unannounced audits of sign-in records. Sign-in data should consist of a typed list in alphabetical order of all employees assigned to the responsibility center, including the RC manager, with spaces beside each name for signature, for time of arrive and for time of departures. Each sign-in data should be clearly dated and labeled with the name of the responsibility center. Responsibility Center Managers should impress upon their employees that is it fraudulent to falsify sign-in / sign-out records.

A barcode scanner is linked to a PC. Here recorded incidents of attendance are stored in Microsoft Access. Access also records the date and time that a card was presented and scanner’s location. At the end of each day all the captured barcodes, date ; time and location details for the current day are exported to a centralized database. The timing of the exporting of data from the local PCs to the central database is staggered to avoid locked records, or any other potential conflicts. As scans are recorded / stored on a local PC this will not affect the data capture process.

A database is linked with the AMS application to store the detailed sign-in and sign-out of all employees. The database consists of three tables labeled namely; employees, attendance, and type.

Below are the following table descriptions:

1.)    EMPLOYEES – Records of all employees which includes the following fields:

A.)  Employee ID / Barcode (Index field)

B.)  Full Name (Last Name, Give Name M.I.)

C.)  Birthday

D.)  Date of Employment

2.)    ATTENDACE – Sign-in and sign-out data including the following:

A.)  Time-In

B.)  Time-Out

C.)  Date

D.)  Type

E.)   Employee ID (Index field)

3.)    Type – This describes what time of attendance the employee do:

A.)  Regular

B.)  Holiday

C.)  Over-time

D.)  OJT

            Some attempts were made to extend the system on a small scale. However, the design of the system is such that the structures will readily support a program where employees follow a compulsory core of attendance but are not so appropriate where optionally is possible. Despite some of the problems encountered, the benefits the system offers for tracking employees and monitoring attendance have been invaluable. It is clear that there have been savings for HR staff in administrative activity and the ability to view a employees attendance profile across their field of work has made it far easier to deal with problem cases. A number of refinements were identified as necessary, such as making it more difficult for users to delete data accidentally, providing ‘are you sure?’ and ‘undo’ features in case they do and ensuring easier back-up and recovery.

            Standardization is a broadly agreed upon, public set of rules for data format, database content, data assessment and uncertainty statements, and documentation – ensure that database users get reliable information. With standards, producers can concentrate on content not form. Standards, however, cost money, and the effort required for production of quality databases is often not appreciated by scientific users, in part because the standards, the compilation and assessment procedure, and the data themselves are often not considered to be a very interesting, exciting scientific endeavor.

References

Disability Case Management. 26 Oct. 2006. Monitoring Employee Attendance. January             2006. ; http://www.bcpublicservice.ca/dismgmt/id_phase/attendance.htm;.

Engineerica Systems Inc. 26 Oct. 2005. Attendre. April 2006

            ;http://www.attendre.com/features.htm;.

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