AGUSAN DEL SUR STATE COLLEGE OF AGRICULTURE AND

TECHNOLOGY

Bunawan, Agusan del Sur

KM AGRI-FARM TRADING HUMAN RESOURCE INFORMATION

MANAGEMENT SYSTEM

HONEY GRACE A. ALBINO

MAYLYN H. CABULONG

Researcher

Thesis Adviser

ANTHONETTE CAMOSA- AZARES

College of Engineering and Information Sciences

JANUARY 2022
 INTRODUCTION

We live in a rapidly changing time, especially for business. Technology

adoption in business refers to the acceptance and integration of new technologies into
existing systems or creating a new one. It is about using technology to its full potential
in the process of adapting to changing needs of consumers. Computer and networks
are everywhere in the workplace. Word and document processing, electronic mail, and
office automation are integrated with desktop computers, printers, database systems
and other tools using wireless networks and widespread internet access. However,
there are new established companies who are still coping up with the constant change
in the business field.

Employee attendance monitoring is a key function in HR department. Without

a time and attendance system in an organization, it can be difficult for the HR
department to track and monitor attendance of the employees. Employee attendance
monitoring system helps to make sure that an employees and workers are fulfilling
their obligations and duties. KM Agri-farm Trading is one of the companies who are
still using manual monitoring system and most of the time they accidentally loss their
attendance sheet that hinder the proper monitoring of attendance of their employees.

The biometric technology and payroll processing can eliminate the use of the
manual buddy punching system and exert more control on payroll computation.
Different Studies prove that biometric technology increases the payroll computation
accuracy due to the psychological attributes are unique for every individual that cannot
be forged or duplicate by any user. Biometric is attaining a great popularity in this
generation as it offers the secured and reliable time attendance system to examine the
physical characters of the person and record the analysis in the easiest way. One such
system is Palm vein machine which is famous for its accuracy and flexibility to use.
Since, the palm shapes and structure are not similar, it avoids the duplicate entry of a
worker by another in his absence. It is fast, easy, and secure authentication of a worker
which can be used in different areas like banking, healthcare, high-security areas,
offices, education institutes, logical access, membership, vehicles, and much more.
 Background of the Study

People in today’s world find and discover new ways to improve their standard
of living. Whereas, modern technologies, such as gadgets, robotics, machines, takes a
significant role and effects technology adaptation. It is regarded as a necessary tool in
different fields including education, industry, sciences, businesses, government,
organizations, and home. Thus, many organizations, today, biometrics is used to track
employee time and attendance instead of the existing absolute system (DTR and
logbook) that rely on manual processing. Whereas, this attendance data monitoring
can directly upload to workforce management.

KM Agri-farm Trading was founded in 2018, owned by Mrs. Karen Joy

Salang, located on P-7 Sto. Thomas, Loreto, Agusan del Sur. KM Agri-farm was
managed by Mrs. Joy Grace H. Lobres. They have 40 working employees who are in-
charge in production. KM Agri-farm is dedicated to producing and providing the best
and premium fruits in Asia. Strengthening competencies and creating value for
suppliers, clients and employees. KM Agri-farm is involved in the production and
export of fresh bananas (Cavendish), whose vision is to become one of the leading
fruit exporters in Asia. They are still under development; the processes are manually
operated. The checking of attendance of each employee using a notebook, and the
paying method for the employees is still manually recorded. This monitoring method
shows that the employees may have a chance to change their information. The
proponent, the owner and the manager agreed that all information was not secured and
that motivates the proponents to provide a new log-in and log-out system.

Attendance and payroll information system is an essential part of a company

where the company needs to record a data of its employee. Most of the company
nowadays is still using a manual system in the attendance monitoring and payroll
processes. It may occur in the absence of fraud such as day care absences, slower data
processing as the paperwork is processing and possibly could lead into delays payment
of salary. Thus, if something goes wrong, the calculation of salary payroll might lead
to inaccurate information to the detriment of employees and the company itself. The
information system is needed to solve the problem. To achieve a better record and data
processing specially to process the data of employee the proponents therefore propose
an “Palm Vein Biometric Attendance Based Monitoring and Payroll System” a system
for attendance and payroll management that can also monitor the working hours and
outputs of the employees. The proposed system will automate the whole tracking
process. A system that provides tools for payroll calculation based on employee’s
attendance. To avoid the fraud that occurred in the process of attendance, the system
will generate and provide a to-do-list for the employee to check every day after work
for the administration to monitor what each employee is doing during work hours.

Statement of the Problem

The Human Resource department of KM Agri-farm Trading is currently using

a manual attendance and monitoring system that results to lack of security, time
validity, human error, time consuming, and payroll errors. With these, the researchers
found that the following are the problems that need to be address.

Specific Problem

1. There is no system that can be used to facilitate every process. No database of

employees.
2. Unsecured data information of the employees and the company. The
attendance and payroll of the employees are manually recorded which result in
stealing of company time or putting in more in the Daily Time Record
resulting in increasing gross payroll of the employees.
3. There is no payroll system that can consolidate the time in and out of the
employees.

Objectives of the Study

The General objective of this research study is to develop a prototype design

for attendance-based monitoring and payroll system intended for the employees of
KM Agri-farm Trading.

Specifically, the study aims to:

1. Design a database management prototype that has a back end & front-end
database interface structure.
 2. Enforce security in monitoring the employees attendance through the use of
palm vein recognition biometric.
3. Have an acceptability survey of the proposed system prototype design.

With this; the proposed system will replace the existing manual attendance
monitoring process. Wherein, the proposed system prototype would track and update
the employee’s attendance that serves as a record intended for payroll processing.

for the cost, security, and design).

Significance of the study

The following are the people who will be benefited from the proposed system:

To the administration. The proposed system helps the company

in terms of automating the current system, reducing human errors, obtaining secured
database and file maintenance, ranking down detail accurately, reducing paper works
and labor cost, and could easily trace the employee’s records for a more efficient
process.

To the employees. This system would help employees in monitoring their Daily Time
Records. Using the proposed Attendance Monitoring and Payroll System with
Viewing, they could easily view their file and records.

To the proponents. Being a beginner for this kind of topic is a challenge for the
upcoming BSIS students like the researchers. So, this will help and guide them to
navigate in discovering credible and reliable factors that are known as indispensable
data for further understanding the topic. This research is going to be the source of
enlightenment that they will surely need in their future studies.

Future researcher. This research study would help future researchers to be aware
and knowledgeable of the processes involved in the attendance monitoring and
payroll management system. Also, this research study would serve as a reference for
future researchers.

Scope and Delimitation of the Study

 The developed system Attendance Monitoring and Payroll System Prototype
is intended only for KM Agri-farm Trading wherein, it refers to the Attendance
Monitoring and payroll management that covers the Employee registration, Employee
attendance, report generation, and payroll computation. The said system prototype
focused on helping the company in monitoring attendance through the adaptation of
automated system that can reduce possible human errors and payroll errors. And
monitors the employees’ output during the time of work as well.

The following are the system capabilities:

1. The System that can monitor the real-time log-in and out of KM Agri-farm
Trading employees.

2. The System that can provide generation and calculation of payroll

3. The System that can be accessed through Local Area Network.

4. The system that can monitor the output of every employee during the time
of work.

5. Selected staff from finance department as the authorized personnel to gain

access of this system to generate payroll and reports.

6. Selected staff from human resources department as the authorized personnel

to gain access of this system to evaluate the attendance of the part time employee.

In creating an automated system, there are delimitations that the researcher would
like to emphasize such as:

1. The Developed System cannot be accessed online

2. No other currencies being computed except for Philippines Peso, Salary

through ATM, external loan Application and computation are not included in the
system.

3. The Server cannot be accessed through Public IP Address

Time and Place of the Study

 The study was all about the development of Human Resource Information
System specifically to design and develop an automated Attendance Monitoring and
Payroll System prototype. The study takes place in KM Agri-farm trading which is
located at Sto. Thomas, Loreto, Agusan del Sur. The research had been done from the
first semester of A.Y. 2021-2022 until the data were fully collected and the system
was implemented.

Definition of Terms

The terms listed below are defined by the proponents in the way of their
understanding and how they used it in this document;

DTR. Stands for Daily Time Record- a document where the employee’s daily time
in and time out is recorded.

Implementation- The process of making something active or useful.

Pay slip- A detailed breakdown of how much an employee is paid during a specific
period.

Automated- is a term for technology applications where human input is minimized.

This includes business process automation.

System- a group of related things that work together as a whole. These things can be
real or imaginary. Systems can be man-made things like car engines or natural things
like star systems. Systems can also be concepts made by people to organize ideas.

Management- defined as all the activities and tasks undertaken for archiving goals by
continuous activities like; planning, organizing, leading and controlling.

Monitoring- observe and check the progress or quality of (something) over a period
of time; keep under systematic review.

Attendance- the act of attending one's duties.

Payroll- a list of company’s employees and the amount of money they are to be paid.

Employee- a person employed for wages or salary, especially nonexecutive level.

Company- as a legal entity representing an association of people, whether natural,
legal or a mixture of both, with specific objectives. Company members share a
common purpose and unite to achieve specific, declared goals.

Payroll System- calculates the amount you owe your employees based on factors
such as the time they worked, their hourly wages or salaries and whether they took
vacation or Holiday time during the pay period. The system adjusts gross pay by
calculating and subtracting taxes and other withholding amounts.

Attendance System- time and attendance system are used to track and monitor when
employees start and stop work. An attendance system enables an employer to monitor
their employees’ working hours and late arrivals, early departures, time taken on
breaks and absenteeism.

System Automation- The process of shifting from manual to a computerized system.

User- I have referred to the Employee who uses the system.

Human error- employees may inaccurately enter their time in a log book or
accidentally sign other employees' records.

Lack of security- the current manual attendance monitoring system has a lack of
security; the records are accessible by anyone and anybody can see the time record.

Time validity- the employees manually log the time in and out, and the
administration cannot identify if the time that is being logged into the record is the
exact time by signing from falling in line.

Time consuming- creating a summary to be passed on to the finance officer is slow

as it is needed for the employee to manually type the absences and tardiness.

Payroll errors- occur when the attendance summary has errors due to human error at
log book by signing in or out the potential deduction or paid hour even if the
employee is absent, it's a threat for the institution.

Interview- it is a personal conversation with some purpose, and it has a question-and-

answer format. The proponents had set a series of subsequent appointments with the
KM Agri-farm Trading regarding the currently proposed system knowing about their
attendance system goals. This technique gives the researchers an insight into the
interviewee's ideas. An interview guide was prepared to understand the visions of the
employees of KM Agri-farm Trading regarding their present system that they are
being used.

Conceptual Framework

The system development Input-Process-Output (IPO) as shown in figure 1.1

represents how the proponents conducted the research conceptualization to solve the
identified problem and give an acceptable solution.

INPUT PROCESS OUTPUT

(Data entry) (Transactions) (Reports)

 Data gathering  KM Agri-farm

 Problem  Requirement Trading
identification analysis Database
 Objective  Process Attendance
 Scope and development monitoring and
delimitation  Prototype model payroll system
prototype

Figure 1: Conceptual Framework

The following inputs help the proponent on developing the system prototype.
Wherein, the proponents identified the differently available information contributions
such as data gathering, problem identification, objectives, project scope, and
delimitation, helped the proponent to attain a desired biometric attendance monitoring
system prototype.
INPUT

Data gathering – the proponent conducted a face-to-face interview with the

production manager to gather important information such as the current attendance
monitoring system ‘s problem.

Problem Identification – based on the conducted face to face interview the

proponent identified the current system’s problem wherein the proponent and the
administration identified and performed validation. Also, the proponent conducted a
brainstorming to evaluate and determine the actual problem of the current system.

Objective – in this phase the proponent used the gathered data, the current processes
to derive an objective that can address the possible solution that can address the
current problem.

Scope – the proponent distinguished the system coverage based on the proposed
solution during the objective identification of this developmental study. Wherein, the
proponent at this phase created a matrix that will identify if the proposed solution that
will directly answer the identified problem. The proponent recognized the employee
information with biometric data, the equipment with a database, and real time
transaction.

Delimitation – since that in all developed systems there are boundaries to be

considered the proponent identified the system boundaries to make sure that the set
objective will be met, such as the system will be able to register an employee to the
database, capable of displaying the attendance record on the monitor, and will be able
to create an attendance report.

PROCESS

Requirement analysis- in the proposed system the employee will register and fill the
following such as full name, age and then capture of the fingerprints.

Process Development- the proponent will study the related studies to provide the
final output with the client's satisfaction in mind.

Prototype Model- the proponents will design a system that will meet the clients’
requirements and satisfaction.
OUTPUT

KM Agri-farm Trading Biometric Attendance Monitoring and Payroll System

Prototype – attendance record, employee record, payroll report, monitor the
employees’ output, and absent record.

Operational Framework

The system has two sides and these are the Administrator side and Employee
side. The Administrator side requires validating the user by scanning the palm vein.
The system will automatically terminate if it detects three consecutive wrong palm
veins. All the features of the system are accessible to the Administration account. On
the other hand, initiating the Employee side doesn’t require validation but recording
of employees’ attendance needs palm veins validation. The system will not terminate
unless somebody will terminate it.

Start

Palm veins

No

Is the
Is the palm number of Yes
No
veins wrong End
correct? credentials =
3?

Yes
Add, Edit and Delete Employees, Signatories, DTR, Print
DTR, Employees, List of absent and Present employees, and
monitors weekly output of every employee

End
 Figure 2: Operational Flowchart of the Administration Side

Start

Palm veins

Is the palm
veins No
correct?

Yes

Extract and register palm veins, capture the time for DTR,
Compute tardiness and under time

End

Figure 3: Operational Flowchart of the Employees Side

 Chapter II

REVIEW OF RELATED LITERATURE

The relevant literature and studies that the researcher evaluated in enhancing
the importance of the current investigation are presented in this chapter. It also refers
to a review of the current system that the researcher had done previously and the
review of the system that will be developed.

Bio metric technology is now used for employee’s time management

attendance system because it has ability to recognize people’s unique physiological
characteristics. Because of multiple benefits of Bio metric attendance system, it has
gained high popularity in the market. Bio metrics attendance system is extremely
useful in helping business community feel secure by eliminating employees time
theft, as it relies on one’s personal characteristics that vary between individuals. 
Since bio metrics characteristics cannot be duplicate, it prevents punching on behalf
of a co-worker working in the same company. The manual practice of attendance
system is time consuming and needs full time personal monitoring whereas bio metric
attendance saves employee time, decreases staffing overhead and provides accurate
labor data to payroll system to effectively manage business operations and thereby
increase productivity. Moreover, the bio metric attendance system has brought
transparency and enhanced the work culture in the system, Mir et al., 2018.

Attendance systems have been rated as amongst the critical issues that reflect
domain achievements, and their performances have contributed better to
organizations, industries and universities compared with traditional methods that are
time-consuming and inefficient. Different automatic identification technologies have
become trends, and extensive research conducted and many applications produced to
maximize technology features. To address issues related to attendance system
technologies, including the advantages, schemes and methods and obstacles, we
present a structured review of attendance management systems, with high potential
for managing, recording and tracking the presence of users in different domains , Sajid
et al., 2022.

Proper attendance recording and management has become important in

today’s world as attendance and achievement go hand in hand. Attendance is one of
the work ethics valued by employers. Most educational institutions and government
organizations in developing countries still use paper-based attendance methods for
maintaining attendance records. There is a need to replace these traditional methods
of attendance recording with a biometric attendance system. The unique nature of
fingerprint makes it ideal for use in attendance management systems. Besides being
secure, Fingerprint based attendance systems will also be environment friendly.
Fingerprint matching has been widely used in forensics for a long time. It can also be
used in applications such as identity management and access control. (Walia &
Jain2016).

Payroll is a critical operation for every organization to pay employee

accurately their salary and enrollments on time. The idea of taking control of
employees pay calculations are quite tedious if done manually and require more effort
and time mainly for big organizations. Hence if this process is automated, it would be
of great benefit as it would require less time to calculate the salary of the employees.
The software for payroll management system service on the cloud is provided as a
solution in this paper. This system provides multiple user data access. Each user like
employee or HR or admin can login into the software by writing username and
password which are allocated to them from the company. It involves keeping track of
hours worked and is capable of keeping a record of employee data including their pay,
allowances, deductions and taxes on monthly bases so that fresh definitions are
reflected from the month onwards, which leaves all the past data intact, Mahajan et
al., 2015.

The information systems (IS) are becoming very important for the
organizations. Therefore, over the last decade’s wise companies started to become
aware of those technologies and they tend to use it for their competitive advantage.
The human resource information systems (HRIS) as a function of IS are also become
inevitable for organization, because they know that their human resources (HR) are
one of the most important factors in their success, therefore to implement a human
resource information system in their human resources will help the organizations
reach their goals easily. In this study a literature review related to HRIS is done and it
is revealed its importance for the organizations, (Buzkan, H. 2016).

Emerging hyper-competitive era in the last few decades has increased the need
for information systems and technology in human resource management for
competitiveness. The revolution in information technology is completely and swiftly
redefining the way things are done in nearly every field of human activity. Human
resources and information technology are two elements that many firms are looking to
utilize as strategic weapons to compete. Information systems especially developed for
human resource management referred as human resource information system (HRIS)
is an integrated system necessary to collect, record, store, manage, deliver and present
data for human resource and hence promotes effectiveness of human resource
systems. Human resource technology or human resource information system shapes
an interaction between human resource management and information technology.
There has been a considerable increase in the number of organizations gathering,
storing and analyzing information regarding their human resources through the use of
human resource information systems. HRIS has become a critical factor in making
business competitive and effective (Aggarwal & Kapoor (2012).

Olagunju, Adeniyi, et.al (2018) states that the staff Attendance System is a
simple windows-based attendance system that was specifically developed for small
and medium scale companies. This software helps to manage the workforce and track
employee time and attendance in an easier way. This software application can manage
the recordings, control and monitoring of staff absence and lateness. The significance
of this application is to make sure that the staff members are punctual and do their
jobs on time. Currently, there is no proper system to monitor the staff attendance at
some companies. Some companies still use the paper-based system to store the
records of the employees. With the implementation of this system, paper-based
systems will be eliminated.
 Chapter III

METHODOLOGY

In this chapter, the system follows a series of step-by-step processes to finish

the system prototype and attain its objectives. Techniques and tools were used in each
step for the development of the system. To obtain the necessary data in this study, the
researchers used the following methods. The researchers used the interview method to
gather information and data needed in this study. Interview method was conducted to
ensure the responses to certain questions intended to obtain information about the
problem. With this method, the researchers can identify the existing problem of the
existing system. The proponent conducted an Interview. This is composed of the
profile of the officials and queries for data gathering. It is a set of questions arranged
in a sequence. Proponents also conducted online research to practice interest in
regards to the system improvement, to learn additional knowledge, to enhance
problem-solving skills and to challenge individuals in new ways. With a self-
initialized research project, leave the product of ideas that represent the proof of
interests and studies, and possibly, a real contribution to knowledge.

Research Design

To obtain the necessary data in this study, the researchers used the following
methods. The researchers used the interview method to gather information and data
needed in this study. Interview method was conducted to ensure the responses to
certain questions intended to obtain information about the problem. With this method,
the researchers can identify the existing problem of the existing system. The
proponent gave a letter to the Manager of KM Agri-farm Trading to allow them to
interview with the different personnel who were assigned to that task.
 Prototyping Methodology Phases

Prototype is defined as first or preliminary form which forms are copied or

derived. Prototype model is a set of general objectives for software. It does not
identify the requirements like detailed input, output. This model is an interesting idea
for complicated and large systems, because these systems do not have manual process
to determine the requirements of the software product

start

Requirement
gathering

stop Quick design

Engineer product

Refining prototype Building prototype

User evaluation

Figure 2.1 Prototype Model

Requirement gathering. In this approach product requirements are gathered.
Developer and customer meet and discuss overall objectives of the software. Identify
those requirements which are known. Detailed design like performance and security
are not discuss in this step.

Quick design. Quick design system is created when requirements are known. It
includes only important aspects like input and output format of software which are
visible to the user rather than detailed design plan. It helps to construct a prototype.

Prototype building. Information gathered in quick design is use to refine

requirements for the software to be developed. To satisfy the need of customer
iteration obtain when prototype is tuned.

User evaluation. Evaluation of prototype recognizes its strengths and weaknesses

like what is to be added or removed. User gives comments and suggestions which in
turn are provided to the developer.

Refining prototype. If the user is not satisfied with the current prototype, then it
refines according to the requirement and a new prototype is developed. New
prototype is evaluated like previous prototype and the process continues until all
requirements are met. When the user is satisfied with the developed prototype, a
system is developed on the basis of final prototype.

Engineer product. In this approach user accept the end prototype when all the
requirements are completely met. It evaluates the end system which its regular
maintenance for preventing its failures.

Software Process Model

The Prototype Process Model is a process wherein it is similar to the direction

of water flow over each stage. It clearly defines how the stages function and how it
describes each phase through the direction of the arrows.

Requirement Specification

User Requirements
 The KM Agri-farm Trading Human Resource Information Management
System pursues to have a systematic way of the following:

 Automatic calculation of employee’s salary.

 Employee’s time in and out for attendance are automatically recorded.
 A weekly task plan for employee’s output.

Functional Requirements

 The user can access and use the palm vein biometric for the time in and
out of their attendance.
 The administrator can monitor the work output of employees in every
week.

Non-Functional Requirements

 Usability - The proponents designed a user-friendly system that can be

easy to manipulate by the user.
 Security – The system is protected with the password in logging-in and
fingerprint for attendance verification, making the system inaccessible
to unauthorized persons.
 Efficiency – The system is designed to convert the frequent attendance
monitoring and payroll operation into an automated one. This will
minimize the time consumed to perform attendance reports and pay
slip.

 Reliability – The system can generate accurate and timely reports such
as daily attendance records and pay slip.

Software and Hardware Requirements

 Software Requirements
1. Adobe photoshop
2. Microsoft office word
3. Google
 Hardware Requirements
1. Personal Computer
2. Wi-Fi
 Feasibility Issues

a) Economic Feasibility

The proponents can say that it is economically feasible if the cost and benefits
would be done. The following are the intangible benefits of the proposed system
prototype:

1. Helps to monitor the employees’ working hours and output. The checking
of attendance is automatically recorded through the use of Palm Vein
Biometric recognition. And it enables to improve the calculation of
employee’s salary.
b) Technical Feasibility
The minimum requirements to implement this project is presented in the
Software and Hardware Requirements.

c) Operational Feasibility

The implementation of KM Agri-farm Trading Human Resource Information

Management System specifically for the employee’s payroll and attendance
monitoring system prototype is operationally feasible to the administration and
employees because it will help the KM Agri-farm Trading to provide efficient
computing of working hours for the salary and to monitor the attendance of every
employee.

d) Acceptability
 Km Agri-Farm Trading Human Resource Information Management System

DATABASE ATTENDANCE/ MONITORING

Employee’s
Gather Login Information
Information Input System

Store in Logout
Database server

Checklist
monitoring

PAYROLL

Enter employee
details Local server

Employee pays
deduction
Calculate
Calculate
deduction and
employee
subtract
pay

Hour’s work/
Hourly rate

Print
Employee pays Employee pay
employee
check
pay check
Employee Pay slip Info.
payslip
The Automated Attendance Based Monitoring and Payroll System will require to
component as actors, user, and administrator. Each actor had its own role that
explained below:

1. User

Attendance

View Profile

View Payment
User
Figure 4.1 User Usecase Diagram

Description:

User Action System Reaction

Login/ Attendance Validating username and password,
recording attendance time.
View Profile Viewing in data
View Payment Automated Calculation employee’s
salary based on attendance

Table 4.2 User Usecase Description

 2. Administrator

Manage Employee

Manage Payroll

View Statistics

Monitor Employee

Figure 4.3 Administrator Usecase Diagram

Description:

User Action System Reaction

Managing Employee Salary Supervising an automated calculation of
employee salary based on attendance
Employee Administration Managing and supervising employee’s
attendance system
System Configuration Managing the automated payroll system
based on attendance system
View Employee Salary Viewing an automated calculation of
employee’s salary based on attendance
Monitor Employee Checking of weekly output of every
employees
 Table 4.4 Administrator Usecase Description

Sketch of Interface Design

The sketch of the interface is the basic idea on how this system prototype
should be fully functional. It is the basic idea on how to link each interface in the
system prototype and what is the purpose and the function of each interface made. As
it is drawn in the sketch, the base function of the system prototype is only three (3)
functions which are register, administrator login and employee login.

Start Up Menu

Login Login

Register Username

Password

Register

Full Name

User Admin
Date of Birth
View Attendance Manage Employee
Email
View Payroll Manage Payroll
Phone No.
View Profile View Statistics
Username
Check to-do-list Monitor Employee
Password
 Program Structure

Login

Welcome Screen

Biometric attendance
monitoring and payroll
system

Set-Up Transaction Reports About

Files Daily Time Record Daily Time Record About the System

Employees Modify DTR Present Employees

Signatories Absent Employees

User Management

Printer set-up

Exit
Program Structure of the Administrator Side

Welcome Screen
 Daily Time Record

Program Structure of the Employee Side

Requirement Specification

User Requirements

The KM Agri-farm Trading Human Resource Information Management System

pursues to have a systematic way of the following:

● Automatic calculation of employee’s salary.

● Employee’s time in and out for attendance are automatically recorded.
● Employees' output and work for the certain hour are monitored.

Functional Requirements

● The user can access and use the biometric for the time in and out of their
attendance.
● The administrator can view and monitor the employees during working
hours.
● The user can view and track their working hours.

Non-Functional Requirements

1. Operational Requirements
● The system prototype requires a computer, biometric and internet
connection to monitor the employee’s working hour.
● The system prototype needs a user to operate.
● The system prototype will run in Windows platform.
2. Performance Requirements
● The system prototype is user-friendly.
● The prototype is easy to use and understand by the user, and
● The system prototype depends on the speed of the computer.
 Feasibility Issues

a) Economic Feasibility

The proponents can say that it is economically feasible if the cost and benefits
would be done. The following are the intangible benefits of the proposed system
prototype:

1. Helps to monitor the employees’ working hours and output. The checking
of attendance is automatically recorded. And it enables us to improve the
calculation of employee’s salary.
b) Schedule Feasibility

This project is making sure whether the potential time frames and the
completion date can be met or not. The proponent aims to cope up the project to be
completed on time without a delay so that the employee can say it is feasible.

Project Cost

In this Capstone project, the KM Agri-farm Trading Human Resource

Information Management System specifically for the employee’s payroll and
attendance monitoring has a person involved to develop this project, the technical
writer for documentation and the system designer for the prototype. Software and
hardware are also included in developing the project. The estimated total development
cost of this project is Thirty-Eight Thousand Seven Hundred (₱ 38,700.00).
 Work Breakdown Structures

Table 1 shows the Activities, specific tasks of the person involved, duration,
cost per activity and overall total cost of the system.

Table 1. Work Breakdown Structure of the Study

Task Activities Technical System Dura Cost per Total Cost per
No Writer prototype tion Activity Stage
(300/day) Designer/Proje
ct Manager
(350/day)
1.0 Meet the / / 1 Php 650.00
client day
1.1 Conduct / / 1 Php 650.00
an day
interview
1.2 Gather / / 1 Php 650.00
data from day
the
source
person
1.3 Signing / 1 Php 300.00
of letter day
intent
1.4 System / / 44 Php
And days 15,400.00
Software
design
Php 17,650.00
 Cost Benefits Analysis

The cost estimate is a necessary consideration in creating a project. The table

shows the cost estimated for implementation and system prototype development.

Table 2. Initial Cost Estimate

Items Cost

Supplies Bond Paper ₱ 1,200.00

Ballpen, Printer Ink ₱ 1,000.00

Transportation Fare ₱ 5,000.00

Flash Drive ₱

Printer ₱ 2,500.00

Laptop/Computer ₱ 17,000.00

Sub-total ₱ 26,700.00

Production

Documentation ₱ 5000.00

Electricity ₱ 4,000.00

Internet Connection ₱ 3,000.00

Sub-total ₱ 10,000.00

Overall Total: ₱ 38,700.00

Risk Management

The KM Agri-farm Trading possibly encountered the following risk during the
operation.
Table 3. Risk Analysis

RISK LEVEL OF DESCRIPTION STRATEGY

STATUS

POSSIBILITY

Risk 1:

Losing of When internet The team

High Encountered
internet connection lost will try to
connection system cannot use data
provide online connection
service

Risk 2:

Encountered
No electric High Black out Generator

Power

Risk 3:

Unfamiliarity The user has The user

High Avoided
of the system no idea on should train

high how it works and practice

 Chapter IV

SUMMARY, CONCLUSION AND RECOMMENDATION

In this chapter, the summary and conclusion of the project study are being
presented by the proponents. Also included is the recommendation for the future
researcher for their further studies.

Summary

KM Agri-farm Trading Human Resource Information Management System

was designed to make attendance monitoring as well employees’ output, and payroll
process automated also includes a faster operation for KM Agri-farm Trading. It
minimizes the problems encountered during the manual system.

Conclusion

After all the studies, research, analysis and observation, the proponents,
therefore, conclude that KM Agri-farm Trading is having difficulties on manual
systems particularly on generating and distributing attendance and payroll reports.

The proponents have studied and looked into different considerations and have
analyzed every procedure within the existing system (manual) to occur with
competent software and design. The developed prototype will help the company to
have a better and centralized monitoring system of the employees. It also helps the
company to keep up in the marketplace.

Recommendation

The proponents highly recommend improving the attendance and payroll

system by using more advanced biometric technology that can monitor the
employees’ output that will help the employee in monitoring their Daily Time
Records and files more conveniently.

REFERENCES

Walia, H., & Jain, N. (2016). Fingerprint Based Attendance Systems-A

Review. International Research Journal of Engineering and Technology, 3(5), 1166-
1171.
Ezema, L. S., Joe-Uzuegbu, C. K. A., Eneh, J. N., & Amanze, I. (2015). Fingerprint
based attendance management system. International journal of scientific and
Engineering research, 6(7), 1623-1628.
Rao, S., & Satoa, K. J. (2013). An attendance monitoring system using biometrics
authentication. International Journal of Advanced Research in Computer Science and
Software Engineering, 3(4), 379-383.
Arora, S., Verma, D. C., & Athavale, V. A. (2020, November). A secured automated
Attendance Management System implemented with Secret Sharing Algorithm.
In 2020 Sixth International Conference on Parallel, Distributed and Grid Computing
(PDGC) (pp. 141-145). IEEE.
Chiwa, M. D. (2014). Secured employee attendance management system using
fingerprint. IOSR Journal of Computer Engineering, 16, 32-37.
Mir, G. M., Balkhi, A. A., Lala, N. A., Sofi, N. A., Kirmani, M. M., & Mir, I. A.
(2018). The benefits of implementation of biometric attendance system. Oriental
Journal of Computer Science and Technology, 11(1), 50-54.
Olagunju, M., Adeniyi, A. E., & Oladele, T. O. (2018). Staff attendance monitoring
system using fingerprint biometrics. International Journal of Computer
Applications, 179(21), 8-15.
 Indico, H. M. (2016). Development of Employee Attendance and Payroll System
using Fingerprint Biometrics. Journal of Computer Science and Software
Development, 1(1), 1-12.

CURRICULUM VITAE

I. PERSONAL DATA

Name: : MAYLYN H. CABULONG

Address : San Mariano, Loreto, Agusan del Sur
Date of Birth : May 03, 1999
Age : 22 yrs.
Sex : female
Weight : 103 lbs
Birth Places : San Mariano, Loreto, Agusan del Sur
Religion : Roman Catholic
II. EDUCATIONAL BACKGROUND

Elementary : San Mariano Elementary School

San Mariano, LADS
2011-2012
Secondary : San Isidro National High School
San Isidro, LADS
 2017-2018
College : Bachelor of Science in Information System
Agusan del Sur State College of Agriculture and
Technology
Bunawan, Agusan del Sur

CURRICULUM VITAE

III. PERSONAL DATA

Name: : HONEY GRACE A. ALBINO

Address : San Mariano, Loreto, Agusan del Sur
Date of Birth : October 14, 1999
Age : 22 yrs.
Sex : female
Weight : 123 lbs
Birth Places : San Mariano, Loreto, Agusan del Sur
Religion : Roman Catholic
IV. EDUCATIONAL BACKGROUND

Elementary : San Mariano Elementary School

San Mariano, LADS
2011-2012
Secondary : San Isidro National High School
San Isidro, LADS
 2017-2018
College : Bachelor of Science in Information System
Agusan del Sur State College of Agriculture and
Technology
Bunawan, Agusan del Sur