Simply and automate. The attendance system and payroll process

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Simply and automate. The attendance system and payroll process

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.

Pavel Greksa
quotation marks

The solution Konica Minolta provided us with perfectly suits our situation. Through the IWS-application-enabled MFP in combination with the biometric sensor terminal we revieced an ideal solution which directly solves the issues we had with our attendance- and payroll systems. This seamlessly ties into our existing systems and more importantly is easy to use in our facility. We really appreciate the help of the dedicated Konica Minolta team who took the time to assess our situation and came up with a tailored solution that truly fits our need

Pavel Greksa

Mayor of Mýtna (1994-2018)

Challenge

Challenge
  • Activation workers employed by the Mýtna community did not observe working hours, coming to work late and often leaving work early, while employees of the community had the task of managing them 
  • Additionally, for its own employees and staff of the primary school attendance records were stored in paper form: docu­ments handled manually to calculate wages and too much time needed to collect missing information

Solution

Solution
  • As one from the first communities in Slovakia the Mýtna Community monitors the attendance of all workers and employees by using a biometric sensor on hardware terminals in combination with a IWS solution installed on a Konica Minolta MFP 
  • Both systems are interconnected to register employee arrivals and departures 
  • Development of a connector to the payroll system to easily and quickly transferring employee wage data from the attendance system to the payroll system

Advantages

Advantages
  • Attendance of activation workers significantly improved 
  • Easier monitoring of the workers’ attendances because of quick access to all attendance data and informative graphs 
  • Reduced time for data transfer and decreased error rate 
  • Specific profiles are stored in the system that are used for calculating employees’ wages

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