2019 IEEE 7th Conference on Systems, Process and Control (ICSPC 2019), 13–14 December 2019, Melaka, Malaysia

Develop Attendance Management System with

Feedback and Complaint Management Function
Falah Y. H. Ahmed*1 , Kevin Loo Teow Aik2, Aida Shahrull Radzi*3, Marwan D. Salleh*4
#
Department of Information Science and Computing, Management and Science University
Shah Alam, Selangor Malaysia

[email protected]

[email protected]

[email protected]

[email protected]

Abstract— This research is designed to improve the process of and enhance relationship with employee. The meeting
managing employees’ attendance record as well as monitoring organizer module will help employees to have a proper
employees’ mobility during their working hour. The system is platform for them to organize meeting.
developed with other features such as meeting organizer, and The developed system will solve the multiple problems
feedback and complaint management functions. These additional
features are introduced to improve the workflow of employees in
faced by the Securemetric company which are (1) difficult for
Securemetric Technology Sdn. Bhd., an Information Technology employer and HR staffs to track and view employee’s
company which was done manually. The purpose of constructing attendance when they are away from office, (2) raw data
this system is to increase the efficiency and performance of the overload with no reporting and analytical insight, (3) no proper
attendance processes and reporting besides minimizing the overall platform for employee to give feedback about the company
time and work to calculate the attendance data. The major facilities and their working environment and (4) the company
functions include visualizing the attendance data, automated do not have a platform for employee to organize a meeting and
calculation of attendance data, and self-service meeting organizer reserve a meeting room.
with the aid of meeting rooms reservation. This system is The system has four objectives includes:
developed using Model-View-Controller framework, and Java
Server Faces technology. Tests were conducted by end users to • To develop a web application system that will able
gauge the stakeholders’ requirements and expectation. to integrate with the fingerprint scanner and extract
the attendance for the system to manage it.
• To combine multiple data collected to get a richer
Keywords— Attendance Management, Workplace Management,
insight and export all the information as a
Meeting Organizer, Web-Application, Feedback and Complaint
Management
summarize report.
• To develop a platform for employee to give a
I. INTRODUCTION feedback and report regarding the organization
Every company need to manage their workplace properly. facilities and working environment then redirect the
This includes by monitoring the employee movement, progress complaint to the person in charge.
as well as the environment of the working place and the flow of • To develop a system that have self-service feature
work inside the company. This especially comprise the to organize a meeting, that includes reserve a
attendance of the employee and the feedback and complaint in meeting room as well as send an invitation list for
the working environment. This system can generate report of the meeting through email.
attendance and absenteeism trend inside a company. With that, The section II introduces some related works. The section III
company can improve the productivity and morale of fellow shows an overview of our system and the implementation is
employees. Besides, through attendance data, company can see described at the section IV. Finally, we discuss our future works
the potential of their employee [1]. Without the usage of at the section V and conclude our study at the section VI.
computerized attendance system, a company may need an extra
II. LITERATURE SURVEY
amount of person inside the HR department. In typical
workplace, unscheduled absenteeism can range from 5% to 10% A. Review of Related Product
according to Circadian [3]. Nowadays, there are many systems to confirm employee
Securemetric prioritize their employee performance and pay attendance at work such as ClockIT, Jibble and ADP
a great attention to their employee attendance. With that, an Workforce Now. But, not many of them have the additional
improved system features and also an excellent system is features included in the same system such as the meeting
needed. Additional features such as feedback complaint module organizer and feedback management.
and also meeting organizer will be added. The feedback
complaint module will allow company to improve performance

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 2019 IEEE 7th Conference on Systems, Process and Control (ICSPC 2019), 13–14 December 2019, Melaka, Malaysia

ClockIT is a cloud-based time and attendance tracker. It has mechanism for avoiding specific aspects of work that are
a web-based punch in and punch out option including with considered as unpleasant [9,12]. With that, it is strongly
graph reporting. User can also punch in using biometric suggested the importance of employee having a proper platform
recognition which is fingerprinting, online punch card and to give their feedback and complaint regarding the working
messaging. It has two platforms which are web and mobile environment in order to create a conducive and safe working
application. The data collected here can be directly use to environment. Collecting feedback will help to improve and
calculate the employee’s payroll. For mobile punch in, they enhance performance as well as allow company to build and
include geofencing location so that employee can only clock in maintain communication with others. Through feedback,
based on the predefined location by their superior. clarifications on mistakes can be gain and the information can
ADP Workforce Now is a fully integrated HR system that be use to improve the previous mistakes.
include human resource management, payroll, benefits, talent
management and analytical and benchmarking. It is built on a III. METHODOLOGY
single database which automates data synchronization across The flow of developing the system is based on the
the platform. It enables clocking in and out on any device for operational workflow. The operational workflow is separated
employee using geolocation making it easier for company that into iterations of features include in the system which are
required their employee to work outside office. It provides Attendance Management, Feedback Complaint Management
biometric time clock, touch screen time clocks, IVR, web and and Meeting Organizer.
mobile application. Data collected is combined and form into The data used and collected for this project is based on
metrics, reports and dashboards for costs, overtime, primary data. At the initial phase of the planning, an interview
productivity and absences. with HR staffs of Securemetric is conducted. Besides interview,
Jibble is a software for time management and attendance observation of the current system also has been done. Based on
management. The system allow employee to clock in wherever the interview and observation results, the problems with the
they want using their web browser or mobile application. current system (as mentioned in Section I) are found thus
Geolocation is provided for employer to detect the location of producing the objectives (as mentioned in Section I) for the
their employee and how long they are spending their time at the project as well as the scope of the project.
place. This feature is great for sales reporting that provide A use case diagram is created to ease the design of the system
insight for specific location. Employer can view and get development. Based on the use case, the detail of each user
personal o team based daily, weekly or monthly timesheets and scope and responsibility can be clearly depicted and based on
also staff statistic. The system allow employer to send their the use case diagram also other diagrams such as activity
employee the previous days’ time entries as a reminder to them. diagram, class diagram, sequence diagram and communication
The system can be set to send out a reminder if the employee diagram are created.
forgot clock out.
A complete comparison between the related product and the IV. SYSTEM OVERVIEW
proposed system is shown in Table 1. The system will be use by the employee of Securemetric
Technology and there are about five type of user roles which
B. Time and Attendance Management are Employee, HR Staff, Operation Staff, Admin and Manager.
Time and attendance management is the act or process of The system has three features which are managing attendance
determining the time of an employee reported to work [7,13]. data that includes visualizing the collected data, feedback and
In the past, company and organization use a traditional complaint management and also meeting organizer that
management approaches for tracking their employee’s includes reserved meeting room. Admin will register all the
attendance [7]. All of these traditional approaches tend to employee into the web application and set their user role.
induce certain unavoidable problem as they are all paper based. Fig. 1 shows an overview of the system. To collect the
As the world are vastly moving into paperless technology, attendance data of clock in and clock out a biometric fingerprint
electronic attendance has gradually replaced manual attendance scanner is use. Employee will scan their finger print when they
[6,14]. The computer-based time attendance and management first come to the office. The scanner will read first in and last
system brings out many benefits that includes gaining accurate out of each employee and save inside the database. The web
data and through that, workers are paid for the hours that they server will then get all the data and display when necessary
worked and business will have a clear understanding of how inside the web browser. All the forms for meeting organizer and
much they actually spent on labour [8]. feedback and complaint will be display inside the web browser
and all the input data of the form will be save inside the
C. Relation of Attendance, Working Environment and
database and some of them will be send through email for
Employee’s Feedback
notifying the person in charged or person involved.
The attendance of employees is affected by some aspects of
the working environment. For some employees, absence is a

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 2019 IEEE 7th Conference on Systems, Process and Control (ICSPC 2019), 13–14 December 2019, Melaka, Malaysia

Fig. 1 System Overview

TABLE I.
PRODUCT COMPARISON
Features Product
ClockIt ADP Workforce Now Jibble Attendance Management System
with Improved Features
Platform Web & Mobile Web & Mobile Web & Mobile Web Application
Application Application Application
Meeting No (Meeting No (Meeting Organizer No (Meeting Yes (Meeting Organizer Features
Organizer Organizer Features Not Available) Organizer Features Not Available)
Features Not Not Available)
Available)
Feedback (No) Feedback (No) Feedback (No) Feedback (Yes) Feedback Management
Managem Management Management Features Management Features Features Not Available
ent Features Not Not Available Not Available
Available
Report (Yes) Reporting is (Yes) Reporting is (Yes) Reporting is (Yes) Reporting is included
Generator included included included

A. Attendance Data Management V. IMPLEMENTATION

The attendance data collected for each employee will be This section describes the implementation of the server and
display for each individual. Employee can view their client side of the system. The system is built using the Java-
attendance by month. Inside the form they just need to pick the Server Faces Framework and also implementing HTML and
month as well as the year and the system will display the data. Java Script for the client side. As for the database, the system
As for HR staffs, they have privilege of accessing every uses MySQL.
employee’s attendance data. Besides that, they are also able to
generate a report. The report will include all the data as well as A. Visualize Attendance Data
a graphical chart that show the percentage of employee’s To combine all the attendance data and visualize them as a
attendance and absenteeism. The report can be generated by report, the system will be implementing Chart.js, which is one
individual also by department and the period of the attendance of the JavaScript libraries. The library will allow the creation
may be by monthly or by yearly. Another scope is for manager of chart using HTML5 canvas element [2,10]. The three steps
whereby they can view the attendance of the employee who are taken to create the chart are as follow:
under their team.
• Define where the graph will be display on the system
B. Feedback and Complaint Management
• Define the type of graph that will be generated for the
Feedback and complaint are divided into two types of data
category: Private and Facilities. Each will be directed to • Supply the Chart.js library with the related attendance
different department in charge which are Human Resources and data and labels.
Operational department respectively.
B. Email System for Notification
C. Meeting Organizer
JavaMail API is used to enable the communication and
The meeting organizer features include the function of notification inside the web. There are two packages implement
reserved a meeting room as well as send an invitation to the lists to use the JavaMail API which are “javax.mail” and
of participants. The room usage list is also provided. Upon “javax.mail.activation” as shown in Fig 2. Simple Mail
completing the organize meeting form, the details of the Transfer Protocol (SMTP) is used to deliver the email. The
meeting will be sent to all the participants through email. steps to allow the email sending first start with getting the
session object that holds all the information that includes the

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 2019 IEEE 7th Conference on Systems, Process and Control (ICSPC 2019), 13–14 December 2019, Melaka, Malaysia

host name, sender and recipient details. To create the content of existing data (date, start time, end time) inside the database.
the message the object inside the session are passes into The algorithm used are as below:
“MimeMessage” class constructor. To get the subject and • Select date, start time and end time from meeting table
content of the message method of “message.setSubject” and in database
“message.setContent” are called respectively. • Save all the selected data inside the java variables
• Compare the date inside database with the newly input
String mailAddressTo = null; date
final String username • If date equals to database date, the room will not be
="[email protected]"; available
final String passwordn = "xxxx"; • Else if the date input is not equal to database date, the
Properties properties = new new start time from user input in compare with the end
Properties();
time inside database
properties.put("mail.smtp.auth",
• If the new start time from the user input is bigger than
"true");
the end time inside database, the room is free and is
properties.put("mail.smtp.starttl
allowed to be book
s.enable","true");
properties.put("mail.smtp.host"," • Else if the start time from the user input is smaller than
smtp.gmail.com"); the end time inside the database, the room is not
properties.put("mail.smtp.port"," available to be book
587"); Using the algorithm will ensure that the room booking usage
Sesison session = is not clashing.
Session.getInstance(properties, new
VI. RESULTS AND DISCUSSION
javax.mail.Authenticator ()
( protected Separate tables are used to store the room details as well as
PasswordAuthentication the meeting details. Each room will have their own table to
getPasswordAuthentication() { store all the details for the meeting that is conducted inside the
return new room. These are shown in Fig. 3 and Fig. 4 respectively. The
PasswordAuthentication(username, room reservation results are displayed as shown in the fig. 5.
password); Figure 5.a. shows the message that is displayed in reservation
})); success case. When the room reservation fails the
try {Message message = new corresponding error message can be displayed as shown in Fig.
MimeMessage (session); 5.b. The web portal system to organize meeting and reserve
message.setFrom(new InternetAddress meeting room are as shown in Fig. 6.
([email protected]));
message.setRecipients(Message.Rec
ipientType.TO,
internetAddress.parse(mailAddress
To));
message.setSubject(complaintType)
;
message.setText(complaint);
Transport.send(message);}
catch (MessagingException Fig. 3 Table containing meeting rooms details
ex){throw new RuntimeException{ex};}
Fig. 2 Java Mail Sending Program

C. Meeting Room Reservation

For room reservation, the probability of more than one client Fig. 4 Table containing meeting details for Centagate room
tries to reserve the same room for the same time needs to be
takes into consideration. Overbooking may happen in situation
like this if the server allows both of the requester to book the
same room. The problem is known as data race [4]. Thus, to
avoid the problem of overbooking the method implemented
will be first-come-first-serve algorithm (FCFS). FCFS
Fig 5.(a) Fig 5.(b)
algorithm is known as the simplest scheduling algorithm [5,11].
The reserved room is secured by the usage of java method Fig. 5 Display message for meeting room reservation in case of Fig 5.(a)
that used to compare all the new data input by the user with the reservation succeed and Fig 5.(b) reservation fail.

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 2019 IEEE 7th Conference on Systems, Process and Control (ICSPC 2019), 13–14 December 2019, Melaka, Malaysia

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