Binary City CC CC/2009/1355

Transcription

1 Binary City CC CC/2009/1355 P O Box Veronica Court, Nactigal Street Windhoek Namibia info@bcity.me Tel: Fax:

2 Executive summary Binary City herewith offers to implement and configure an electronic, biometric time and attendance solution. Ourselves developed our solution, in Namibia and works perfectly to assist with the accurate control of employees clock-in and clock-out behaviour. Binary City was formed in 2009 under the leadership of Rayno and Darius Burger. Binary City s development team consists of over 27 years combined experience in creating information technology solutions for clients that effectively combine business requirements with information technology. Major benefits of implementing SmarTime Our solution has the sole purpose of replacing any manual paper systems or redundant electronic systems. We propose implementing SmarTime, Binary City s biometric time and attendance solution that will not only replace any manual calculation system but furthermore assist with: Ensuring that time and attendance data is always accurate; More productive administration staff, by not having those staff members spend hours summarising and calculating time and attendance data from manual books; Exporting of time and attendance data directly to the most prominent payroll systems (VIP Payroll, Pastel Payroll) and also Microsoft Excel and PDF; Reporting that is available at the touch of a button. Reports include: Detailed and summarised view of time and attendance data per person or per overtime rule (or department); Report of staff coming late, or leaving early; Staff that are absent from work; Full overtime calculation Calculate staff hours according to rules per department, with any configuration of shifts, lunch duration and overtime threshold; Generate daily, weekly or monthly reports Page 2

3 Current SmarTime clients Clients from Windhoek, Namibia 1. Arebbusch Travel Lodge 2. Panarottis Pizza Pasta 3. Capral Aluminium 4. Zebra Trailers 5. Ark Trading 6. Adcon CC 7. Okapuka Crushers 8. Embassy Liquor Store 9. Bus Builders Namibia 10. Auto Sueco Namibia 11. CU Property Development 12. J.S Electrical Services CC Clients from other parts of Namibia 1. Okahandja Spar (Okahandja) 2. Goba Lodge (Gobabis) 3. Abroma Fisheries (Walvis Bay) 4. Protea Hotel Walvis Bay (Walvis Bay) 5. Leonardville Town Council (Leonardville) 6. Otjiwanda Meat Market (Grootfontein) 7. Fickies Body Work (Grootfontein) 8. Waterberg Guest Farm (Waterberg) Clients from other parts of Africa 1. City Garden Club (Tanzania) 2. East Africa All Suites Hotel (Tanzania) Page 3

4 Hardware (Biometric reader) Our system integrates with the ZKTeco range of biometric readers. These devices are both reliable and affordable. Coming with a one-year guarantee, the perfect reader available for your exact needs. Our recommended biometric reader is the ZKTeco IN01-A reader. Some of the features of this device are: Colour TFT screen for ease of use; Audio and visual indications for acceptance and rejection of valid/invalid fingers; Integrated 125kHz RFID proximity reader; Device stores 3000 finger templates; Device stores 100,000 buffered transactions; Built-in Ethernet ports for TCP/IP communication; Built-in battery backup Page 4

5 SmarTime connectivity The IN01-A reader is network enabled and SmarTime connects to the device with the TCP/IP protocol. Where a network does not exist at a client, we ll assist to connect the device to your computer directly with a network cable. The illustration below indicates how a typical SmarTime setup will look when you have a server, and two IN01-A devices in your environment. The system can easily also work with only one computer and one IN01-A device for a smaller setup. Page 5

6 SmarTime screenshots Configuration Biometric reader setup Our system has a very comprehensive configuration where you would be complete control of setting up your biometric reader devices. Below, please find a screenshot of this section of the software. Page 6

7 Configuration Payroll configuration SmarTime integrates with the two most commonly used payroll systems in Namibia. VIP Payroll and Pastel Payroll. Here is a screenshot of where this configuration is setup. Page 7

8 Department (or overtime rule setup) SmarTime gives you the option to create an unlimited amount of rules. This is effectively where the power of SmarTime lies. When an employee is created, you allocate the employee to a rule, which will then apply to the time and attendance data of that employee. These rules are really flexible and allow an employer to set up the system exactly how they need it, but do take note of a specific feature in the overtime rules called: Overtime threshold. This caters for calculating overtime after a certain period of time has elapsed. For example, if an employee needs to work until 17h00, but leave the premises at 17h25 and a 30 minute threshold is built into the overtime rule, the person would not be rewarded the 25 minutes overtime. SmarTime would only allocate overtime once the employee leaves later than the threshold time. This feature can also be setup per shift to provide more flexibility. Below, please find a screenshot of the overtime rule setup configuration. SmarTime has been designed specifically to benefit both the employer and employee. While the employer can rest assured that the reports that SmarTime generates is 100% correct, and the employee will find comfort knowing that he or she is rewarded for the time spent at work, accurately! Page 8

9 Employee setup Each employee is setup in SmarTime with basic information (Name, surname, payroll number and overtime rule). As an optional add-on, this information can also be synced from a payroll system if required and no duplication of employee setup would then be required. Each employee will be enrolled onto the system by means of registering his or her fingerprint. This is then used for clock-in and clock-out purposes. This is a perfect solution, because an employee has to do this him or herself. Page 9

10 SmarTime Reporting There are several reports available in the system. A detailed report, indicating every single clock-in and clock-out time: Page 10

11 A summarised report, showing a calculated total hours worked for each day (Summarising all clock-in and clock-out activity per day). Summarised (Daily): Page 11

12 Summarised (Monthly): Page 12

13 The report below indicates staff that worked less than his or her s required normal time: Also the same report, but showing staff that worked more than his or her required normal time (overtime): Page 13

14 The report below indicates exactly how the system is calculating overtime: The report below shows employees that are absent from work: Page 14

15 Colour coded reports All reports are colour coded to indicated Saturdays, Sundays, Public Holidays and Extra weekdays (Extra weekdays is a function where employees are requested to work an extra day and all normal time is then moved to overtime): Page 15

16 Additional functionality Manual creation of an existing attendance record The system makes provision for the manual creation of an attendance record for such cases where employees cannot clock-in themselves (for example consultants working off-site, or where an employee forgot to clock-in or out). Editing of an existing attendance record The system makes provision to allow an administrator to amend an existing time and attendance record. Page 16

17 Adding leave to the system SmarTime can take care of the hours when employees are on leave. See this function s screenshot below: Report export to Excel or PDF All the reports in the system can be exported to Microsoft Excel for further data manipulation, or it can be saved in PDF format Page 17

18 SmarTime Database Auto Backup When closing SmarTime, you will be presented with this window to assist you with backing up your SmarTime database. Page 18

19 System wide assumptions SmarTime requires a dedicated machine to be setup as a server. Preferably, this machine should be loaded with Microsoft Server as an Operating System, but for smaller implementations, a Microsoft Windows XP, 7 or 8 Professional installation will suffice. Microsoft SQL Server Express 2008 R2 will be installed on this server machine as database engine The SmarTime server machine will need to sync it s time with a network time server (Either an internal network server or a time server on the internet) The SmarTime server machine will need to be patched with the latest Microsoft Software Update Service s patches Preferably, Binary City support staff would need remote access to the SmarTime server in order to remotely assist with support queries A network point as well as electricity would be required for each biometric clock-in point (Each point where your ZKTeco IN10-A device would be installed) If any firewall is present on the SmarTime server, the default SQL port should be opened for the client computers on the network that will connect to it The server must have an antivirus software solution installed that either gets updated centrally from within the network or from the internet The SmarTime client computers require at least:- Windows XP Service Pack 3 or higher.net Framework V4.0 Windows Installer 4.5 Antivirus solution Latest Microsoft Software Update Services patches The client will need to sync it s time with a network time server (Either an internal network server or a time server on the internet) If you wish to export your reports to Microsoft Excel, a copy of this software needs to be installed on the computer where the export needs to be done All reports can be saved in PDF format for printing purposes Page 19