TAHPSTAHPS Time & Attendance Hand Punch System

Outline Outline Overview Introduction – Problem Definition – Objectives – Scope Literature Review System Analysis – Interviews – Functional specifications – Data Flow Diagram ER Diagram

How Does the Hand Punch Work?

Problem Definition Problem Definition Controlling employees' attendance by manual sheets have the following problems: – Employees are usually in a hurry upon arrival and on leaving, and hence require a system that takes the absolute minimum amount of time in registering their attendance. – Employee can easily clock in or out on behalf of another. – Calculating employees' working hours take weeks of real effort. – Reports are always vulnerable to data entry errors. – Inaccurate working hours cost thousands of Riyals monthly.

Objectives Objectives Provide a user friendly system that would be acceptable by employees. Limit employees manipulating their attendance. Prevent an employee from clocking in or out on behalf of another. Ease of control of employees' vacations, excuses and leaves. Reduce errors of manual calculations and reporting. Automate the process of data entry, data collection, data processing and report generation.

Objectives Objectives (continued) Improve fair judgment on employees' commitment to working hours. Confidence in attendance reporting eliminates the need for report revisions. Reduce cost by reducing ancillary staff cost. Provide real time data by reducing the time needed to provide any required information. Provide other departments with the necessary reports, such as payroll and human resources.

Scope Scope Automatically control employees' attendance in King Saud University (Malaz Campus) by providing different kinds of reports. These reports can be reviewed by the university administration and may be passed onto the university payroll department, as paper based or in electronic format according to the payroll requirements. In this project we will develop TAHPS using one hand punch terminal connected to several computers in a network.

Literature Review Literature Review Features Sh/WS/W Sh/W S/W License - HP - FP - Badge reade r - HP - FP - Magnetic stripe cards - Badge reader - Barcode - HP - FP - Badge reader - HP - FP - HP - FP - HP Data collection devices    Statistical reports    Manual adjustment  NA   Excuses tracking  Multi-device Support*  NA   Vacation tracking    Multi-level support protection   Interface with payroll system      notification** EEEEEEA Language   NA   Employee self-service

Olysha’s Interview Olysha’s Interview There is a similar system used in Olysha; hence we have interviewed several employees there in order to know their opinion on the system and how they are utilizing it. we remarked the following points: The new system proved to be worthwhile, it saved time, effort, and reduced errors when calculating the employees' attendance and generating monthly reports. Not all the system's facilities are utilized due to the lack of full- time staff. The hand punch terminal is easy to used and takes a minimum amount of time

Al-MAlaz Interview We interviewed administrative employees from Al-Malaz to get their requirements and to know more about their current system: The current manual system and the attendance polices were understood (Deductions, excuses and vacations). The new system requirements were gathered

Functional Specifications System Administrator : Manage hand punch terminals System backup Clear unneeded information Manage working schedules

Functional Specifications (continued) Clerical administrator: manage user accounts (create – modify – delete ) manage employees records (create – modify- delete) Import attendance data from terminal to the system Attendance manual adjustment as needed Manage private vacations Manage employees excuses Manage early leave and late arrives and deductions View / Print different kinds of reports oAttendance Data Sheet oTardy reports.( graphical / text) oEarly leave reports.( graphical / text)... etc These reports can be generated for a single employee, all department employees' or all employees within a specific time

Functional Specifications (continued) Manager : View different kinds of attendance reports : oAttendance Data Sheets oAbsence reports.( graphical / text) oTardy reports (graphical / text)... etc These reports can be generated for a single employee, all department employees' or all employees within a specific time Department Head: View different kinds of his department employee's attendance reports oAttendance Data Sheets oAbsence reports.( graphical / text) oTardy reports.( graphical / text)... etc These reports can be generated for a single employee or all department employees' within a specific time

Functional specifications (continued) Department Clerk: Print an excuse request for a specific employee with a specific date Approve/ disapprove an excuse request Employee : View his reports oAttendance Data Sheet oVacations reports oDeduction reports

DFD Diagram

Manage Employee Attendance

ER Diagram