Thesis 1 - 4_ted

CHAPTER I Existing System

Introduction:

Computer nowadays is a basic need for businesses or companies. It helps a lot in such a way that it makes work more progressive and productive. It is an important thing that a company or small business should have because it helps a lot in many ways such as organizing, storing and manipulating data. Having computer programs may help a company grow bigger and be competitive in the flow of the business world. It helps a lot because almost all the companies nowadays uses computer literate and very competitive in many aspects.

Background of the Study:

Edgardo Valencia, an Electrical Engineer and the owner of Energy Link Corporation started a business which sells capacitors for household use and other buildings. They invented some products which also concern the electrical engineering works like Power Capacitors, Uninterruptible Power Supply, Automatic and Voltage Regulator. They also started to do services that also concerns electrical engineering works like designing and construction of electrical

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system, energy and power management consultancy, installation of automatic and manual power capacitor banks, electrical system maintenance, automatic and manual transfer switch, power system and battery switch and metal enclosure fabrication. And now, they look forward to become one of the nation’s leading electrical contractors, supplier of electrical equipments and provider of solutions to energy / power. Till now the company is successful since its establishment.

Scope and Limitation:

The study focuses on the monitoring of attendances of the employees in Energy Link Corporation. The attendance monitoring system is concerned in getting the time when an employee logs in and out and whether the employee is present or not. In the same time the computation of hours work and monitoring of over time, late and outdoor work are included. The holidays and computation of salary is not included in the system. The system will not take account of the attendance of the legal staff such as the partner and associate lawyers because they are considered as the executive personnel.

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Flow of the Current System:

Energy Link Corporation handles their attendance by using time cards and bundy clock. The time card holds a lot of information about the employee. The Bundy Clock is the one that puts the time when the employee checks in or out. First an employee is given a time card which holds their attendance information. They insert their time card into the bundy clock which holds the time. After they have finished their work, they should insert again their time cards into the bundy clock for the information when and what time they left the company. The computation of hours work is done after the last employee checks out of the company, they do this by checking the log in and log out of the time card of an employee and compute for the working hours on that certain day.

Data Managed by the Current System:

There are a lot of data that the company keeps for reports. And attendance is one of the most important things that the company should monitor. Employee information is needed for the company to know the background of an employee. Information like whether the employee is absent or not and what time does the employee arrives in the company and left the company. This is where the time card

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is used. It holds what time the employee checks in and checks out. It also concern the overtime of an employee.

File Management Used by the Current System:

The records of Energy Link Corporation regarding attendance are stored in a file cabinet. They use the file cabinet to store the data alphabetically for them to locate them easily. Concerning their attendances, they use a time card and Bundy clock for log in and log out. The time card holds all the information about the employee. After a month, all the time cards are stored in a file cabinet alphabetically. Then an attendance report is printed and submitted to the manager/owner for them to check all the data.

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CHAPTER II Review of Related Literature and Studies

Local Literature

Aquilan (2004) made a comparable thesis on the automation of time attendance that records the time in and time out of every employee using barcode system. It tends to eliminate the manual recording system of time and attendance and also include salary computation of each employee based on the time and attendance reports.

Ramon Faloran (2005) wrote in the article “The Computer Edge of the New Employment and Opportunities “in the Philippine Daily Inquirer. He stated that computer gives you a different feeling about what is happening in the company. Business will be highly competitive and innovative because the computer provides instant information.

Study by Cantoma (2004) in her thesis entitled “Computer Library System for St. James Academy” stated that, in manual system in retrieving, maintaining security and piling records take place because of the years gone by. Furthermore, these files were only kept in envelopes and folders in wooden rocks. There are also

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instances when the right information is given to a wrong person, which affect quality of service.

Foreign Literature:

According to Primer (2005), for many businesses automating the collecting of employee attendance data when employees begin their shifts is still a manual process. Even business that has automated or computerized processes such as scheduling, inventory, purchasing, general ledger and payroll processing still use manual methods such as time cards or attendance sheets to collect time and attendance data.

NOVAtime (2007), the system that will give management the power to not only utilize the tools we have available to us today, but will continue to grow and evolve, giving it the capability to incorporate and utilize the tools the new millennium promises to bring us.

NOVAtime has brought a system designed for growth while maintaining the maximum in flexibility. Where the sophistication lies within the programmed mechanism of the system, allowing for a quick and simple implementation and employee training cycle.

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After all the true test of a system is not only in the production and wealth of reporting, but in the simplicity and ease of its operation, in conjunction with a simple and accommodating implementation program.

Local Study:

Mendrez (2007) made a similar study for Vision Designer Inc. It has an identification machine aimed at verifying a person entering through the swiping of identification cards. After entering their given code number, the identification cards are swiped in the machines card reader to trigger the verification. If access granted, the micro switch will then automatically unlock to allow enter. This will help a lot in monitoring attendances accurately and more precise.

A group of computer engineers in Rebisco Biscuits Corporation proposed a thesis report for what is the same Innodata Corps is implementing right now a computerized daily time record as an alternative for Bundy clock. The means of getting inside the company premises is by swiping cards into a machine that reads every record of each employee then monitor and displays the time a particular employee logs in and out.

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In the 2005 annual report of the Forest Products Research and Development Institute under the Department of Science and Technology, it is said that, “The computerized database and attendance on Forest Products Research and Development Institute was designed to facilitate the Institute's data entry, processing, computation and maintenance of employee time and attendance transactions. The system allows employees to log in/out as the swipe their IDs through a barcode reader attached to a computer terminal. The processing forms include those for legal holidays, travel order, tardiness, undertime, vacation and sick leave. Pertinent Report forms have been designed for easier access to all these data.”

Foreign Study:

Columbia State Community College (2006) uses computer identification account (Log In Name and Password) for access to the institutions computer usage logs occurs electrically through the individual users log in/out process. Users are also informed that they are responsible for any computer file’s, database and/or internet sites that are accessed through their computer identification account, not withstanding their failure to adhere to the log in/out process, on their voluntary publication of their account information to others.

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FOREIGN STUDY My Time Force (2006), TimeForce is the key to proficient and successful time tracking and management in your workplace. It is a software-based time and attendance system that allows the user to collect and organize employee time data simply and accurately. You can use TimeForce to: •

Easily and efficiently track your employee time.

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Manage your time & attendance data and employee profiles.

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Eliminate buddy punching.

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Make employee scheduling a breeze.

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Reduce the headaches and time associated with payroll. Best of all, TimeForce can quickly pay for itself in time savings, reduction

of time theft and elimination of payroll errors. TimeForce is the manifestation of 10 years of experience, customer feedback, and research and development in the time and attendance market. Over 35,000 businesses use TimeForce.

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CHAPTER III Methods and Procedure

Research Method Used:

The method of the research that was adopted in this study is the Descriptive Method. The Descriptive Method is appropriate as described by Sevilla(1992) because it involves the description, recording, analysis and interpretation of the data gathered.

The respondents described the flow of the current attendance monitoring through, forms and statements. They explained each process thoroughly and descriptively.

Locale of the Study:

The study was conducted at Energy Link Corporation. Interviews were conducted at the main office. The study is also conducted with the manager where they discussed how they how they handle each of the information concerning their attendances.

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Respondents of the Study

The respondents of the study were selected according to the importance of their function during the monitoring of attendances. These people consist of the secretary, co-employee, and the manager who manages the monitoring of attendances.

Research Instrument and Techniques:

The researchers have used simple research techniques in acquiring information about the enrollment procedure. The following are: 1. Interview An interview is one of the most effective techniques in data gathering. The data is very reliable because it was taken on the respondent himself/herself. Researchers asked question for data and record it for documentation.

2. Observation Optical Observation of the process while the respondent performs it. This technique is vital to the research because it shows the difficulties in the current system.

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3. Document Analysis The researchers found out that Energy Link Corporation uses time card, bundy clock and logbooks to keep their records. Energy Link Corporation uses it as their reference in future transactions. These records are important so that Energy Link Corporation can monitor their Attendances.

4. Library Research Library is one source of reliable information because almost all of the information you need can be found in the library. Scanning books that is related to the topic is such a big help for the researchers because of the in formations they can get from it.

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CHAPTER V Presentations Analysis and Interpretation

Findings and Requirements

The researchers found out that Energy Link Corporation still use time card, bandy clock and file cabinets to keep their files and data. Therefore, the company is required to rely certain people to manage and keep their records and files. The advancement of technology and the use of computer would help the company in making and saving attendance monitoring in less time and more interactive way. The more they use computer the more they can save working space and time consuming that is very important in businesses nowadays.

Statement of the Problem:

The problems of the current system are as follows: 1. Inconsistency of data concerning their attendance 2. Redundancy of data that involves recording of attendance of each employee 3. Multiple forms to be registered and distributed to different offices. 4. Record retrieving and editing of attendances

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These are the main problems encountered during the monitoring of attendances. The data entered in the forms are redundant and inconsistent. The secretary must copy the same information in another form to be distributed to the other offices. Retrieving and editing data are very tedious.

Objectives of the Study:

This study wishes to solve the problems stated: 1. By making the data that concerns their attendance more consistent and accurate 2. By making the recording of data less redundant concerning their attendance 3. By having a single source of attendance data that can be manipulated by all 4.

By making the retrieval and editing of attendances simpler and easy to do

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Importance of the Study:

The study of this procedure is important because many companies encounter the same problems during their attendance monitoring. This study may become a stepping stone in a more organized and productive system of procedures in the future. This study wishes that this study may help other company be innovated involving the use of computerization inside the company and also for future researchers that will be involve in this kind of study. The researchers has always kept in mind the benefits of the users, This study will be of great help for the company, especially for the Staff who is in charge in encoding the files and will have a fast and easy way of serving their customer. Daily Transaction Monitoring System will lead to the satisfaction needs of the user wherein they will have the faster and more accurate way of file handling and record keeping than their existing manual system.

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Conceptual Framework: In this research, the researchers aims to provide a better way of monitoring their attendance og Energy Link Corporation, where the staff and the manager can handle a faster and easy way of recording and monitoring their daily Attendances. Only the Manager has the authority to use the system that can manipulate the records in the system. The process of the system is that, the user will encode the daily attendances . The system will provide a reliable and efficient way of record keeping activity. The study aims to produce a result of Attendance Monitoring System that can cope up with the needs of the company.

Input

Process

Output

User: Manager Data: Password & Username Employee no.

Daily Attendance Monitoring System

Device: Computer Printer

Figure 2 Paradigm of the Study

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Attendance Report

CHAPTER IV Proposed System

Hardware and Software Requirements Hardware •

Pentium III 800MHz or higher

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64 megabytes (MB) of RAM minimum; 128 MB or higher recommended

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512MB of available hard-disk space Software

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Windows 98 / Windows 2000 with Service Pack 2 / Windows XP

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Microsoft Visual Basic 6.0 Enterprise edition

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Microsoft Access 2003

Database Design:

Employee Table

This table is the database of the employee employed in the company.

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Employee Records

this table is the database of the records of the employees.

Flow of the Proposed System:

First the employee enters their employee number for them to be log in. After that the administrator will check the employees if they are working of just hanging around. A break is given to the employee for lunch and their time of work will stop until they come back but it is optional. After the break they will enter their employee for their work time to continue. After their work time is over they will enter their employee number for logging out of the company but if there is a valid reason for a certain employee to have an over time the program will extend his/her working time until they are finish.

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Features of the Proposed System

The researchers created a computerized attendance monitoring system the Energy Link Corporation will use in their everyday transaction. The computerized system have many features like an easy log in and log out of employee, computation of hours work, late, absent and leave. The computerized system is also secured and only the administrator and the owner can access the database. The researchers also created a computerized system that can add, delete and edit employee’s information.

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CHAPTER VI Conclusion and Recommendation

Conclusion: The system proposal entitled “A Computerized Attendance Monitoring System” will be beneficial to the company for maximizing its profits; and minimizing manpower and additional equipments necessary for attendance monitoring. With the use of this new system, computations and gathering are all accurate, Data manipulating and processing are expedited, report generations ate faster and security for the held are better, and consumes less office space, a powerful business tool that would greatly aid updating of new attendance information., this reports thus increasing effectiveness by a very considerable amount. . Recommendation:

Based on the performance of the computerized attendance monitoring system, the researchers highly recommend that this study be implemented to the Energy Link Corporation and other companies. Also with its dependable performance and easy to use procedures, this study can be a great help for companies and organizations concerning their attendance monitoring system.

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