Attendance Monitoring System of Employees

Table of Content

Background of the study Having an Attendance monitoring system of employees is essential in any company. The company has to record important information pertaining to their employees and supervise their actions to make sure that they are completing their responsibilities on time. Accell Services Corporation, the present subsidiary company of Durapols owned by a car racer named Eduardo Coseteng, the brother of the former senator Nikki Coseteng.

Since the owner of the said company is a car racer the company name ACCELL formulated from the word accelerate a word that is also related to car racing which means “TO SPEED UP”. Accell Services Corporation was established last May 05, 2004 and started to operate at Poly Ethylene Terephthalates (PET) Battling Corporation at the same year and expanded year by year. At present the main branch of Accell is located at Loyola Heigths Quezon City and its branch is at Sam’s Building 3rd floor San Agustin City of San Fernando, Pampanga. January 12, 2013 when Durapols started to operate, it is located at L20 Angeles industrial park Inc. Calibutbut Bacolor Pampanga and owned by a Chinese business man named Raymond Go. The main product produce by the company are the “Pelote” or the square pipes which used for different buildings. At present the company has the total number of fifty (50) employees came from different department which are the production department, technical department, and last the maintenance department. The company offers three shifts for their employees, the morning shift which starts from seven am to three pm, the afternoon shifts that starts from three pm and ends eleven pm and last the evening shift that starts from twelve pm and ends seven am.

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And since the company is newly established the present process of their employee’s time in and time out are through Bundy clocks and log books. Each employee has his/her time cards that are punch on a Bundy clock every day as they enter and leave their workplace, every employee was given a single time card every month which is used for the whole two payroll period this time card holds each employees time in and time out for the whole payroll period (15 days). Everyday each employee needs to record their name on a log book after punching their time cards on a Bundy clock as they enter and leave the workplace, and at the end of the hift the employees team leader has a consolidated daily time record and list down the names of the employee’s and their time in and time out. This consolidated daily time record of their employee serves as a copy of the company for their employee’s attendance. And at the end of payroll period all the employee’s time cards, logbook same as the consolidated record which are used for the whole payroll period are carefully checked by the company’s time check coordinator to assure that the information of their employees attendance are the same.

And after checking and summarizing all the time earned by each employee for the whole fifteen days the reports are transferred for the processing of payroll to the accounting department of Accell which is located at San Agustin City of San Fernando. The researchers proposed Computerized Attendance Monitoring System aims to get rid the use of papers, time cards and Bundy clocks same as the log books and consolidated daily time record for their employees record and attendance monitoring to improve efficiency, reduces human errors and efforts.

A Computerized Attendance Monitoring System that will allow the information to flow with less time consuming data process. 1. 2 Statement of the Problem 1. 2. 1 General Problem Accell Services and Corporation handles huge amount of records concerning to their employees attendance record and employees information because of the manual process of the existing system. Due to this situation, the existing system encounters frauds and unreliable result. 1. 2. 2 Specific Problems The following are the problems encountered by ACCEL Service’s Corporation through the manual process of their employee’s attendance monitoring. Time consuming process of employees attendance monitoring The process of employee’s time in and time out take extra time because the employees need to log their names on a log book after punching their time card on the Bundy clock, and after their shift they need to log their names the time and time out on a consolidated record which is handle by their team leader. * Loss of Time Cards and Employee Records Due to the large amount of employee’s record including the time cards and consolidated daily time record. Records such as employee’s time card and employee personal records that are sent to the wrong place arise. Typographical errors and unreadable hand writing Bundy clock malfunction and illegible hand writings of employee on the log book and in the consolidated daily time record are some of the cause where in tampering on the employee’s time card occur. Through these scenarios inaccurate result and computation of employees total hours earned arise. * Fraud on Employees Time Cards Since employees time card are left at the gate where in the Bundy clocks are place employee’s time card can be punch or used by other employee’s.

And some of their employees who came early log in for their co-worker who came late or absent. 1. 3 Objectives 1. 3. 1 General Objectives The main objective of the study to design and develop an attendance monitoring system with barcode scanner that can help reduce the use papers for the employees record, time cards and Bundy clocks as the process of their employees attendance monitoring and employee scheduling to simply improve efficiency, reduce human errors and effort. 1. 3. 2 Specific Objectives

The proposed computerized attendance monitoring system with barcode reader aims to fulfil the different problems encountered by the manual attendance monitoring used by Accell Services Corporation: * To lessen the time consumed of the employees for time in and time out same as the compiling of the total hours earned and finding the employee’s records. * To develop and implement a computerized attendance monitoring system that can help reduce the use of papers and to prevent the loss of the employees’ records. * To design a module that will help reduce human errors and efforts, and to have an accurate data of each employee. To develop an accurate attendance monitoring system that will help eliminate the Bundy clocking frauds on the employees’ time record. 1. 4 Significance of the Study * Company (ACCELL Services and Corporation) Through the proposed study the company can have a more accurate and secure data and prevent the loss of the employee’s record. The study also improves efficiency for the company. * Employees * Time Check Coordinator Through the proposed system the time check coordinator’s efforts on compiling of the total hours worked of their employee’s will be reduce. Project Coordinator, Project Supervisor, Production Crew, Utility The proposed Computerized Attendance Monitoring System can help their employee’s to lessen the time consumed in the process of time in and time out. * Environment Through the proposed system, papers and inks that are used on employee’s daily time record, overtime form, leave form and other form will be reduce. * Researchers The development of the proposed computerized attendance monitoring system help the researchers to gain knowledge about the use of barcode reader in tracking attendances whether if it’s for the employee or student. Future Researchers Through the proposed system, the future researchers can gain knowledge about the use of computerized attendance monitoring system using biometrics technology and serves as a guide for their studies with similar focus. 1. 6 Scope The proposed computerized attendance monitoring system for Acell Services Corporation primarily focuses on the different modules and processes that are listed below. * Process of employee’s time in and time out. The proposed attendance monitoring system with barcode scanner focuses on the process of employee’s time in and time out. Employee registration and scheduling. Employees registration is the one of the main function of the proposed system where as all the basic information of the employees are all identified. * Generating of Employee’s Barcode. The proposed study can generate barcode that are printed on their employees ID to track their employee’s attendance. * Computation of the total hours earned The proposed system automatically computes the total hours earned by their employees including the deduction of total late, absents, overtime, under time, as well as the leave, legal and special holidays. Handling of employee’s record The system includes employee’s registration, searching, editing, deleting and printing of the employee’s record, archive and reports. * Capturing of Employee image The proposed study has the capability to capture the image of their employee, these is use in the registration where does the image captured is used for the employees ID. * Printing of employee’s ID After the employees registration the proposed system prints the employee ID. * Generating of Employee’s Barcode. The proposed study can generate barcode that is use in tracking the employee’s attendance. User account The proposed system three accounts and these are the admin, assistant, and the supervisor. These users account has their own level of access depending on their transaction. 1. 7 Delimitation Since the proposed Computerized Attendance Monitoring System focuses on the monitoring of their employee’s attendance listed below are the following modules or processes which are not included in the proposed study. * The computation of the employee gross salary and the processing of payroll (Deduction of SSS, Pag-ibig, Philhealth, Loans etc. . The proposed computerized attendance monitoring system primarily focuses on the computation of the total hours earned by their employees. * Computation of employee’s 13th month Since the proposed system focuses on the computation of total hours earned by their employees the computation of 13month is excluded as the scope of the study. * The proposed system is a not accessible through online. The proposed Computerized Attendance Monitoring is design only as a LAN base system. * Short Messaging Sending (SMS)

Short Messaging Sending (SMS) is excluded on the scope because the proposed system doesn’t have the application that supports messaging. CHAPTER II THEORETICAL FRAMEWORK In this chapter the researchers discusses the relationship of the proposed attendance monitoring system from different books, articles and unpublished thesis from different schools and even international related studies from the world wide web in order to begin an effective analysis that will help for the development of the proposed study. 2. 1 Review of Related Studies

According to Nate Rodney ()An automated time and attendance system is a good substitute for manual systems for recording employee attendance and working hours. It not only decreases the effort and time needed to track employee time and attendance but it also significantly reduces the errors in calculating wages AnAttendance MonitoringSystem serves as a time log that is set up as a computerized database. An attendance-monitoring system maintains a daily record of a person’s arrival and departure time from work or school [EHOW. COM].

Different technologies such as Radio Frequency Identification (RFID), Biometrics and Barcodes Scanners are widely used nowadays by most institutions and companies to improve efficiency concerning their Attendance monitoring. Micro SAMS is developed to monitor student and staff attendance. It incorporates RFID card reader for login and logout entries. It works as an access control to protect various secured areas such as management offices, laboratories, and stock rooms from unauthorized access. The system generates various reports for login-logout, absent-present, test results, student information, staff information and etc.

Micro SAMS is schedule software for Tests, lectures, bulletins and events. The system also include the online lecture and test scheduling with short messaging service and email notification for the login, absent, bulletin and meting intimation to parents [MICR. NET]. Remote Monitoring of Attendance System based on RFID using GSM Network is a real-time monitoring system that monitors the system from a remote/mobile location. This system is used to take attendance for student in school, college, and university. It can also be used to take attendance for workers in working places.

Its ability to uniquely identify each person based on their RFID tag type of ID card make the process of taking the attendance easier, faster and secure as compared to conventional method. Students or workers only need to place their ID card on the reader and their attendance will be taken immediately. With real time clock capability of the system, attendance taken will be more accurate since the time for the attendance taken will be recorded. The system utilized GSM (Global System for Mobile communication) short message service to perform remote data monitoring.

The communication software written in VB language achieved efficient control of serial interface port and real-time synchronization of remote data into system database. The computer and GSM Module i. e. SIM 300 are connected by RS232. The monitoring station includes a Computer, RFID Reader, GSM Module, Database designed in MS Access. The software of the station is designed by using VB (Microsoft Visual Basic 6. 0) [Z. SINGHAL 2012]. Automated Attendance Monitoring and Registration System for EMU’s SPIKE Seminar Seriesthis system is to takes attendance of the students for SPIKE seminars.

Meaning, who attend to which seminars and count the attendance records of the students and give their grade at the end of the semester as ‘U’ (unsatisfactory) or ‘S’ (satisfactory). The technologies used for this purpose are barcode readers and notebook computers as clients, a desktop computer as a server, a database management system and internet connection for the online recordings. There are two kinds of recording mechanism that are implemented; the first one is Online System and the second one is Offline System followed by online recordings. Notebooks are used because they are mobile and can be taken to any seminar hall.

The Online System has a server computer which is connected to a database system and Local Area Network (LAN). The notebook computer is connected to LAN also as a client. The users of the notebook computer take attendance and directly communicate with the server computer and attendance record is inserted into the database. This system is used mainly for exhibitions and seminars which are hold at locations where there is no internet or LAN connection. The offline client notebook computer has its own database where the attendance records are initially inserted.

Whenever the notebook computer has the chance to connect to internet or LAN connection then the server database is updated with client database. After this process, client database is cleared according to the insertion succession. However, if the insertion is notsuccessful then it does not delete the records. RFID student attendance monitoring systemis a system that will take students attendance by using RFID technology. This system mainly comprises of Nokia 6212 NFC mobile which is used as RFID reader, RFID tags which are embedded to the students ID cards and Server machine which is likely computer.

This system records student’s attendance to an attendance database server. The system is included with other additional system module for students and lecturers. The information in the attendance database is used by the university administration to better manage the class room statistics, warning for unattended students via letters or e-mails, reminder for students, report for parents and students can also track their performance. RFID student attendance monitoring system is developed using java programming language. The database support for this software is oracle 10g.

In order to have complete system functionality, the software application is needed to be integrated with the RFID technology. The software application on the computer is needed with the attendance details which would come from the RFID reader in to order to take attendance and persist in the database. The software application on the computer is deployed in Apache Tomcat 6. 0 server and can be viewed by the user by using any internet browsers such as Mozilla Firefox or Google Chrome [WRIT. CO]. 2. 2 Review of Related Literature AnAttendance MonitoringSystem serves as a time log that is set up as a computerized database.

An attendance-monitoring system maintains a daily record of a person’s arrival and departure time from work or school [EHOW. COM]. Different technologies such as Radio Frequency Identification (RFID), Biometrics and Barcodes Scanners are widely used nowadays by most institutions and companies to improve efficiency concerning their Attendance monitoring. According to Patel (2005) Barcode is an automatic identification technology. It allows data to be collected accurately and rapidly. It consists of a series of parallel, adjacent bars and spaces.

More precisely, it is simply a series of stripes on a very light background that can be scanned and read directly into a computer. There are two kinds of barcodes the traditional barcodes or one-dimensional barcodes which are scanned, or “read”, in only one direction- horizontally and the next generation of barcodes generally referred to as 2D, two-dimensional, barcodes. These new style barcodes get their name from the ability to be read both horizontally and vertically, therefore increasing the density of information that can be encoded in the same amount of space [Suda2008].

There are different types of barcodes that are widely used nowadays in different institution. The EAN-13or the European Article Numbering is a a numeric, continuous and fixed-length code. And since the EAN-13 is a numeric type of barcode it can only contain number of digits as UPC-A (Universal Product Code) It also includes a thirteenth digit as a check character, calculated using the Modulo 10 algorithm (jtec. com). EAN-13 is used in these study because the researchers find it most suitable and it is one of the most common barcode used in the industry.

Programming Language Visual Basic a Microsoft windows programming language evolved from BASIC (Beginners All-purpose Symbolic Instruction Code) and appeared in September 1998. It is an example of graphical based language which allows the user to work directly with graphics. Visual basic is a distinctly different language providing powerful features such as graphical user interface event handling, access to the win 32API. Object oriented features, error handling, and structure programming (HM Dietel et al 2000).

According to KUMAR (2009) visual basic is user friendly, simple and easy, rapid development with ready-made controls IDE (Microsoft Visual Studio Integrated Development Environment) tools and utilities, a powerful front end tool, multiple vendor support, Standalone and distributed application, scripting language, and act as a VBA (Visual Basic for Microsoft Applications) behind this advantages visual basic has also disadvantages such as DLL (Data Link Library) issue their DLLs having same conflicting names and versions can produce undesired results after installation or reinstallations, Memory leakage As Visual

Basic is object oriented, you deal with lots of objects. There is no proper automatic mechanism to handle untreated hanging objects which go out of scope. These objects can lead to memory leaks. It normally occurs when one object internally calls, creates or refers another object of same or other class type and disposal part is not properly handled. Inheritance Undeveloped Visual Basic is object oriented but the concept of inheritance is not fully supported. You cannot implement multiple class level inheritance.

In Visual Basic inheritance is only supported through interfaces, inefficient web development, passing value by reference arguments or parameters are passed by reference by default in procedures and functions. If not taken care properly, then this feature can unknowingly produce undesirable output. Only for windows and sluggish performance the number of users increases for client application along with network traffic and more transaction volume, the program start taking more time to process and generate the desired results. Visual basic 6. as the programming tool used in developing the proposed computerized attendance monitoring system with barcode scanner as the reasearchers find it most suitable and since Visual basic is created in Integrated Development Environment (IDE), it allows the researchers to create, run and debug programs without the need to open additional programs, compared to the text based languages. Text base languages do not allow the user to work directly with graphics, a special software package is often required to “add” a graphical element. Networking is the practice of linking two or more computing devices together for the purpose of sharing data.

Networks are built with a mix of computer hardware and computer software [about. com]. Local-Area Network (LAN) is a computer network that spans a relatively small area. Most LANs are confined to a single building or group of buildings; however, one LAN can be connected to other LANs over any distance via telephone lines and radio waves. A system of LANs connected in this way is called a wide-area network (WAN)[webo. com]. CHAPTER III CONCEPTUAL FRAMEWORK In this research the proposed system aims to developed and provide a better way of attendances monitoring system for ACCELL Services Corporation for heir employee and monitoring their employee attendances. Input Process Output (IPO) The input process outputofthe proposed system is shown in Figure 3. 1 where all the data input and its process isdiscussed. Figure 3. 1Input Process Output (IPO) 1. Input – The first part of the figure above which includes the data gathering, data inputs and the software and hardware requirements. Data gathering which was done through interviews, survey questionnaires and research about the different related studies from different libraries and internet as well. 2.

Process-The Process is the second part of the figure above which discusses the System Development Life Cycle (SDLC) model used by the researchers. 3. Output – The Output the last part of the figure above which is the Proposed system itself, the Computerized Attendance Monitoring system using barcode reader CHAPTER IV METHODOLOGY In this chapter the process of data gathering, research design, research instrument and procedures of the developing the proposed computerized attendance monitoring system for Accell Services Corporation were discussed. This chapter also discussed the current and the proposed process of attendance monitoring system. . 1. Context Diagrams Figure 4. 1. 1 Context Diagram of the Current System Figure 4. 1. 1shows the data input of the employee and the timecheck coordinator in their current process of Attendance monitoring system using time cards and bundy clocks. Figure 4. 1. 2 Context Diagram of the proposed system The Figure 4. 4. 2 above shows the different user and the data input on the proposed system. It also shows the different majir information that flows between the end-user and the system. 4. 2 Data Flow Diagram Figure 4. 2. 1Data Flow Diagram of the Current System The Figure 4. 2. above shows the process of their current attendance monitoring system using the time cards and Bundy clocks. Figure 4. 2. 2Data Flow Diagram of the proposed system The data flow diagram of the proposed system is discussed in Figure 4. 2. 2where the process of the proposed system is shown. 4. 3 FLOWCHART The figures shown below are the flowchart of the proposed study depending on the user’s transaction. Figure 4. 3. 1 Flowchart Current System (Employee Registration) The process of employee registration on the current system is discussed on Figure 4. 3. 1 above. Figure 4. 3. Proposed System Employees registration The Figure 4. 3. 2 shows the process of employee registration whether the employee. The figure also shows on how the employee’s record were created and updated. Current System (Employee’s process of time in and time out) Figure 4. 3. 3 Current System(Employee’s process of time in and time out) Figure 4. 3. 3 discussed the current process of the employees time in and time out where the employee uses time cards and logbooks. Proposed System (Employee’s process of time in and time out) Figure 4. 3. 4Proposed System (Employees process of time in and time out)

The Figure 4. 3. 4 shows the process of employee’s time in and time out. It also shows how does the data flow and where it is store. Current System (Application for Leave) Figure 4. 3. 5 Current System(Application for Leave) The Figure 4. 3. 5 above shows the current application of employees leave and how does their leave record updated. Proposed System (Application for Leave) Figure 4. 3. 6 Employees Application for leave The Figure 4. 3. 6 shows the process of employee’s application for leave, process and where leave details are stored. . 4. 4HIERARCHICAL INPUT PROCESS OUTPUT (HIPO)

The Figures below are Hierarchical Input Process Output Chart of the proposed Computerized Attendance Monitoring System of ACCELL Services Corporation shows the different modules seen depending on the users’ level of access. Figure 4. 4. 1Hierarchical Input process Output for Admin The figure 4. 4. 1 Hierarchical Input Process Output for the admin shows the different modules that can be seen and use by the admin or the time check coordinator where all the transaction, reports and system maintenance are present. Figure 4. 4. 2 Hierarchical Input process Output for Assistant The figure 4. 4. above shows the different modules that can be access by the time check coordinators’ assistant. Figure 4. 4. 3 Hierarchical Input Process Output for the Supervisor The Figure 4. 3. 3 the Hierarchical Input Process output for the supervisor shows all the modules that supervisor can access including the editing the employees shift. 4. 5 Network Layout The figure 3. 4 below shows the network layout of the proposed study where thereare three (3) computers shown, the first one is the one that serves as the server where the time used by the admin/backend computer and the computer that is used in the service areabeing fetch.

The backend computer is where the registration and maintenance are being done. The service area is where the employees ID’s are being scanned in able to track their employees attendance. Figure 4. 5. 1Network Layout 4. 6 Project Development In this section the initial information on how does the researcher came up with the proposed Computerized Attendance Monitoring System for Accell Services Corporation are discussed. Software Development Life Cycle (SDLC) A Software Development Life Cycle is essentially a series of steps, or phases that provide a model for the development and lifecycle management of an application or piece of software.

The methodology within the SDLC process can vary across industries and organizations, but standards such as ISO/IEC 12207 represent processes that establish a lifecycle for software, and provide a mode for the development, acquisition, and configuration of softwaresystems[vera. com]. The Waterfall Model The Waterfall life cycle model, also known as the classic or linear-sequential life cycle model, is one of the simplest to understand and use. The Waterfall model is characterized by a series of steps that must be completed in a linear, sequential order.

Each phase is completed and verified before development progresses to the next phase. Figure 4. 6. 1Waterfall model Requirement Analysis and Definition In this stage of software development, all the possible requirements are specifically identified. The researchers conducted a survey from the employees of Accell Services Corporation to gather information about the common problems they encounter using the existing system. The researchers also conducted an interview with the admin of Accel about their manual process of existing system.

Software Analysis In the second stage of software development all the gathered information through surveys and interview are carefully evaluated and analysed in order for the proposed system to move to the next stage. Software Design On the third stage, after the analysis of the gathered data, the researchers started to design the databases and the flow of the data in the proposed system. The researchers also designed the interface and the structure of the proposed system. In this stage the coding of the proposed system is done. Software Testing

After the design and coding, the proposed system is presented to end-users for testing. In this stage, the researcher can simply determine the answers of the users after evaluating the system. Software Implementation In this stage after the testing the researchers has now a working and documented computerized attendance monitoring system. And after the evaluation of the end-users some adjustment are made based on the response of the end user. Software Operation and Maintenance Software operation and maintenance is the last stage of the software development.

Maintenance keeps the proposed computerized attendance monitoring working well and less prone to errors. CHAPTER V Summary, Conclusions and Recommendation In this chapter, the researcher’s current summary and findings of the proposed study including the conclusion and the recommendations were all discussed. 5. 1 Summary Accell Services and Corporation handle the attendance monitoring system of their employee’s with the used of Bundy clock and log books that consumes time and effort for the employee’s and the time check coordinator.

The time check coordinator is the one who summarize and checks all the records pertaining to the employee’s attendance and records. This manual process of attendance monitoring system brought inconvenience on the part of the time check coordinator. Retrieval of employee records consumes a lot of time and effortespecially when there arehuge amount of records store. Having a fast, accurate and less time consuming process of computerized attendance monitoring and retrieving of employee’s record is essential in most companies and institution.

A computerized attendance monitoring system displays accurate output in a that doesn’t consumed time and effort compared to the manual process. 5. 2 Conclusion Base on the study, and analysis, the computerized attendance monitoring system using barcode scanner improves efficiency and gives accurate result for the company. The computerization of the manual process of attendance monitoring using time cards and Bundy clocks can help prevent or lessen the frauds in employees attendance. 5. 3 Recommendation Based on the summary and conclusion of the proposed study.

The following recommendations are advice for the future researchers: * To include the Short Messaging Sending for notifying their employee’s about their absents and leave approval. * Computation of the Employee Gross Salary Project Limitations and Capabilities The following are the lists of capabilities of the proposed system. The proposed system has a three level of access the Admin, Assistant and the supervisor. * The proposed system can be accessed by the time check coordinator/admin, assistant, supervisor and even the guard. The system has archive for the deleted records. * The system can generate, evaluate and print the results automatically. Software Requirements * Development Tools * Visual basic 6. 0 – for the development of the structure * MySQL – for the database of the website * Operating System – Windows XP, Windows 7 Hardware Requirements * Pentium 4 processor or higher * RAM (512 MB or Higher) * Hard Disk * Monitor * Mouse * Keyboard * Printer (for printing of report) * Barcode Reader (Uni-Directional). *

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