December 14, 2018
Time attendance Manager Software Memorysoft Memory International Limited Kenya

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Product Short Description

TIME AND ATTENDANCE MANAGER

The Memorysoft Time and Attendance Manager is the most innovation time and attendance labor management system that has been developed with the Kenyan labor and pay processes in mind and it fully automates collection, processing and reporting of employees and workers attendance records and the data is then transferred to the memorysoft payroll manager for further computation of normal salaries and wages, overtime and recovery of lost time or to any other third party payroll application.

SKU: TIME AND ATTENDANCE MANAGEMENT SOFTWARE. Tags: , , , , , , , , , , , .

Description

TIME AND ATTENDANCE MANAGER

Introduction

Memorysoft Time and Attendance manager is the program for you if you need the most innovative time and labor management system.

It has been developed with the Kenyan Pay Process in mind and automates calculation of your time-based payroll and therefore reduces time fraud.

The Memorysoft T & A Manager offers a comprehensive set of features available in a labour management system.

It simplifies communications with data collection devices, supports employee scheduling, delivers hours and wages data to your supervisors, and interfaces to a wide range of payroll and human resource application and the Memory Payroll System.

The system streamlines payroll preparation with an electronic link to the payroll system and other Human Resources Management applications, Increase management awareness and control of labour resources, Track hours and wages by cost centre.

It also Polls data collection devices for employee in and out-times.

Memory T & A Manager will enable your organization to realize significant benefits resulting in greater efficiency and cost savings.

Memorysoft Time and Attendance manager is the program for you if you need the most innovative time and labor management system.

It has been developed with the Kenyan Pay Process in mind and automates calculation of your time-based payroll and therefore reduces time fraud.

Dealership

We are the regional distributors and systems integrators for Captor Systems, a worldwide leader in Biometric Systems for Access Control, Time and Attendance, and Personal Identification products. Biometric devices are electronic means of measuring unique characteristics or actions of a person, and are used to identify, or verify the identity of, an individual.

Highlights

  • The System Integrates Timekeeper data with world leading payroll programs and bureaus, ensuring reliable and accurate transfer of employees’ hours and earnings information to payroll.
  • The Systems records attendance by recording and documenting all types of absences. Temporary badges can be issued to visitors, contractors and Short-term employees for access and identification.
  • ID Cards issuance history: Tracks ID cards that are issued and maintains No of lost, stolen, or Re-issued cards for whatsoever problem.
  • Supports special incentive for working outside your normal schedule, on call, called in, Baylor pay.
  • Polling data collection devices for employee in –and – out times.
  • Clocking by employees is done by individual proximity verified immediately.
  • Automatic calculation of hours due using your predefined attendance rules (Rounding time, grace period, lunch break), short time and overtime rules.

  • Complete Employee Master Record.
  • Supports Weekly, Bi-weekly (fortnightly), Semi-monthly, and Monthly etc.
  • Audit trail of all adjustments made to clocking times and payable hours.
  • Records arrival and departure from work.
  • Enables transfer from one department to another.
  • Enables start of new job or project.
  • Enables change in shift or pay category.
  • Has emailing time sheets for approval.

How it Works

  • Employees are provided with an Identification Card (Thumb, Palm recognition can also be used).
  • Employee’s swipe at point of entry where a swipe reader has been mounted.
  • The swipe reader registers date of clocking, time, shift, authorization code, employee code and swipe card code.
  • On-line verification of time cards and time sheets is done by supervisors and authorized managers.
  • The TnA software at the central computer unit automatically calculates hours worked, overtime hours worked, short time worked, shift worked etc etc.
  • The result is used to process payroll and/or produce management and administration reports e.g. punctuality, absence etc.

Scheduling employee shift function

This makes employee scheduling easier, and manages the time and attendance process by exception.

Some highlights are:

  • Handles day shifts, night shifts, multiple shifts and shifts that run past the midnight mark.
  • Handles Am/Pm (3:55pm) and Military time (15:55) GMT 24hour clock.
  • Time displayed in Hours, Minutes and Seconds.
  • Downloading employee schedule to data collection devices.
  • This ensures precise and timely employee scheduling, improving planning efficiency by managing the time and attendance process by exception.
  • Scheduling prevents an employee from punching IN / OUT when they deviate from the schedule.
  • Optional scheduling from selected employees.

Dynamic schedules from pay period to another.

Employee classification function

  • Personnel can be assigned to a group, such as department number, visitor, Contractor, etc., for easy editing of access privileges. This makes system edits easy to implement for each group.
  • Employees can use the same badge for controlled access and time and attendance to avoid duplication.

Gatekeeper System

The Gatekeeper software provides the control managers require to determine which personnel will be allowed to use designated entryways, and when.

Systems operators use the software to create gate lists that are downloaded to the gatekeeper terminals.

The gate list determines who can receive access to each entryway.

The Gatekeeper software generates a variety of reports, which detail what personnel have accessed the controlled entryways of a facility.

Reports can be generated for a single person to trace movement through a facility, or for a door to examine traffic flow through an entryway.

Personnel data is sorted by department, badge number, employee name, door group, or classification.

The software also has a feature that enables the image photo to pop out at the gatekeeper computer screen for the watchman to use to confirm authenticity. The images can be instantly retrieved, updated and verified.

Image Keeper function

Image Keeper System provides a one-stop’ solution for all your company’s identification, time and attendance, and access control needs.

The system supports video and digital cameras and allows you to store an employee’s photo, signature, and other identifying data in an ODBC-compliant database.

Image keeper software provides one of the most flexible and versatile approaches to ID card creation.

Any combination of text, logos, data, graphics or images can be used to create the perfect ID card layout for your specific needs. Image keeper software can print a barcode or encode a magnetic stripe during the printing process.

This option streamlines the task of issuing cards by using the printer to perform both functions at the same time.

TWAIN – Compliant i.e. Photo scanners, Document scanners, Digital and Video cameras.

Messaging function

The Messaging function provides user access to the messaging capabilities of Memory TnA Terminal to create messages, assign messages to employees, and configure global scrolling messages from the PC.

The software also performs a reporting function, allowing an operator to determine which messages have been seen and accepted by the employee at the timekeeper terminal.

Card Saver function automatically archives employees’ “punches” and allows for easy retrieval of the data (to verify employee data for regulatory inquiries, performance reviews, or resolving union grievances.)

Archive function handles long-term employee keeping by automatically accumulating, processing, and storing critical labor data to create an employee attendance database.

Timesheet Editor Function

Changes to an employee’s timesheet are automatically recorded in the audit-trail and the totals are updated. You can view the totals and audit trail simultaneously with punch information, or simply click on the Totals or Audit Window tab for full-screen views.

It has employee chart feature that graphically examines data.

Electronic Sign-off, which lets supervisors, if authorized, electronically sign-off on employees timesheet records.

Approval of Timesheets and Upload

The Manager will approve the timesheet after which all records are locked. Approved totals will then be used for Audit. An upload file is then created for importation into the Payroll software if not integrated.

Techno phobia

Some staff have difficulty working with certain types of new technology and can sometimes resist its introduction and utilization. In most cases training can help remove the fear and misunderstanding that may exist. At these times it is important to emphasis the benefits to individual staff members of the new technology.

Security function

Security Increases in confidence and integrity of company systems.

With the reduction or elimination of fraud, theft and unauthorized access, there comes a corresponding increase in the confidence and integrity of company systems and procedures.

This in turn, can actually increase overall morale of staff and even the share holders.

  • Personnel can be granted one of three levels of door access: No access, Full access, and Scheduled access. Scheduled access can be set to coincide with the work schedule as recorded in the Timekeeper database. In addition, a facility’s doors can be scheduled to lock and unlock at designated times, so all personnel can pass at will.
  • Security men can perform the physical identification of personnel before granting access/entry.
  • System administrators can provide each user with customized access to only the system function that their job requires.
  • Access to the system is controlled by user log-on codes and encrypted passwords.

  • Multi-level security profiles grant viewing and editing access privileges to management and employees.
  • Security monitoring: Automated notification of security sensitive events as well as support issues e.g. unauthorized swipe at designated points.
  • Prevents unauthorized access by employees and non-employees to secured doors or turnstiles.
  • You can set different levels of access for each entryway, and for each group or individual personnel.
  • Door access can be controlled by schedules which are imported from the Time\keeper Central System or entered directly.

Hardware Standard Specifications

  • All Clocks are linked to central Communication Server
  • All the clocks have Power Back-up devices. No loss of proximity readings.
  • Clocks stress 20,000 proximity readings thus Line failure will not affect the readings
  • There are ready replacement clocks if there is network failure.
  • Clocking History
  • Keeping track of employee data, clocking, departments, absences, and holidays
  • Tracking attendance, manage overtime

  • Accommodating of offsite workers
  • Optional Equipment: – Digital camera (Kodak DC 3400, Tripod stand and Backdrop, Laminator, Card printer, Guillotine, Spot lamps etc .Not economical for in house card production unless your organization has more than 1000 employees. We produce the badges at our premises at a small cost.
  • Approval of Timesheets and Upload
  • Manager will approve the timesheet after which all records are locked
  • Approved totals will then be used for Audit
  • Upload file created for importation into the Payroll

Benefits of using T & A Manager

TnA Master will enable your organization to realize significant benefits resulting in greater efficiency and cost savings. The Key Features and Benefits of the Proposed System are;

  • Time based payable hours calculation is automated
  • Freeing the office from manual calculations.
  • Reduction in clerical and data entry costs
  • Greater overall productivity and efficiency, while minimizing the cost of payroll
  • Removal of the accuracy errors in calculations and accurately applying rounding, deductions, rate calculations (normal time, overtime rules)
  • Off-site Support: Users can receive off-site diagnostic support via telephone, e-mail, fax etc.
  • Flexibility to choose the input terminal method most suited to your operation.
  • Terminals can operate offline to protect data during software breakdowns.
  • On-line, real-time validation and inquiry
  • Graphical data representation for instant comprehension
  • Quick Search Features by employee/work Number
  • Ensures fast, reliable communications and low cost networking.
  • Terminals can either be local or remote from the Central host computer.
  • Allows for easy identification of access activities at specific times.
  • Eliminate timesheets and timecards

  • Reduce labor costs
  • Cut down on administrative time
  • Eliminate human error in employee time office records to save monetarily
  • Significantly increase employee & Manager satisfaction
  • Monitor and analyze absence to reduce impact on productivity
  • Improve organizational efficiency and growth with employee performance
  • Accurate processing and reconciliation of time clock software data with ease
  • Graphical representation of events, schedules and time calculations
  • Interfaced with Paycare or existing payroll software
  • Contract time: casual and contract workers
  • Fixed time: environments with shift work and night work
  • Flexi Time: office type environment
  • Decreases overall patrol expenditures and improve payroll accuracy
  • Eliminate data entry to Payroll and H.R. systems
  • Make quick and effective decisions based on timely management reports

Now you can be constantly informed – and in control of time.

Other Benefits

  • Eliminates traditional punch cards, job tickets or time sheets
  • Process payroll in seconds instead of hours or days
  • Handles multiple job or department transfers and rate changes
  • Archives historical data for easy retrieval of year-to-date information
  • Full-featured scheduling by employee, department or job
  • Add new people, capture hand templates, photos and all other details using user friendly software
  • Uses proven biometrics relying on hand geometry only for absolute and undeniable security
  • Potential cost saving by removing guards or other personnel at manned stations
  • Eliminates the need for management time and costs for cards, PINS or other ID devices

  • Uses standard TCP/IP and SQL protocols for improved support and integration
  • Simple to set up and use
  • Suitable for both inside and outside use
  • Designed for fast and large volume throughput of people
  • View and act on unauthorized attempts to gain access.
  • Powerful and dynamic time and movement reporting – for immediate and historic auditing
  • System can be expanded at any time as required.
  • Screen-based password security limits users access to information and functions
  • Audit trail report displays tracks all changes to data for user accountability

The envisaged system provides a cost effective and delivers a reasonably short time-to-benefit on the project implementation.

Business and Financial Benefits:

  • The most important feature of the Memorysoft TnA Manager is that it provides an irrefutable audit trail of who did what and when.
  • For security applications this data provides the confidence that only the right people are doing the right things. Any infringement is immediately identified, and the evidence is irrefutable-there is no doubt about the identity of the person concerned.

This audit trail provides highly accurate and reliable management information that includes.

  • Staff hours worked (Time & attendance)
  • Workflow monitoring information.
  • Resource utilization frequency and trend analysis
  • Duration of task (job costing)
  • Attempts at unauthorized access or usage of resources.

  • Transmission audit trail.
  • Resource maintenance requirements (Accumulated usage time)
  • Access audit trail
  • Security enhancement in an organization can reduce insurance premiums
  • Protection of access to secured areas reduces the cost of replacing stolen materials and equipment.

Business issues to consider (Management issues)

Planning and Design & implementing a Memorysoft TnA Manager affects many areas of the business resulting in the need to design the system into the organization. This means looking at how the system will affect the movement and workflow of the staff, how to collect and manage data from the system, and modify existing systems and procedures.

Information Management

A Memorysoft TnA Manager can produce large amounts of management information about how the staff works their movements and actions, workflow, problem areas, production data, time and attendance information, and so on. This information is extremely valuable to any organization but requires gathering, analysis and storage.

Privacy Issues

Privacy concerns may arise around the way the identification template may be used and how the individual’s utilization data may be used.

  • A proximity card cannot in ANY way be recreated from a template.
  • As a template cannot be compared with another template, it is not possible to use the template database for anything other than for the verification of the users of the system.
  • “Big brother” A problem that may arise is the fear that by using this kind of technology, the company is watching them. In this case it is necessary to explain how the information will be used and how it will be kept confidential.

Standard Reports:-

  • Absent Employees
  • Accrual Balances
  • Audit Trail
  • Employee Schedules
  • Employee Sign-off
  • Employee On-premises

  • Employee Hour details (history)
  • Employee detailed clocking history
  • Employee Timesheet with payable hours indicated
  • Employee roster by section/department
  • Complete Employee List
  • Punch detail (history)

  • Schedule staffing shifts
  • Tardy Employees
  • Hours Summary
  • Access Group Report
  • Employee Timesheet with payable hours indicated.
  • Etc

Training:

Our training courses are scaled to suit individual customer organizations and learning styles, and cover several critical aspects for successful solutions:

  • Instructing Security or Personnel staff on the enrolment of biometric templates (hand templates).  The performance of a biometric security system is only as good as the templates it checks against.
  • Training management staff on the set up of the graphical representation of the site and the definition of access rights, user groups, time zones, etc.
  • General Users are trained on the operation of the system and privacy issues are addressed (When users understand how the system works, all the privacy concerns are answered).
  • System Administrators are introduced to data security and backup procedures.

Our training courses can be tailored to deliver training programs when and where you need them at your facility, at our base, or via Web-based technologies.

Confidentiality

No information whatsoever pertaining to any hardware or software in terms of the offer may be divulged to any third party without the prior consent of MEMORY in writing, and officially authorized.

Conclusion

Our organisation believes that we have the required capabilities and skills, based on proven past experience on File Server Systems, PC Based Systems, Relational Databases, Human Resources Management Systems, Time and Attendance and Access Control Systems/Personal Identification Systems, Card Readers, Cards, Smart Cards and their Online Communication and Operational Procedures.

In summary, Memory has the infrastructure and solid experience to ensure that each project in which we participate will be successful. The already implemented Biometric Projects are an excellent reference for our services.

By combining the years of experience of Memory International. and our suppliers, we are able to ensure the highest quality in support and warranty services available in Kenya.

The following points summarize Memory’s “turn-key” proposal:

  • Complete Turn-Key Solution
  • Memory International Project Implementation Expertise
  • High Performance, Tested Equipment: Matching or Exceeding All Technical Specification Requirements
  • High Quality Equipment From Industry Leading Manufacturers

  • Quick Service & Support Through Memory’s Service Network and/or Solution Partners
  • Extensive Technical Project Experience
  • Comprehensive Warranty as Specified in the Manufacturer’s Documents

Memory understands that the Project’s Objective is to Supply, Install, Implement and Commission a Biometric Time and Attendance System based on both a Local and a Wide Area Network (WAN/LAN).

The scope of this engagement is not limited to the implementation of the above mentioned and may include major enhancements to existing systems or upgrading existing systems.

However, Memory will recommend areas of the project where we feel that changes are inevitable for any initiatives to gain overall efficiencies.

Our Approach

The project will be structured using Memory’s Projects Approach Route Map. The engagement will be broken into various phases.

Throughout each phase, the team will focus on the following business processes:

  • Solution Definition
  • Solution Development
  • Implementation

The deliverables from each phase will logically build upon one another to define a single integrated solution, across all process threads.

The proposed system will:

  • Provide an effective Biometric Time and Attendance System combining the management of people, openings and assets. The benefit is the opportunity to invest in a technology that can grow and be used in multiple facets of business operations.
  • Provide a system that delivers complete solutions for all time and attendance needs. It operates on common server platforms and supports all industry standard databases, credential technologies, and network protocols.

Scalability

The solution will be able to meet any of your future requirements, either in terms of system expansion and/or integration with any future technologies.

Reliability

The proposed system will be able to keep up with the pace of work at your company, up 24x7x365 and only be brought down for scheduled maintenance.

Security

The system safeguards against unauthorized and authorized (saboteurs) efforts to gain access to it. It leaves a clear audit trail and imposes restrictions even within the data itself to the relevant different levels of users who have access to it.

Easy Administration

The system will be easy to administer and reduces recurrent costs to your administrative maintenance costs, as well as makes it easy to for users to use it.

Objectives and Scope

This project seeks to satisfy the following objectives:

  • Provide access security and audit features;
  • Capture and maintain basic employees personal details including: unique personal numbers, name, job description, title, employment location details, date of birth, photograph, hand template etc;
  • Generate a payroll file for export to your payroll system
  • Produce control and monitoring reports
  • System portability across multiple platforms and scalable without development of custom interfaces.

The Key Features and Benefits of the Proposed System are;

  •  Automates time and attendance data calculation and reporting
  • Eliminates traditional punch cards, job tickets or time sheets
  • Reduces clerical errors associated with manual calculations
  • Process payroll in seconds instead of hours or days
  • Easy to use management reports with available custom report generator
  • Handles multiple job or department transfers and rate changes
  • Archives historical data for easy retrieval of year-to-date information
  • Full-featured scheduling by employee, department or job
  • Add new people, capture hand templates, photos and all other details using user friendly software
  • Uses proven biometrics relying on hand geometry only for absolute and undeniable security
  • Potential cost saving by removing guards or other personnel at manned stations

  • Eliminates the need for management time and costs for cards, PINS or other ID devices
  • Uses standard TCP/IP and SQL protocols for improved support and integration
  • Simple to set up and use
  • Suitable for both inside and outside use
  • Designed for fast and large volume throughput of people
  • View and act on unauthorized attempts to gain access
  • Powerful and dynamic time and movement reporting – for immediate and historic auditing
  • System can be expanded at any time as required
  • Screen-based password security limits users access to information and functions
  • Audit trail report displays tracks all changes to data for user accountability

The envisaged system provides a cost effective and deliver a reasonably short time-to-benefit on the project implementation.

We have attached herewith product brochures/datasheet and costing for your perusal and consideration.

Should you require further information, do not hesitate to contact us.

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