Attendance management

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Attendance management
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Attendance management is a process of monitoring attendance of employees in the company. It can collect information on time of attendance and leaving work, any breaks during the work, leaves, etc. This system is useful for the Human Resources department because the payroll is calculated more quickly. The presence of employees can be checked using various methods.[1][2]

Attendance management solutions

The most common attendance management solutions are[3][4][5][6]:

  • Timesheets
  • Time clocks with cards
  • Time tracking software
  • RFID
  • Magnetic or chip cards
  • AFAS (biometric)

Timesheets

Employees put a signature when they come to work (and in some companies also when they leave work). This is a traditional method in which we use logs or presence sheets. The disadvantage of this method is that the presence log can be destroyed or stolen. Determining presence with this method is time-consuming. [7]

Time clocks with cards

Employees put their card into clock machine, which prints time and date on the card. First, these cards were made of paper, but they were not durable so after a while, these cards were made of stronger materials. The disadvantage of this method is that another employee can use this card for us. For greater security, companies may additionally use timesheets in this method.[8]

Time tracking software

The computer system tracks time of login and logout, as well as activity during work hours. In this method, each employee has their own password to log in to the system. The employer often knows when an employee uses a computer. The disadvantage of this method is that someone can impersonate someone or someone can forget the password.[9]

RFID

Radio Frequency Identificationis an automatic identification technology which doesn't use physical contact to store or retrieve data on RFID Tags. Sumita Nainan, Romin Parekh and Tanvi Shah think that this system consists mainly of:

  • Antenna transmits information via radio waves between the tag and the reader.
  • RFID Reader is a device decoding raw data that is on the tag using different frequencies, when tags are nearby. Reader uses an antenna to this. Then this data is processed by the Middleware.
  • RFID Tags are elements that can be attached to any merchandise or device. The product is identified by tags which use a special string of characters. Tags consist of the antenna and the chip.
  • Backend database is a database that stores compelling information saved by the RFID Reader and transmitted by the Middleware.
  • Middleware is an interface that manages the transmission of information from the reader. It obtains compelling information from the reader, process and interpret data and control the amount of tags that are in the system. Next, the Middleware transmits data to the Backend Database management system.

The identification sequence identifies the RFID tags generally and clearly and the procedures of the EPC Gloabl Tag Data Standard regulate this sequence. The RFID reader can passively activate tags. However, tags may transmit actively RF signals to this reader. The RFID reader reads the data that are stored on these tags by its antenna when it is nearby. The RFID system may be used in many situations for example: checking the presence of employees, tracking goods or vehicles, managing inventory in warehouses.[10] The disadvantage of RFID is that if the RFID tag is close to electrical devices, reading this tag is much slower.[11]

Magnetic or chip cards

Employees have to put card into a reader or just walk near a reade. In this method, the card is used which is read by a reader connected to a computer system. Checking the presence is more difficult if someone forgets or breaks the card so companies have often presence sheet at the entrance, which are for guests. However, when an employee forgets this card can sign up to this sheet and such employee must inform HR department of this. The disadvantage is that someone can steal the card.[12]

AFAS

Automated Fingerprint Attendance System - in this method employees put their finger (fingerprints) or look into (retina) biometrics reader. This is very specialized system which compares the fingerprint read with the fingerprints which are in the database. This system informs you whether the fingerprint of some person is correct or not and checks the authenticity of this person.[13] The advantage of this method is that we do not need staff and presence logs.

These methods are used in enterprises depending on their size and financial capacities.[14]

References

Footnotes

  1. Shoewu O., Idowu O.A. (2012)
  2. Kadry S., Smaili M. (2010)
  3. Shoewu O., Idowu O.A. (2012)
  4. Kadry S., Smaili M. (2010)
  5. Nainan S., Parekh R., Shah T.(2013)
  6. Arulogun O. T. et al., (2013)
  7. Shoewu O., Idowu O.A. (2012)
  8. Kadry S., Smaili M. (2010)
  9. Shoewu O., Idowu O.A. (2012)
  10. Nainan S., Parekh R., Shah T.(2013)
  11. Arulogun O. T. et al., (2013)
  12. Shoewu O., Idowu O.A. (2012)
  13. Arulogun O. T. et al., (2013)
  14. Shoewu O., Idowu O.A. (2012)

Author: Joanna Zawiślan