staff management system

Staff management system features

1.       Creation of unique identifier for companies, such that for a company A, the data received from a timesheet files is specifically interpreted and combined for the given company only.

2.       Under a given company, there should be a capability to create stations/ posts, where the dat. Files fetched from the given folders in a staff management system shall be matched to give information for the given post.

3.       The users at a given post, shall be created and assigned different roles, which include employee, supervisor, field officer, regional coordinator, and management. Here, there shall be job groups, which have to correspond to the given roles.

4.       Move users from one post to another.

5.       Show duplicated users, such that if a user appears in two stations at the same payment period, the system can tell.

6.       The user list should be imported directly from the company payroll in excel format, then matched with data fetched from the timesheet files collected from the field.

7.       Given that a company needs to use staff management system reports, then the sorted data should be given in excel output, from where it can be exported to payroll etc.

8.       There needs to be different admin rights, such that for the HR, they will see the sorted list of new users for a given period, moved posts, leaves, unpaid leaves, replacements etc. The HR should also see understaffed locations, which shall be activated directly on the web service. Here, we can use alert button for a station, which after moving the guards to the understaffed, then the system shall stop giving the alert.  Given that there is employee information obtained from another software, then the staff management system should be able to give the HR ability to fill the forms and update the employee information, which include:

i.                     New employees data

ii.                   Fired/ resigned employees

iii.                  Paid leaves

iv.                 Unpaid leaves

v.                   Change of job groups.

9.       When the employee data has been filled by the HR, then this data is integrated to the system, such that all attendance data report shall be able to consider the changes. For example, consider a case where a form for resigned/fired employee has been filed. Then, the person’s time attendance sheet appears from a given station, then this employee should be flagged so that they are removed from payroll.

10.   The login given to finance person shall enable them to access information relevant for the payroll, which include the files for normal days worked, overtime worked, paid leaves, deductions etc… Below is a sample of the sorted file.

11.   The admins should be able to see the whole information about a given station/post, just by filtering the data based on the posts. For example, if the operations manager want to see the time sheet for a given station, called Nairobi East, then he should be able to go to the site and select, Filter by> post name> then by typing Nairobi east, he shall see the information about employees at the given post.  Then more filtering options needs to be included, such that: one can decide to use post name, ID number of the registered people, name, timelines etc.

12.   From the staff management system UI, there needs to be the button to delete post, users, etc., based on the preference of the given user.

13.   The management level needs things summarized and making more sense to them. Thus, given that there are a lot of stations in a company, the report about the behavior of each station should be compiled, and the mangers given the chance to see what the trend in the given posts is. For instance, for a given company, the manger should be able to get a report on:

a.       Total cases of lateness for a given post

b.      Total number of leaves and overtime for a given post

c.       The number of absentees cases at a given post

d.      The number of resigned/fired guards at a given station

14.   Upon viewing the updates, the management shall be given a chance to either decide to take action or ignore. If they decide to take action for a given case, then the type of actions to be taken can include:

a.       Leave message to supervisor

b.      Move guards from one station to the other

c.       Add guards to a station

d.      Set a reminder

15.   Take a case the manager views the report and decides to take action, the system should make the updates made directly and emails sent to the added emails for every post/station. For instance, if the operations manager decides to move a given guard from station A to B, then upon completed process of move and confirming the action, then a pdf/ word file shall be generated and sent to the email of the supervisor/guard at the given station.

16.   There should be monthly reports generated and sent to given emails, for example, all cases of lateness, overtime, leaves, resigned/ fired guards shall be generated automatically and forwarded to the emails that shall be set.

17.   There shall be more additional features that are necessary, which have to be almost similar to best time attendance system.