Employee Attendance Management System: Set up Guide

FinClock Employee attendance management system Guide 

1.    Objectives

i.                     Fingerprint employee attendance management system

ii.                   Provide events reports per hour from every assignment.

iii.                  Report of urgent matters on each work station, including the specific numbers to call when an emergency case occurs.

2.    Fingerprint biometric attendance management system: set up process

a.       We shall customize FinClock biometric attendance management system to include all assignments or work stations by the names, each assignment being provided with the fp05 device from Joyce.

b.      The employees at each assignment shall be registered using their fingerprint, with ID number and name.

c.       Then, we shall include their hourly pay and when the guards enter the assignment, they will clock in using their fingerprint and when they are leaving, they will clock out.

d.      Attendance records and total payment per day shall be calculated and availed online, where they can be downloaded as shown in the samples below.

Biometric attendance management system timesheet sample

ID	Name	Post Name	Sign On Date	Time Sign On	Sign Off Date	Time Sign Off	Working Hours
24848481	kim kim	post4	13/05/2017	8:44 AM	13/05/2017	6:29 PM	9 Hour(s) 44 Minutes(s)
2488484698	ben jon	post4	13/05/2017	8:44 AM	13/05/2017	6:29 PM	9 Hour(s) 44 Minutes(s)
8707045454	kien pong	post4	13/05/2017	8:44 AM	13/05/2017	6:29 PM	9 Hour(s) 45 Minutes(s)
878485111	sin susan	post4	13/05/2017	8:44 AM	13/05/2017	6:29 PM	9 Hour(s) 45 Minutes(s)
5484045787	paul nene	post4	13/05/2017	8:44 AM	13/05/2017	6:30 PM	9 Hour(s) 45 Minutes(s)
54218484511	musalia kibui	post4	13/05/2017	8:44 AM	13/05/2017	6:30 PM	9 Hour(s) 45 Minutes(s)
855548182	ali hassan	post4	13/05/2017	8:45 AM	13/05/2017	6:30 PM	9 Hour(s) 45 Minutes(s)
39481245	jim john	post2	14/05/2017	1:11 PM	14/05/2017	6:20 PM	5 Hour(s) 9 Minutes(s)
25484845	binti boss	post2	14/05/2017	1:11 PM	14/05/2017	6:20 PM	5 Hour(s) 8 Minutes(s)
121848449	front mkubwa	post2	14/05/2017	1:11 PM	14/05/2017	6:20 PM	5 Hour(s) 8 Minutes(s)
248484815	ben musoniki	post2	14/05/2017	1:11 PM	14/05/2017	6:20 PM	5 Hour(s) 8 Minutes(s)

Payroll sheet downloaded directly from FinClock EMS as an excel sheet.

ID	Name	Account No	Mobile No	Post Name	Working Hours	Pay Per Hour	Total Amount
24848481	kim kim	67987665	715475454	post4	09 hours 44 minutes	19.5	KES189.80
2488484698	ben jon	478987454	754147584	post4	09 hours 44 minutes	19.5	KES189.80
8707045454	kien pong	97845752	7.35479E+11	post4	09 hours 45 minutes	40.5	KES394.88
82278485E	sin susan	9.74652E+11	747874454	post4	09 hours 45 minutes	56	KES546.00
5484045787	paul nene	2547974547	357488	post4	09 hours 45 minutes	21.5	KES209.63
54218484511	musalia kibui	47987547542	76874579	post4	09 hours 45 minutes	29.16	KES284.31
85548182	ali hassan	14798985454	754145124	post4	09 hours 45 minutes	21.5	KES209.63
39481245	jim john	32545454121	214787824	post2	45 hours 25 minutes	19.5	KES885.63
25484845	binti boss	5.47557E+11	784547854	post2	45 hours 25 minutes	56	KES2543.33
121848449	front mkubwa	25648754	32548745	post2	33 hours 13 minutes	36	KES1195.80
248484815	ben musoniki	24587845	75425455	post2	45 hours 25 minutes	35	KES1589.58

3.    Employees management system records set up

We shall customize the biometric attendance management system, such that:  the number of visitors in the premises, including their details is known. An employee using the fingerprint attendance device shall take the record of visitors which shall include:

i.                     Employee name and ID number.

ii.                   The employee’s destination, such as a given floor or room.

iii.                  When the visitor leaves, the guard shall mark the visitor record as “left”

iv.                 The records shall be available to the company admin and the client, such that the client can download the record of visitors to the premises at the end of a given period.

4.    Guard patrols and daily Events reports set up

We shall customize the biometric application, such that the guards shall be required to take report of the assignment after every 2 hours. The report shall be categorized as:

4.1.           Daily reports

These shall include patrols of the whole site per day, checking issues such as incidents at a given location could be fence check, burglary, loud crowds etc. a report shall look like the one shown in the figure below.

4.2.           Making Work reports using the employee management system

a)      These can include a checkup of the status of the building, such as broken lights, broken doors, glasses, cleaning of rooms, building maintenance as well as checking the report of camera in the premises. 

b)      A sample recording of a maintenance issue on the employee management application and biometric device shall look like the one shown in the figure below.

5.    Urgent employee reports in the field phone calls

The Employee management application and the biometric attendance device shall have the emergency numbers that the employees can call. They can include the number of the response vehicle, police and even the area manager of a given region.

The guard has the option of calling numbers registered on the fp05 directly, such as in the case of emergency issue.  The attendance manager can also call the device directly.

6.    Direct messaging with attendance manager application.

This shall be a chat platform between the devices and the control room. The attendance manager shall see the messages on their computer as shown in the figure below. Also, the messaging on the attendance app is shown in the figure.

7.    Employee attendance management system Training plan

a)      A member of our team shall visit all the work stations assignments in your country and train the guards and the attendance manager members on how to use the system.

b)      We shall also help you understand the needs of the client and we shall help the clients also on how to get the reports.

c)       The training will take about one week including the set up.