Simply and automate. The attendance system and payroll process

The Mýtna Community is an independent community which is located in the region Banská Bystrica. Maybe it is good to point out that the country is Slovakia for better understanding. It provides an occupation for 12 long-term unemployed people from the Ministry of Labour’s program. As these people were not accus¬tomed to a daily working routine, they had difficulties complying with working hours. They were coming late to work and would leave early. Additionally, the Municipal Office also has its own employees combined with staff of the nearby primary school, for whom attendance records were stored in paper form. These documents had to be handled manually in order to calculate employees’ wages. The responsible payroll clerk needed far too much time to collect missing information and then process the attendance details.

Sign-in attendance system based on a biometric sensor and IWS on a Konica Minolta MFP 

Konica Minolta suggested a solution based on a sign-in attendance system, which records the arrival and departure of employees. 

It consists of two parts: the first is the IWS application, developed by Konica Minolta Slovakia. The IWS application is installed directly on a Konica Minolta MFP device and is fully interconnected with the web-based application running in the data centre. The web application receives data about employee arrivals and departures from the panel of the MFP device or the hardware terminal equipped with a biometrics sensor for this special case. 

The hardware terminal equipped with the biometrics sensor was installed in the entrance hall of the Municipal Office to allow all employees of the office access to it. The IWS applica­tion was installed on the Konica Minolta multifunction device to allow other municipal workers in the educational institutions (kindergarten, primary school, school kitchen) to register their attendance. The MFP is located in the hallway of the primary school, which is situated next to the Municipal Office.

Both systems are interconnected, so it is possible to register employee arrivals and departures in both places. Furthermore, with the help of its partner APIS Konica Minolta also developed a connector to the payroll system, enabling employee wage data to be easily and quickly transferred from the attendance system to this payroll system. 

Easy monitoring of employees’ attendance 

The Mýtna Community was successful in resolving unregu­lated attendance of employees in activation work, and the attendance of these employees has significantly improved. 

For the community employees it is now easy to monitor the attendance of these workers because of quick access to all attendance data and informative graphs in the web applica­tion. The automated transfer of data from the attendance to the payroll system has reduced the time needed to process data and also cut the error rate in data transcription.