Access control and time attendance system

The access control and time attendance system is designed to manage access to the premises and account for incoming / outgoing employees. The system enables you to control who, where, when can to enter and keep track of working time. Managers are immediately informed of deviations from the planned routines: not arriving at the facility on time, alcohol control, working overtime, etc.

The access control and accounting system consists of employee and workplace identifiers, mechanical access barriers and software for accounting and control. Information about work objects and employees is registered  in the server accounting program, which later collects all information about employee registration at objects and allows to form a table, to perform work accounting analysis (who worked, how many times were late, did not arrive, worked overtime, etc.).

Below is a description of the access control and accounting system options and their indicative prices.

Employee registration

1. A mobile application that registers the employee’s geographical coordinates (GPS).

An app is installed on the employees’ phones, and when activated, the mobile phone evaluates the geographical coordinates and sends them to the accounting server. It has registered  all employees and their workplace numbers, as well as the geographic coordinates of the objects and possible deviation (object size). Employee workplace No. is also recorded on the phones when installing the app. In this way, the phone transmits information: which employee, at what time, at what location. App runs on Android phones from version 6, and can also be used on Iphone.

2. NFC tags are affixed to work objects, and employees register by tying their phone to these tags

NFC tags are attached at work objects (stickers, floppy disks, etc.), and at the employees’ phones are installed an app that reads these NFC tags. Workplace No. are also recorded on the phones when installing the app. Like in  the GPS case, the phone transmits information which employee, at what time, at what location appeared/entered. App runs on NFC phones with Android 6 and above, and can also be used on Iphone (only newest models have NFC readers).

These NFC tags can also be used for marketing purposes: promotional information (link to company website, promotional video, contact phone number, etc.) is recorded on the NFC tag and can be received by passers-by on their phones.

3. Employees are issued with a company card or NFC branded pendants that employees sign up for on-site NFC terminals

An employee NFC card or key fob is a plastic e-card with contactless chip inside. The information on the chip may be recorded as a business card (name, function, company, telephone number).

Cards can also be issued to subcontractors, maintenance staff, and other frequent visitors – their arrival will be recorded. Card prices range from 1.5 Eur to 4.9 Eur, depending on quantity, color, level of personalization and functionality.

Work objects have NFC card readers installed, employees attach their cards or key fobs to the readers when on and off the job. The scanner transmits information to the server, which employee entered/exited, what time, what object he / she is logged on to.

The table below provides information on the easy-to-transfer object-to-object time attendance  reader CFX100 that instantly transmits data to an accounting system over the Internet (requires SIM card or WiFi). Power supply from 220V.

The app can have two graphical buttons “Arrive” and “Depart”, which significantly reduces errors in the calculation of working time compared to card registration only, without distinguishing between arrival and departure.

Some models have auxiliary inputs to monitor parameter status (eg whether the door is closed at night, alarm is on, ventilation is on, etc.) and then transmitted to the master computer or the person in charge on the phone. Accordingly, existing control outputs allow remote functions to be enabled or disabled remotely.

4. Stationary card readers with access control

The input uses modern card readers 13.56 MHz (according to the latest NFC standard (similar to banking, transport e-ticket cards)), with an internet controller (connected directly to the company’s internet network).  Some of them  also have a keypad for entering a PIN, which can also be used to identify an employee (useful when you forget your card or need more security). Recent models can recognize employees by fingerprints or face. The master program records all employee cards and biometrics, and determines at which door/time employees can pass.

5. Time attendance systems integrated  with alcotester

A working time recording system with an alcohol tester is designed to record when employees enter and leave work, with additional controls on their alcohol content.

The accounting suite at the registry consists of a professional AlcoScan EBS-010 stationary alcohol detector manufactured in South Korea. It does not require disposable nozzles: the breath sample is blown at a distance of 2-5 cm.

The control process is controlled by the French microcomputer FX100A, which has an integrated card reader, a camera and an Internet data transfer module (WiFi or 3 / 4G with SIM card).

For screening, the employee rests his RFID card orkey fob on a card reader, which, after scanning the card, communicates with the server over the internet and asks whether such person is currently eligible to pass. When the answer is positive, the alcotester is activated (yellow light blinks). When it is fully prepared (the yellow light is constantly on), it can be blown into an alcotester. During blowing, the person is photographed. If alcohol is detected above the legal limit, the red light will light and within the normal range, the green light will turn on. Alkotester readings and photography are sent to the server. The server logs the the check and stores the employee’s alcohol content and snapshot. In case of unauthorized alcohol content, the responsible persons are immediately informed (by e-mail or SMS).

6. The employee cards can be registered by the managers on their phone

If the facility does not have the capability or there is no intention to install identifiers or scanners, the responsible managers can registered employees with their NFC phone, which has the accounting software installed. When activated, an object is selected, the employee card is scanned and the “Arrived” or “Departed” button is pressed.

Mechanical barriers

1. Electromagnetic door lock

The door is opened by releasing the electromagnetic lock. The locks themselves can be of 2 types:

The electromagnet is mounted in the door frame (usually at the top), and the counter plate at the door withstands high force (up to 280 kg). The door shutter is mounted in the frame in front of the lock, but is less reliable due to moving mechanical components.

The minus of electromagnets is the opportunity for a few people to pass through the door. The turnstiles allow access only one person.

2. Turnstiles

Rods for turnstiles

Installation of equipment

Installation price 35 Eur / h. All prices are exclusive of VAT.

Complementary materials (cables, troughs, fasteners) – as required.

Gateway accounting software       

The gateway accounting software is designed to collect staff entry / exit data from access control devices and display it in a user-friendly format. There may be many controls in different cities. Below is a copy of the main windows.

The gateway register provides information on who, where, when entered or exited. There is also sorting by departments, employees, dates, who is off-duty, as well as data export to excel, bookkeeping or business management system.

The spreadsheet program eliminates all intermediate inputs and outputs and calculates the exact time worked, eliminating the lunch break. When needed, round up the hours or show the time worked to the nearest minute.

Shift and fixed start function: The program calculates the salary by selecting the hourly rate.

It is possible to make special records or attach documents on the employee’s day.

If salary is calculated by hours, there is option to print the payroll.

The spreadsheet can be transformed into a required official form.

Business management system functions:

• Registration of tenders and contracts. Scheduling contacts with customers
• Drawing up a project Gantt chart from project cost estimates data
• Cost surveys & supply management from project schedule
• Material accounting for projects under supply orders and works execution acts
• Management of project work: assignment of executors, accounting of completed works, automatic creation of estimates, works completion reports
• Inbound / outbound workers register and automated table
• Document register and execution control
• Financial accounting or merging with an existing program

Benefits of integrated business management system:

• Save by combining costing, business process management and accounting software into one system
• Schedule the project more effectively and control execution
• Save by automating material price surveys and supply management
• Manage people flow (only employees who need to be at the place and at the time are omitted), auto-fill the table;
• Operational statistics of premises, inventory usage (who ever visited and used what) for economic activity analysis;
• Improving the image of the institution as a modern organization, increasing customer flows.
  

• Security

• Only those who have the right to enter a specific room / area at a specific time enter. No outsiders and who has no right to enter. Can also be used for individual events

• Saving resources

• Optimize and automate employee time management by automatically filling in time sheets (employees do not waste time filling in themselves, bookkeeping does not waste time in keeping records)

• Image

• A modern office with modern solutions and added benefits for employees, tenants and customers seems more attractive