Time and Attendance Management System (TMS), refers to the system and process at the intersection between Human Resource Management (HRM) and Information Technology. The system merges HRM as a discipline and in particular its basic HR activities and processes with the information technology field, whereas the programming of data processing systems evolved into standardized routines and packages of Enterprise Resource Planning (ERP).
Login Screen

Time and Attendance system will mainly monitor the entire time one/more employees will spend both on/off duty, from time in to time out of duty according to the scheduled shifts assigned of the employees in different work locations or branches and process the raw data into different reports. With this module, we have so many features to enable the HR/ADMIN Officer interact and generate different attendance reports like daily/ monthly, performance etc by employee /Department  /Shift/ Section/ Branch/ Designation etc.

This system is and can be fully customized to suit and solve any kind of different challenges faced in terms of human resource management. We have three different modules of Time and Attendance to suit different organizations’ needs with for different challenges:-

• Web Based Time and Attendance Management System.
• Desktop Time and Attendance Management System.
• Centralized Cloud based Time and Attendance Management System.

This solution deals with the process of identifying the employees, recording their attendance hourly and calculating their effective payable hours or days. This solution should maintain the records of each and every employee and their time spend in to company/organization, which can be used for performance appraisal. Basing on that, Transfers removal, promotion & many more employee changes can be done.
The main objective/Goal of this system solution is to automate the manual hectic work load of keeping the daily events such as attendance, projects, works, appointments, etc, evolved in Human Resource department activities.

Briefly, this application will help fix working hours, automatic shift allocation, import shift, Daily & monthly Attendance report, Leave taken / balance report, Actual log report, Holiday group creation by Branch, Employee portal for leave apply / cancel, Leave approve / reject by approving officer, Multi User creation by branch, User Rights, Mobile monitoring app for field employees, etc as seen in a few screenshots above.

Dashboard

1.2.1 SYSTEM REQUIREMENTS:
TMS Implementation Requirements.

• Internet or LAN connection between the database and Biometric device.
• WAN/LAN and Power supply connections at the selected points of biometric devices
• Corei3 processor or above server/PC with windows 10 or above.
• 8GB RAM/ROM as minimum or above
• 20GB free storage space for enough data storage since the system involves downloading of reports.
• Microsoft office package for any reports downloaded in Excel and Word formats.
• Secure Sockets Layer (SSL) and Malware basic protection or above level of security.
• Adobe acrobat reader for all the PDF format report downloads
• Uninterruptible Power Supply (UPS) to run the system server/PC and the biometric devices for atleast 1 hours.

Configuration Setup.

• Comprehensive employee master.
• Multiple record grouping levels for accurate analysis.
• Detailed parameters to customize application for specific environment.
• Customizable processing periods.
• Holiday/off duty/permission setup as per organization policy.

Main Features.

• Automatic Time in/out attendance management.
• Contracts monitoring and terminations.
• Employee promotions.
• Employee transfers from/to different branches and departments.
• Leave/permission/holiday/off duty monitoring.
• Monitors off-site employees until they return from customer site.
• Accelerates payroll processing directly from recording machine.
• User profile management to ensure a high level of security in system.
• Easy to manage and schedule shifts.
• Helps to clarify employee attendance discrepancies.
• Automatically calculates and summarizes worked hours, OT hours, bonus hours, lost hours etc
• Early/late in and early/late out monitoring
• Centralized Multi branch management.
• Multi company management.
• Toggle between the months to review / print any historic data.
• Exports reports to Excel, CSV, MS WORD and PDF.
• One step backup and restore.
• Controlled access to reports.
• Client server architecture.

Employee Enrolment Details

Communication Module.

• Fully integrated with multiple biometric devices types.
• Multiple technologies can work on the same software, providing flexibility to the user.
• Auto extract attendance data from device at scheduled intervals.
• Synchronize with various hardware across multiple locations.
• Auto integration of download data into application.

Attendance Monitoring & Processing (TIME IN/OUT).
It will closely monitor the employee’s time in/out, lunch break & on duty movements and give you the appropriate report to identify who went out at what time and when they returned.
                                         

• Single click processing of the raw attendance data.
• Single to generate time in/out reports.
• Allows processing in bulk or individual employees within flexible date range.
• Option to manually change the timings for incomplete attendance by authorized users directly from attendance register.
• Absent tracking with remarks, with permission /without

Overtime Management (OT)
Every company has their own overtime rules/policies and pay rate. BACKEND SYSTEMS LIMITED Time & Attendance software will allow to define/modify the Overtime as per your company norms. Even you can define special overtime pay rates and policies for public holiday & weekly off days.

 

SAMPLE REPORTS:
Daily employee attendance report

Monthly detailed employee attendance report

Weekly employee attendance report

Monthly enployeewise report

Quartely Attendance Analysis Report

 

Export Reports to various formats
     

Multi-Level User Access rights

BACKEND SYSTEMS LIMITED Time & Attendance software will allow to create multiple users and each user can access one or more branch details. Forex. User from Head office can access all branch details but branch manager can access his / her branch staff details.
Moreover, BACKEND SYSTEMS LIMITED Time & Attendance software will allow to take the control of entire menu system. i.e. one supervisor can access shift menu when others cannot depending on user rights assigned by systems admin. One can create / edit employee but cannot delete employee.

This application will run and synchronize in background mode with the all the installed biometric devices in different locations to check the online / offline status & collect the attendance logs/data from the Biometric devices through LAN/WAN. Each Biometric device must connect with Network Router to communicate with Real Sync monitor module. We must allocate one Fixed IP Address for each biometric device and update the server Service Static IP.

Appraisal system allows you access to the data from anywhere—all you need is an Internet connection. Simply log on to your web-based program and view all necessary forms, as well as employee profile information and self-assessments. You can also solicit 360-degree assessments and electronically route the final performance appraisal to HR for approvals and signatures. Now, performance reviews can be written anywhere, at any time— eliminating age-old problems associated with a paper system, such as with tracking down people for missing forms or signatures!
This Online Appraisal module will contains information about the employee’s current position in the organization. This module has the information such as employee name, employee ID, Division, work group, evaluation date, evaluator, and evaluation period.
This module is used to monitor the employees, their work performance and the involvement of them in the organization.
Below is the sample of performance appraisal template but still every company shall have its own preferred template since they differ in everything almost, so we can easily customize it according to every company/organization areas of interest.

Self-employee Portal will help employees and HR Manager to request/approve leave and permissions online especially for the distant employees. Employees are able to printout their own leave application paper work involved in this process, employees will visit the web based/online TMS system through any LAN/Internet connected PCs with their User details and apply for leave or permission and the request notification mail shall be sent to the approving officer/officers for approval/cancel and again the approving officers’ response shall be sent back by mail to the employee for their information about their leave/permission application status.

Self - Employee Portal Login Screen


Here above, the employee is able to view their attendance reports, apply for leave, monitoring leave status incase of approvals and rejections and also monitor the different public holidays or weekly offs assigned to them.

 

 

 
We have various products from our basket. We can proudly say that we have solved a variety of difficulties of our clients in the time of our existence in the biometric technology of Uganda and in other areas of our service provision. Our Clients have continued to appreciate our high value-adding solutions and have regarded us more as growing partners,
The IT Industry simply can’t afford solutions that don’t come with full assurance of stability and a reliable support organization. This is where BACKEND SYSTEMS LIMITED comes in. We Design, Deploy, Integrate, Update, Manage, Maintain, train and support, services and supply products for our esteemed clients.

Below are few of our happy clients using our Time Master:-

 

                                                             

               

                

        

       

 

Finally, having introduced and expressed BACKEND SYSTEMS LIMITED to you and your institution, we therefore propose our Time and attendance management System (TIME MASTER) and you will not regret partnering with us as your ICT service provider. We are committed to satisfying our customer needs thus driving you towards achieving your Goals.

All our software solutions are fully customized hence can be integrated with any other third party systems like SAP, SUN, CRM, TALLY, QUICK BOOKS, PAYROLL, HRMS and any other kind of ERP systems for easy communication and transmission of data for processing and better services delivery.
Note: Our client must be at good terms with any of the third party software solution provider for cooperation and easy access to the different required information from the third party software solution.

In case of any integrations, our client should be able to link us with the other software solution service providers for the better and quick integration process but if all solutions are From BACKEND SYSTEMS LIMITED, then it’s automatically done during installation period.

The system (TIME MASTER) will help human resources and the company at large to monitor the operations, movements (in & out) and the level of employee participation, performance and contribution towards achieving the company goals and objectives.
In the same way, it simplifies the work of monitoring and evaluation of employees for everyone’s details as in attendance shifts and other details can be tracked and followed accordingly.

The application (TIME MASTER) simplifies the work of human resource manager for it carries itself with several features/functions that would be done manually, yet it is done automatically and hence simplifies performance appraisal.

This application (TIME MASTER) also works to address the tendency of employees pretending and dodging work with unnecessary excuses or unauthorized leaves for they can easily be monitored at a cost-effective rate, company income and time loss are reduced in line with the targets of the organization.

This application (TMS) is so relevant to this Company/organization due to the fact that you operate several multiple work locations all over, which needs serious monitoring/supervision of the staff both at work places and in the field. In an easy way, the human resource officer can trace the performance of each and every staff in the system to determine who is doing what on which site instead of incurring tiresome and costly means to monitor those distant employees.

In the current situation, with this growing demand and technological advancements, such a Company/organization should adopt the new technologies to curb the competition in as far as productivity, sustainability, accountability and accessibility are concerned, and these can only be achieved through full engagement and participation of employees. This is what we wish to offer to you so that you can realize maximum profits/service delivery through thorough/tight supervision of human resource.

 

In conclusion, this Time and Attendance Management Systems will achieve its purpose. It will give a huge lift to the company’s operations. Whatever you have been doing manually will completely be shifted to the online and computerized process and this will enable the company to carry out its operations more quickly than before. This will also give a wider spectrum of communication to all your departments especially the HR & Finance departments since all the work processes will have been computerized and online, resulting to more efficient processing of different data required at any given time and anywhere.

The new system will result in giving numeric advantages to the company. Accessing and processing of data can be done with a single click. Data manipulation has become simpler and the cost factor has been reduced. It is faster and more efficient processing of data. It is less time consuming and operations are more transparent. Communications and interaction between the users will be more efficient.