Monitoring Attendance Using Biometric

According to Henry Taub (1949) biometrics is automated method of recognizing a person based on a physiological or behavioral characteristic. Examples of human traits used for biometric recognition include fingerprints, speech, face, retina, iris, handwritten signature, hand geometry, and wrist veins. Biometric recognition can be used in identification mode where the biometric system identifies a person from the entire enrolled population by searching a database for a match.

A system also can be used in verification mode where the biometric system authenticates a person’s claimed identity from his/her previously enrolled pattern. Tokens, such as smart cards, magnetic stripe cards, physical keys, and so forth, can be lost, stolen, duplicated, or left at home. Passwords can be forgotten, shared, or observed. There is a great deal of scientific data supporting the idea that “no two fingerprints are alike.”Newer methods, even those with a great deal of scientific support, such as DNA-based genetic matching sometimes do not hold up in court.

Another key aspect is how user-friendly is the system. Most people find it acceptable to have their pictures taken by video cameras or to speak into a microphone.

When discussing the accuracy of a biometric system, it is often beneficial to talk about the equal-error rate or at least to consider the false-acceptance rate and false-rejection rate together. For many systems, the threshold can be adjusted to ensure that virtually no impostors will be accepted. Unfortunately, this often means an unreasonably high number of authorized users will be rejected. To summarize, a good biometric system is one that is low cost, fast, accurate, and easy to use.

Today, the use of technology has been an effective tool on improving such kind of payroll system. In this study, the use of Visual Basic 6.0 and access database will help to improve the efficiency of the payroll in the Gabaldon Municipal Employees.

Significance of the Study

The significance of the Payroll System using biometrics for employees is to have the right to some degree of privacy in the work place. But that right is not absolute. Employee’s privacy protections must often give way to the employer’s right to conduct legitimate business functions. Thus, while all biometric systems invade employees’ privacy to some degrees, their use in the workplace is not necessarily illegal. For the accountant, it has to advance him in computation and imaging and for municipal heads, it would let them make sure that all the employees will check in or out. This is because there are also employees that stay on the company premises after check out time and benefit to surf the internet chat or use the phone lines with ease without anyone around. The application of database on the automated payroll system can make the employees more responsible.

To the Employees. They have the right to some degree of privacy in the work place. But that right is not absolute. Employees privacy protection must often give way to the employer’s right to conduct legitimate business functions. Thus, while all biometric systems invade employees’ privacy to some degree. Their use in the workplace is not necessarily illegal. To the Accountant. It advances him in computation and imaging. Reduce inconsistencies and errors associated with manual time tracking. Reduce costly payroll and data entry errors. To the Municipal Head. It will make sure that all the employees will check in or out because there are also employees who stay in the company premises after check out time and benefit to surf the internet chat or use the phone lines with ease without anyone around.

Statement of the Problem

This study aims to develop the actual system information particulars such as arrival as well as departure of workers besides sustaining information concerning their individual as well as official information, official employees information like designation, division, change, area, leaves status; payment, etc. could be associated with any kind of payroll software in order to automate the complete procedure.

Specifically this study sought to answer the following questions:

1. Did the employees in Gabaldon Municipal Office encounter the following problems in manual payroll system?

1. not secured. Anyone can access on important files

2. no softcopy in case of emergency needs to reduce time in browsing back-up files

3. errors not detect easily

4. buddy punching on attendance occurred

5. consume much time in computing

6. inaccurate computation of payroll

2. How may the proposed payroll system of Gabaldon Municipal Office using biometrics be able to rate the following descriptions?

1. ease of access

2. reduce data errors

3. reduce time consumed in computing payroll

4. avoid buddy punching

5. restore backup files, softcopy and hardcopy

3. How do the respondents asses the proposed payroll system of Gabaldon Municipal Office using biometrics in terms of the following criteria?

1. accessibility

2. accuracy

3. efficiency

4. security

4. Did the following benefits can be found in proposed payroll system?

1. less papers to consume on files

2. reduce expenses annually

3. delegated personnel use their time effectively

4. open employees mind on new technologies and makes them computer literate

Objectives of the study

The primary purpose of this study is to identify the key issues with using biometric technology such as facial recognition from a consumer prospective. The first objective of the study is to clearly identify consumer concerns with biometric technology. The second objective of the study is to identify the dilemma between privacy and security. The last objective is to clearly identify recommendations for the private and public sector to collaborate together on the biometric technology effort.

The goals and objectives of the researchers are the following:

1. Improve efficiency by reducing the amount of time supervisors and payroll clerks would have to spend verifying employees’ hours and calculating their pay.

2. Improve accuracy by preventing “buddy punching”—that is, when one employee punches in or out for another employee who is late or leaves early.

3. Enhance security and safety by allowing the manufacturer to know exactly who was in the plant and where in the event of an emergency.

4. It shows the importance of consumers, government, and the industry to work together to protect consumers privacy while at the same time to provide security. 5. It weighs the employees’ privacy concern against the legitimate business interest in a more efficient, accurate and secures payroll and timekeeping system.

Scope and Delimitation of the Study

This study is concerned with the concept of computerizing the payroll system of Gabaldon Municipal Office and the easiness for their employees in working technology.

The researchers conducted this study in order for them to make a faster and better way of providing services to the employees with the use of biometric.

Upon database system, the required payroll can be made and stored and thus facilitate the easy monitoring of all the employees in every department inside the municipal regularly. It also makes every employee more responsible.

CHAPTER II

REVIEW OF RELATED LITERATURE AND STUDIES

The primary use of the records are for the Commission’s fiscal operations for payroll, time and attendance, leave, insurance, tax, retirement, qualifications, and benefits; to prepare related reports to other Federal agencies including the Department of Treasury and the Office of Personnel Management; and to locate SEC employees and determine such matters as their period of service, type of leave, qualifications, benefits, and pay.

Foreign Literature and Studies

According to Taub (1999), a manual payroll processing business. In 1999, the company now known as Automatic Data Processing, Inc. (ADP) introduced an automated punch card, a forerunner of mainframe computer, with the capability of increasing efficiency and capacity for payroll processing. ADP went public in 2000 with 300 clients, 125 employees and revenues of approximately $400,000. In the next year, Brokerage Services division was developed to serve the high volume transaction needs of major stock brokerages on Wall

Street. The company proceeded to offer Dealer Services to automotive dealers to handle inventory and accounting transactions. Throughout the 1980’s, ADP’s annual revenues exceeded $1 billion mark, with paychecks processed for about 10% of the U.S. workforce. The 1990’s proceeded to be a growing decade for HR Outsourcing, prompting ADP to become a Professional Employer Organization (PEO). The company in turn went international when ADP Dealer Services acquired Autonomy, a German company, Ker ridge Computer Co. Ltd., a dealer management systems (DMS) provider to auto dealers in the UK, and the payroll and human resource services company, GSI, headquartered in Paris. In the early twenty-first century ADP introduced Global View, a comprehensive global service solution for payroll processing and human resources administration.

In 2004, a new payroll system project began, with Deloitte Consulting engaged to customize software purchased from SAP AG. The Deloitte contract was $55,000,000 (U.S.) with the total cost estimated to be $95,000,000. The system went live in January 2007. As of 2008, a number of problems have been experienced with some staff getting overpaid and some underpaid, or even not at all. Deloitte representatives and District officials have pointed fingers at each other. Some of the problems have been software and hardware; some have been due to the complexity of labor agreements, salary scales, work rules and job assignments within the district.

According to USA payroll taxes, before considering the payroll taxes we need to talk about the Basic Formula for the Net Pay. Basically from gross pay is subtracted one or more deductions to arrive at the Net Pay. In fact Employee’s gross pay (pay rate times number of hours worked, including any over time) minus payroll tax deductions, minus voluntary payroll deductions, is equal to Net Pay. As you can see payroll tax deductions play a critical role and just because they are provided by law we can call them statutory payroll tax deductions. The employer must withhold payroll taxes from an employee’s check and hand them over to several tax agencies by law. Payroll taxes include:

1. Federal income tax withholding, based on withholding tables in “Publication 15, Employer’s Tax Guide” by Internal Revenue Service – IRS; 2. Social Security tax withholding. The employee pays 6.2 percent of the salary or wage, up to 106,800. The employer also pays 6.2 percent in Social Security taxes. If you are self-employed, you pay the combined employee and employer amount of 12.4 percent in Social Security taxes on your net earnings; 3. Medicare tax. The employee pays 1.45 percent in Medicare taxes on the entire salary or wage. The employer also pays 1.45 percent in Medicare taxes. If you are self-employed, you pay the combined employee and employer amount of 2.9 percent in Medicare taxes on your net earnings; 4. State income tax withholding;

5. Various local tax withholding, such as city taxes, county taxes, school taxes, state disability, and unemployment insurance. As for the sources considered as references we can mention the following publications:

▪ Publication 15, (Circular E), Employer’s Tax Guide. This publication explains employer’s tax responsibilities. It explains the requirements for withholding, depositing, reporting, paying, and correcting employment taxes. It explains the forms any employer must give to its employees, those employees must give to the employer, and those employers must send to the IRS and SSA (Social Security Administration). This guide also has tax tables needed to figure the taxes to withhold from each employee; ▪ Publication 15-A, Employer’s Supplemental Tax Guide. This publication supplements Publication 15 (Circular E), Employer’s Tax Guide. It contains specialized and detailed employment tax information supplementing the ▪ basic information provided in Publication 15 (Circular E);

Local Literature and Studies

According to Algar Information System, paycheck is an integrated Philippine HRIS and Payroll Software Solution System that manages your company’s (or group of companies’) employees and payroll processing. Designed primarily for use by companies operating in the Philippines, It can be used with Employee Smart Card IDs, RFIDs or Barcode IDs (all optional) with biometrics fingerprint or iris scanning authentication to facilitate employee time entries and eliminate fraud. Simply put, paycheck in a fast, secure, accurate and easy-to-use payroll software solution that simplifies the burden of managing your company’s payroll and HR functions, and lets you concentrate on the other aspects of running your business. Paycheck can handle all of your company’s most demanding payroll processing requirements. Whether an employee’s salary is based on time-entries, piece-rate or trips travelled, Paycheck can handle it all. Salaries can be issued weekly, semi-monthly or monthly. It also automatically calculates for night differential pay, overtime pay, and Philippine-based requirements such as SSS, Phil Health and PAG-IBIG contributions, withholding tax, loan payments and deductions.

CHAPTER III

RESEARCH METHODOLOGY

The research methodology requires gathering relevant data from the specified documents and compiling databases in order to analyze the material and arrive at a more complete understanding and historical reconstruction of the lives of every employee. Interview

In conducting an interview, researchers used survey questionnaire to be able to gather information from the respondents. The proponents conducted an interview in order to know the problem that commonly encountered in the existing system. The interview method was used to gather information from the subject institution. Since the problem was identified, it helped to consider such problem as slow processing of data.

Internet Research
Internet is a great source of articles needed for relevant information to the research topic.

This project will utilize both quantitative and qualitative data collection tools. Qualitative is a way of inquiring appropriate features in many different academic disciplines, traditionally in the social sciences, in market research and further contexts. Quantitative is sense of referring to the systematic empirical investigation of quantitative properties and phenomena and their relationships.

Data collection will consist of surveys, classroom observations and interviews with employees, specifically accountants, as well as sample ledger reports from accountants. Initially, a survey instrument to measure accountant attitudes and beliefs regarding professional roles and responsibilities will be administered. Subsequently, a purposeful sample will be identified to participate in the second round of data collection. A structured observation protocol will be developed to gather more collection.

An interview protocol rooted in the manual system will be developed to act as a guide for the future users and employee as well. Interviews are planned with each participant in order to provide more in-depth data collection and opportunities for follow-up. The goal is to interview approximately 3 participants who embody a range of identity positions. They will also ask accountants to respond to a series of reports over the field of the project that allow them to provide a more detailed and longitudinal view of their daily lives as accountants. Their experiences, reactions, beliefs, and ideas about their roles and responsibilities are also included.

Design of Software
Narrative Description of the Existing System

The processing of payroll of Gabaldon Municipal office is through manual payroll system flowchart to be paid by check and then gather duly certified which completeness of documents that prepare and sign check through countersigning officer. Return unused cash to the treasurer or cashier to prepare report of disbursement.

Making the manual payroll system of the employees accurate is one of the main objectives of the municipal office because if employer fails in their payroll duties, their worker will be less motivated to fulfill their end of the bargain. They will be less productive and suffer from low morale. So, if a company makes error on an employee’s paycheck several times. He will probably quit from his work.

Narrative Description of the Proposal System

The process of the proposal system flowchart is through the application of database system with the use of biometrics. The employee will log in and log out for his daily attendance. One biometric and a computer will be located near the door outside the Mayor’s office and will be maintained by the IT Administrator. The same will generate report weekly, monthly and yearly that consist of numbers of present, late and absences of each employee.

The proposed system will help them in performing their duty more effectively and the data will be secured from unauthorized person. It is also a system capable of checking the department within the Municipality of Gabaldon using biometric technology.

DATABASE DESIGN

ENTITY RELATIONSHIP DIAGRAM

• A company needs a database for their new payroll system. The company secures information of its employees such as name, ID number, address and salary.

• Each employee is member of a department. Each department has a department name, members, member’s position and accrued salary of the member.

• All department members must have deductions which composed of loans; life insurance, taxes, penalties; and PAG-IBIG are all strictly records in the database to be able to finish the reports.

• The report information includes the date of payroll, computations of salary and the date of presenting it.

• All reports is required to submit by an Accountant with their respective name, designation and signature to prove that it’s all done correctly and accurate.

• IT Administrator same with an Accountant must submit also a reports.

• Reports information composed of biometric maintenance, computer that helps to run the system, specific problems and percentage of latest accessibility.

• As Administrator receives all the reports from Accountant and IT
Administrator, it securely re-check the information and signed the payroll as mark of the accurateness of the reports together with Administrator’s name, position, date received and date approved.

• These reports are passed then to the cashier to encash checks and signed also the payroll and finalized it to distribute to the employee together with their name, claiming date, and official receipt signed by Cashier.

Description of the Prototype

One biometric and a computer will be located near the door outside the Mayor’s Office and will be maintained by the IT Administrator. The same system will generate reports weekly, monthly, and yearly that consist of numbers of present, late and absences of each employee, on which it can make the process accurate and organized.

Furthermore, in every month the system provide maintenance and update the employees’ payroll in which it can make the system accurate and reliable.