Attendance Monitoring System

Attendance is a daily time record of numbers of employee present on a particular day at work, generally defined as a systematic accurate attendance it is a day-to-day obligation of every employee’s as fullest potential, improvement of job performance through of different duties and responsibilities for any given position. It is very important to the employee, student and etc. to maintain their attendance from work or school. And also include the monthly salary of the employees. As technology grows fast, certain advancements are being developed nowadays and life is getting even better to live with. It makes every task as easy as possible and nothing seems too tiring if human tasks are aided with technology. It can be applied in any aspects of life.

Through this technology our life makes it easy and fast our work in the office. An Attendance Monitoring System serves as a time log that is set up as a computerized database. Using of this computerized database it can monitor the attendance of every employee in the office. The system maintains a daily record of a person’s arrival and departure time from work or school. There is a difference in recording keeping if the person is an employee or a student. An attendance-monitoring system for an employee would contain employment history, references and performance information. The system contains also the person’s name, address, day, time, and month. The system keeps records in order and is frequently updated. When seeking employment, an employee can request certain reports to be printed from the attendance monitoring system. Through this system can help to determine who cheating the daily time record of some employee didn’t attending their work. Regardless when you fail to report on a working day you are consider absence on that day. Tardiness and under time are deducted from your payroll. Among the component of the attendance, proper attendance can plays a great role in order to be a good employee in the offices; an employee requires having good record of attendance to maintain their monthly salary. That will act as a promoting the employee to have a high position of their offices. Statement of the Problem

This study aims to develop a computerized attendance monitoring system. Every offices, school, organization and company have own responsibilities of their offices. The employees have their individual jobs to do but one thing that never forget of every offices and one of the most important is the attendance of employee. To solve this problem I proposed a computerized database to maintain the attendance of every employee in the office. This study aims to answer the following questions: 1. What is the current employee attendance procedure in LGU Pamplona? a. What is the process of the current system?

b. What is the equipment use for maintaining the attendance of the employee? c. What are the problems encountered in the current attendance procedure? 2. What is the process of the new system?

d. How to operate the new system?
e. What is the equipment use for the new system?
3. What did the differences between old systems to new system? Objectives
The general objective of this project is to develop a computerized attendance monitoring system using computer.
Specific objectives of this project are the following:
1. Develop a computerized attendance monitoring system in the Municipality of Pamplona. 2. Determine the processes of the proposed system.
3. Determining the equipment will be used to the new system. Scope and Limitations

In general, this proposed project focuses only on the development of the computerized attendance monitoring system of the Municipality of Pamplona..
The following will be the scope and limitation of the project. 1. Produce a computerized attendance monitoring system in the Municipality of Pamplona. 2. The system I proposed is focus only to monitor the time attendance of every employee of the establishment.

Significance of the study

This study may serve as a fast inputting system or computerized database of attendance to the Municipality of Pamplona. This research will benefit the
following. Employee. That this research may provide them fast inputting system about computerized attendance of their office.

Head of Offices. That with this research they will help to monitor the proper attendance of the head department offices. Government Official. That this research they will help them to avoid an incident of the municipality in the case of losing something in the office through this system they will check the time when the day they was enter and log out the office. Municipality of Pamplona. That this research they might benefit this study to improve their offices having a computerized attendance system. Other Office. They might benefit from this study as a reference for the improvement of their offices and they can request for the employees record of past performance. Researchers . This study enriches knowledge and skills of the researchers who are taking I.T. course. Other researchers . They may benefit from this study as a reference for future documentation and computerization because they have already the background on how to treat documents.

Definition of Terms
Attendance Management – Positive approach to absenteeism which applies principles of behavior modification to achieve improved attendance at work. Although it relies on both reward and punishment (carrot and stick), the emphasis is on incentives and recognition, and effective employee relations management and communication.(http://www.businessdictionary.com/definition/attendance-management.html#ixzz1t4quk3uq) Technology – The purposeful application of information in the design, production, and utilization of goods and services, and in the organization of human activities. (http://www.businessdictionary.com/definition/technology.html)

References

http://www.ehow.com/facts_5840724_attendance_monitoring-system_.html http://www.oppapers.com/essays/Attendance-Monitoring-System/546207 http://www.oppapers.com/essays/Attendance-Monitoring-System/774575

REVIEW OF RELATED LITERATURE

A number of literature and studies were found to have a significant relation to the main topic of this research. Known for their knowledge about attendance monitoring system, attendance management system, time and attendance tracking system and attendance software system this literature and studies has open doors for further researches.

History
(Jeffery Morrow) When the first employee time clock was invented in the late 1800s, its purpose was to record the time an employee entered and left the factory. This mechanical employee time clock would stamp day and time information on a thick paper card, hence the name ‘time card’. This first time card gave the factory owner an actual record of the hours worked by each employee. This protected the business owner by making sure employees worked the number of hours they claimed, and protected employees by making it much more difficult for employers to cheat them out of their wages. Time and attendance systems continued to advance with smaller electrical time clocks eventually replacing the large mechanical ones. Time cards also evolved to have special areas marked on them for clocking in and out, so workers had to carefully line up the time card in just the right place. When commercial time clock software first made its appearance in the 1990s, businesses started moving away from mechanical and electrical time clocks that were subject to failure and expensive to replace or repair.

Time clock software allowed business owners to enjoy the benefits of reduced payroll processing costs by making it quick and easy to go directly from time clock to paycheck with increased efficiency while eliminating buddy punching. (Willard Bundy) A time and attendance tracking system allows companies to record attendance and working hours of employees in order to pay their wages. Specific tasks can be tracked on a time basis in order to cost jobs accurately. This is referred to as job costing. A time and attendance tracking system is also invaluable for meeting compliance with labor regulations regarding proof of attendance and breaks given. In general, a time clock, also known as a clock card machine or punch clock, is used to gather hours worked by an employee either electronically or mechanical. With regards to the latter, a heavy paper card, called a timesheet, is inserted into a slot on the time clock. The machine then prints day and time information on the card that allows a timekeeper to have an official record of the hours an employee worked in order to translate worked hours into pay.

In most cases today, the traditional time clock no longer meets the needs of companies, as it has been displaced by efficiencies gained through well-designed time and attendance tracking systems. More specifically, improved efficiencies have been gained through the development of automated systems that use magnetic stripe cards, badges, and biometric time clocks or touch screens in place of paper cards. Employees simply touch or swipe a device for identification and the tracking of their hours worked as they enter or leave their work environment or move from job to job within their work day. This information is automatically transferred to the time and attendance tracking system for the generation of employee timesheets which are used to calculate employees’ wages. Some systems still require an operator to physically transfer time data from clocking point to a computer. In today’s technological world, it is imperative that an attendance tracking system allows companies to collect and organize their employee time data simply, accurately and timely in order to optimize their proficiency in management of their companies’ resources. More specifically, an attendance tracking system must improve efficiency two-fold by automating tracking of in/out time and preparing attendance reports.

Those companies with large numbers of employees need to install several clocking points in order to speed up tracking activity in dispersed locations. The automated time and attendance tracking system allows busy companies to streamline and simplify timekeeping and time collecting – collecting, managing and processing time in order to effectively manage their time and attendance needs and requirement. This frees up valuable time so that companies can meet their client expectations better, optimize operations and engage others in their business. (Azarias Reda) Tracking attendance is an important consideration for many developing world interventions. In many cases, these interventions are located in remote areas where it’s not always feasible to deploy expensive attendance tracking systems. In addition, since many existing systems focus on tracking participants (such as patients or students), rather than agents (such as teachers or health workers), they assume a trusted administrative staon-site to record attendance.

In this paper, we present the design of Hyke, a system for remote and cost electives attendance tracking in developing regions. Hyke combines voice-biometrics with accurate location tagging for tracking attendance in remote locations without the need for a trusted mediator on-site. Hyke was designed based on our observation of a currently deployed teacher attendance tracking system in rural Rajasthan, India. We have implemented some of the key components in Hyke, and discuss some of the security concerns in the system. The Hyke biometric stack for voice recognition is built atop several open source technologies, and provides a simple interface for non-expert users.

Our evaluation with Indian speakers over telephone audio suggests the biometric stack is at par with the current state of the art. We believe this will be a use-full tool for researchers who would like to incorporate voice technologies in their developing world projects. Tracking attendance of remote agents is a fundamental problem that several developing world applications require permission to make digital or hard copies of all or part of this work for personal or classroom use is granted without fee provided that copies are not made or distributed for profit or commercial advantage and that copies bear this notice and the full citation on the first page. To copy otherwise, to republish, to post on servers or to redistribute to lists, requires prior specific permission and/or a fee. RELATED APPLICATION OR SYSTEM

Employee attendance tracking systems are the equivalent of time and attendance systems. Employee attendance tracking systems can take the day-to-day employee managements tasks like the scheduling of employees, planning work hours, monitoring project costing and calculating all accrued benefit entitlements and automate or computerize the whole process. These systems also do an excellent job in the area of scheduling too. Employee attendance tracking systems can reduce the administrative issues surrounding the management of time slips and they can significantly reduce mistakes as well. These systems are always needed in big companies with employees whose work schedules are demanding and constantly changing. They can also make a significant difference in one of the biggest issues facing employers today. That issue is buddy punching. Attendance tracking systems provide many aspects of managing part-time employees. They cover the areas of schedule management including managing breaks, lunches, paid and unpaid time off and overtime.

These systems also allow for late punches and they will show all patterns of absenteeism. Most systems also include detailed auditing plus reporting tools as well as giving managers direct access to their employee timesheets and information. Organizations with mostly hourly or part-time employees probably do as do companies with a mix of salaried and hourly staff. Organizations that have mostly salaried employees generally don’t need systems like these. The need for an employee attendance tracking system usually comes to bear when an organization hits somewhere between 25 and 50 employees. As the size of a company grows so does the system needs. Organizations with over 1,000 employees often purchase larger, more powerful systems that are capable of creating complex work schedules that incorporate advanced labor planning and can even include desired work availability schedules. Other more complex and sophisticated issues that are often required in companies of this size are Labor Planning, Labor Budgeting and Key Performance Indicators (KPI). These advanced capabilities are sometimes used in smaller companies but they tend to begin to be used when an organization is at least 100 employees.

Employee tracking systems, which in fact are really Time and labor management systems, which in fact are also the same as Time and Attendance systems, (see What is the difference between Time & Attendance and Time and Labor Management), are generally designed for larger companies with more sophisticated functionality. They begin with receiving employee time worked. Employees use their individual id cards or their computer to punch in and out each day. Some employees don’t have access to a computer and they use proximity cards which only need to be place close to a time clock reader. Magnetic stripe cards can also be used. For security reasons, and to avoid the big issue of buddy punching, some companies use sophisticated input devices that use biometrics to check fingerprints or hands to ensure that it is in fact the correct employee that is punching in or out. In addition to the above, more and more organizations are letting their employees enter their own sick, vacation and worked time directly into the time and attendance system. They allow them to enter their vacation time, sick time and their flex-time hours.

SYNTHESIS OF THE ART
There are so many related literature and studies that have similarities to my proposed system. The process is to develop a computerized employee attendance monitoring system. That manipulate the time attendance of the every employee works in there companies. The Employee tracking system and Factory Time Attendance Monitoring System have the same process of the system is recording the time attendance of every employee works. There are the related studies that I research to the internet that make help to my proposed system. CONCEPTUAL FRAMEWORK| RELATED STUDIES| PROPOSED SYSTEM|

SIMILARITIES| * To record the time attendance of the employee. * To maintain the activities of every employee. * To maintain the data record of the employees.| * To maintain the time attendance record of the employee. * To maintain also the data of every employee works in the establishment.| DIFFERENCES| * In the related system have equipment and devices that used to their system like: * Biometric * RFID * ZK DEVICE| * In the proposed system have not used any devices just: * Employee ID * Bundy Clock * Punch Card|

THEORETICAL FRAMEWORK
Through thus research the manual operation of current attendance system in Municipality of Pamplona its will change into a computerized database system of attendance monitoring system. About in related studies and literature their some system that related to the topic. Like attendance tracking system and other devices like Bundy clock and Biometric devices. This study helps to enhance and improved the system of the current system of the attendance of their offices. Its important part of the offices processes because with this system it will accurate measurement of time and attendance and manage the pay of salary according with the right measurement of the hours worked and automate or computerize the whole process. And one of the examples is FTAMS (Factory Time Attendance Management System). Employee DB

FTAMS
(Application)
Employee
Registration Management

Attendance DB
Time Attendance Management

Figure 1. Initial FTAMS Application Architecture

This application consists of two main package, Employee Registration Management and Time Attendance Management transaction. Figure 1 shows the initial FTAMS Application architecture of these two packages, and a package which will provide the mechanisms for the distribution of the application. At this early stage in the project, it is not clear what this will be, but something will be necessary to meet the requirements. Database design is the process of producing a detailed data model of a database. This logical data model contains all the needed logical and physical design choices and physical storage parameters needed to generate a design in a Data Definition Language, which can then be used to create a database. A fully attributed data model contains detailed attributes for each entity. The term database design can be used to describe many different parts of the design of an overall database system. Principally, and most correctly, it can be thought of as the logical design of the base data structures used to store the data. In the relational model these are the tables and views. In an object database the entities and relationships map directly to object classes and named relationships. However, the term database design could also be used to apply to the overall process of designing, not just the base data structures, but also the forms and queries used as part of the overall database application within the database management system. Functional Requirements

The following is a functional requirement list:
No.| Requirement| Use Case|
1| User Login| Login|
2| To register new employees and workers with attendance card number to the database and the time attendance devices| Register Employee| 3| To inactivate employees or workers when they resign or have maternity leave|
Inactivate Employee| 4| To update or recreate new attendance cards| Update Card No.| 5| To search on all employees and workers| Search for Employee| 6| To update or modify employee or worker information| Update Employee Info| 7| To create positions for employees and workers| Create New Position| 8| To define base salary for employees and workers by position| Define Salary| 9| To create unions for workers| Create New Union|

10| To define rate for each union| Define Union Rate|
11| To enroll some workers to unions| Enroll Worker to Union| 12| To define work time for employees and workers| Define work time| 13| To define OT and Daily meal allowance rate for employees and workers| Define Meal Allowance Rate| 14| To create new user accounts| Create User Account|

15| To generate annual public holidays| Set up Annual Holiday| 16| To generate annual leave for employees and workers| Generate Annual Leave| 17| To record leave of employees or workers| Record Leave| 18| To install new RFID time attendance devices| Add New RFID Device| 19| To synchronize all card registration in the database with the new or existing RFID time attendance devices| Synchronize Device| 20| To download attendances from the RFID time attendance devices| Download Attendance| 21| To adjust attendance detail| Adjust Attendance|

22| To insert attendances by manual| Insert Attendance Manually| 23| To generate weekly meal allowance report| Generate Meal Allowance Report| 24| To generate monthly salary report| Generate Payroll Report|

Use Case Diagram
There are three actors, Administrator, Accountant, and Technician, who use the system. Actor| Description|
Administrator| The administrator has a responsibility to the employee management and time attendance management.| Accountant| The accountant works in the account department and is responsible for the major resource for employees including staffing and related financial matters.
Technician| The technician is responsible for installing new time attendance monitoring system. After that, the technician has to synchronize the installed database.|

This is the process of the Factory Time Attendance Monitoring System includes the following: Login, Register Employee, Update Employee Info, Inactivate, Search for Employee, Record Leave, Edit Attendance, Create User Account. Use Case| Description|

Login| The administrator must login to use the system.|
Register Employee| When a new employee joins the establishment, his or her details are recorded. He or she must be assigned the position, start work date, employee id, and the work time.| Update Employee Info| Update Employee Info use case is always used to update information of an employee or worker. | Inactivate Employee| When an employee resigns or take a maternity leave, he or she must be inactivated from the system. There are two types of inactivation, resign and maternity leave.| Search for Employee| The administrator can use this use case to search on all employees or workers.| Record Leave| When an employee takes leave, the administrator must use this use case to record his/her leave information. To record leave, a leave type must be defined.| Edit Attendance| Adjusting attendance information is made by the accountant. He or she will use this use case when some attendance information has problems.| Create User Account| This use case is used to create new user accounts.|

CONCEPTUAL FRAMEWORK
This study aims to develop a computerized attendance monitoring system in the Municipality of Pamplona. I can able to solve the problem by gathering data to the establishment. And i was determining the process of the proposed project according to the current system. The problems are identified and solve to the project are the following:

4. The current employee attendance procedure in LGU Pamplona: f. The process of the current system are the following: * To record the time attendance of the employees of the establishment there are log-in the time they enter by using record book for the back-up time attendance. * In general there are using bundy clock for automated time attendance record by using punch card. * The process of the current system is getting the record of every employee using the record book and punch card. And submitted to the payroll office to compute there monthly salary and saved the time attendance of employee every year.

* The problems that encounter to the current system are cheating in logging in or out record if the employees are late. 5. The process of the new time attendance record if the following: g. To operate the new system the admin will be the privilege in all data entered to the new system. h. To install the new system the technician are able to operate and install the program to the computer. i. To record the time attendance of every employees there are using employee id as the identification to the system. j. The equipment or instrument will be used are: computer, number keyboard, employee id and punch car for the backup of their attendance.

NOTES
A Low-cost Remote Attendance Tracking System for Developing Regions Azarias Reda – University of Michigan ([email protected])
Saurabh Panjwani – Microsoft Research([email protected]) Edward Cutrell – Microsoft Research ([email protected])

REFERENCES

(http://ezinearticles.com/?History-of-Time-and-Attendance-Systems&id=6515262) (http://www.timeandattendancecompare.com/Time-and-Attendance-Tracking-System/) http://ebookbrowse.com/factory-time-attendance-management-system-doc-d416974928 (http://www.ehow.com/facts_5840724_attendance_monitoring-system_.html) (http://www.timeandattendancecompare.com/employee-attendance-tracking-system/) (http://vantagepointsoftware.com/how-can-time-and-attendance-systems-be-improved/) (http://www.stdtime.com/time-and-attendance-tracking.html)

DESIGN AND METHODOLOGY

The interview method was used in this study to determine the system flow and the process of the Municipality of Pamplona in the field of attendance record. To support and clarify the information gathered in the interview the observation is also used in the study. It takes a long time to propose this research to make improved the LGU Pamplona offices. I proposed this system because of my observation to the office and one of the major problems that I see is current attendance system. So through this research I make a computerized system record the daily time record of attendance using there employee number to enter their offices. And the bundy clock and punch card will be the other back up of the employee time attendance.

The Municipality of Pamplona serves as the office that legalizes every transaction of the land, peoples, taxes, post, utility serving the people of Pamplona and etc. so the researchers are expecting document and papers to be study on. Context analysis, interview, observation and program will be used in this study to provide a computerized attendance record as possible.

Employee Time Attendance Record (Current System)
Admin| * Collect all the attendance record of the employee in record book and punch card.| Employee| * Entry time in the record book and punch the card in the bundy clock.| Employee Registration (Proposed System)

Admin | * Entry all the information to the employee. * Register the employee to the system.|

Employee| * Entry time to the system * Register the employee to the system.| Admin| * Saved all the time attendance record of every employee. * Print the total hours of work of every employee in quencenas/end of the month.| Employee Time Attendance (Proposed System)

Process Flow Diagram
Employee Time Attendance Record (Current System)
Admin
* Collect all the attendance record of the employee in record book and
punch card. Employee

* Entry time in the record book and punch the card in the bundy clock.

Payroll Office
* Collect all the data of the employee from administrator. * Compute the total hours of work of every employee in quencenas/end of the month.

POPULATION OF THE STUDY

The respondents of this research were the employees and head of offices of LGU Pamplona. With this and the respondents, it gave the researchers a good point to start the study. In attendance monitoring system serves as the computerized attendance and time record of every employee of LGU Pamplona. The Municipality of Pamplona has the majority to use this study.

RESEARCH INSTRUMENT

The instrument it will use this research is computer. Computer serves as the main instrument of the installation of the Time Attendance Monitoring System. The system will be run by a high quality performance of a computer to prevent a malfunction of the system.

Through Adobe Photoshop CS5, Visual Studio 2008.net and MYSQLSERVER I make a program system to this programming language. I choice to used Visual Studio 2008.net and MYSQLSERVER to make the project.

VALIDATION OF THE RESEARCH INSTRUMENT
I mention that system will run in good and high quality performance computer. The process of this system will be punch or enter the employee ID of every individual employee of LGU Pamplona. Assigning them was offices are they assign and the position of their offices.

Even I did not proposed a Biometric system through this computerized attendance monitoring system it will improved the attendance record of LGU Pamplona. Lack of time to consumed, fast computing of daily time record and computerized data entry employees information. And through this system that I say in previous chapter I will prevent the loss of something and prevent the cheating time record of employee. The system will print the employees’ time records that are properly attending their offices in the work time. And the employee not properly attending the work time it will be trace by the attendance monitoring system. The system protected by the main head of the attendance system the head will be the authorized to open the system because the system I will be proposed have a username and password. To other researchers I suggest that the next proposal system that same to my research try to make a Biometrics system. DATA GATHERING PROCESS

To finish this study we needed some information or data gathering from the office of LGU Pamplona. The study informed the head of every offices of Municipality of Pamplona that I plan a new system to develop this office. The data gathering was conducted a scheduled interview of every employee of LGU Pamplona. I give a questionnaire to get some information to develop the proposed system.

Their answers were recorded one by one employee through the questionnaire I proposed. After the respondents answered the questionnaire I collect all information and make it summary their answers.

Before I give questionnaire the head of the offices give the soft copy of information or data of every employee. There are 87 regular employees working in Municipality of Pamplona.

HARDWARE REQUIREMENTS
The minimum hardware requirement specifications for the application software are as follows: * Processor: Pentium Dual Core or a compatible processor
* Speed: 2.7GHz
* RAM: 1.0 GB

SOFTWARE REQUIREMENT
The tools utilized in this project are a computer, number keyboard and employee id. Computer serves as the software program of the installation of the new time attendance monitoring system. The software will be run by a high quality performance of a computer to prevent a malfunction of the system. The employee id serves as the main instrument of the project for identification and to record the time attendance of the employees. The project I proposed will be run to the following:

* Windows XP, Windows 7, Vista or compatible OS.
* Visual Studio 2008.net
* MYSQLSERVER.

PROTOTYPE DESIGN
Once the main research had been completed the design phase of the project began. From the information gathered from rating the existing applications using the evaluation, the main form were designed using Adobe Photoshop and attach it into Visual Studio 2008.net. This is the main form of the project showing the log-in process.

PROGRAM USER INTERFACE

The user interface is showing the process of recording of the time attendance of employees using the employee id for their key indentification to the new system. The process of the new system is to time-in and time-out to the establishment.