Time management is a key area of any business and can make or break a new or developing organization. Time and Attendance systems are there to assist the monitoring of employees time, this can be as simple as calculating the total amount of hours worked or actually calculating the number of hours worked on a particular project, job or activity. These hours could then be compared to a standard and potentially a performance and bonus could also be calculated.

Absence Management

Encompassed with the majority of Time Management systems is Absence Management where you can monitor, minutes, hours, half day or days of absence by employee, cost centre, department or site. With the more advanced Time Management systems you can also calculate spells or occasions of absence this assists to identify those employees who have lost of separate occasions of absence as opposed to those who are on long term sickness. This can also be used to calculate the Bradford Factor. The Ceequel® system developed and supported by ELF Productivity Ltd provides this level of analysis by linking absence codes to identify these spells of absence, it’s even intelligent enough to realise when an employee was on a rest day. Typically Human Resource departments wish to view absences in this manner.

Systems Integration

The passing of static data or even variable data which remains in the same format is easily transferred from one database to another a good example of this is the passing of hours or gross wages to payroll from Time and Attendance. However integrating key data such as absence is far more complicated and only ever really works when the systems share the same database. In my opinion linking Time & Attendance and Human Resource software is one of the most efficient ways of linking key employee information. A good example of having just one single database is the absence management side detailed in the previous paragraph. With the best will in the world, in a large company it is very unlikely that the Human Resource department populate all employees absence details not to mention the shift patterns so they can identify how many working days or hours have been missed due to the absence. By utilising a Time and Attendance system which shares the same database as Human Resource Management, the start date, finish date, duration in working days and hours are automatically calculated by virtue of the fact that the employee has not clocked. Generally an absence code will have already been assigned by the employees manager or the Time and Attendance monitor but in addition to this the HR department can then add a little more detail such as a reason, description attach as sick note or a return to work form.

Another good example of a Time and Attendance system with Human Resource Management is the Training element of HR. When an employee has been identified as requiring a Training course and the course has been scheduled for a specific date the user can check what shift the employee is due to work or if they have any planned absence such as holidays or maternity leave. In addition when the employee is allocated to a Training course this is added to their holiday planner and their manager is aware that he needs to arrange cover.

Data Capture

By selecting a Software House as a provider of your Time Management requirements your business benefits from the hardware being supplied from a third part as this provides a ‘best of breed’ approach and in addition ensures you are future proofing the hardware element of your investments as the hardware purchased for your by ELF Productivity Ltd is industry standard. The data capture communications are generally TCP/IP and are true real time. Alternatively we can also communicate to the terminals by 3G or GPRS. There are various types of media available including barcode, proximity fob, proximity card, fingerprint biometric, hand recognition biometric or even face recognition biometric.

Ceequel® AccessControl has revolutionised the way in which hundreds of companies secure their Sites. The flexibility of the Ceequel® AccessControl system enables you to limit access to areas of your organisation. The software can operate over a Local or Wide Area Network allowing for a company wide Access Control solution.

Every access point can be give a list of authorised personnel, each of these individuals can have their access limited to the time of day, day of week and days within the year.

Access tables are controlled from a central point so new starters and leavers can be efficiency added and removed with a minimum amount of clerical effort.

Integration with Time & Attendance

Ceequel® Access Control shares the same database as all our other modules including Time & Attendance. So there is NO duplication of entry. When a leave date is entered into any of the modules the leaver’s card will stop allowing access as of that date.

Where required Access Times can be linked to the employees shift pattern and access can be restricted when an employee returns to work after a particular type of absence, this is particularly useful within the food industry. All of the employee access permissions can be setup within Time and Attendance and these can be on an individual, group or shift pattern bases making Ceequel® Access Control a truly unique integrated solution.

Fire Register

Each door, barrier or turnstile can be identified as an area where transactions mark the employee in or out of the fire register and as the transactions are collected real time, this provides an accurate up to date fire register. Multiple fire muster points can be configured within the system and the fire register can be automatically (upon the fire alarm sounding) printed to any network printers(s), e-mailed to multiple addresses or even sent to Blackberry devices. Access Control doors can also be released when the fire alarm sounds.

One Card fits all

There are various types of media available for identifying an employee including proximity cards or fobs, fingerprint biometric or simple barcode. Where a card is used, the software allows you to design a company ID card including logo, name, department, photo etc. The one card can then be used for access to the premises, time & attendance, identification and cashless vending. Where the card can store a predefined amount (which can be topped up) this monetary value can then be spent on vending machines or in the canteen.

Reporting and Auditing

Managers can also access where employees have been granted or denied access. This is date and time stamped and can be accessed either through the main software or even via any PC with internet access (Ceequel® E-Manager module required).

Tailgating

Where Access Control is being used to provide an accurate fire register there is always the issue of tailgating (where an employee holds the door open for the next person – removing the requirement for the next employee to swipe). There are various ways to prevent this happening one is to install a turnstile, where this is not possible an alternative is to fit a infra red beam across the door which will detect if more than one employee goes through the door and sound an alarm and/or send a message to the admin user and the final option is to only collect fire register transactions from either the T&A terminal(s) or even a simple reader plugged into a USB port on any PC (normally located in the reception or main entrance).

Your justification to change

Changing demands on companies to limit access to areas of their organisation where expensive stock and or equipment may be located or confidential information may be stored. This means that companies need an effective solution to deny access but just as importantly to allow authorised entry efficiently.

Specifications

Each door controller is assigned it’s own IP address meaning you can utilise your existing network cable (cat 5 or 6).

Software

• Client server architecture
• TCP/IP over LAN, WAN or internet
• SQL 2000, 2005 or 2008 database
• Windows 2000/XP Pro, Vista or Windows Server 2000 & 2003
• Unlimited number of doors supported

Hardware

• Door Controller
  • 12Volt supply required
  • TCP/IP communications
  • Magstripe/Proximity/Smartcard/barcode or Biometric
  • PIN pad support
  • Tamper sensors
  • LED Monitoring
  • Flash upgradeable
  • Local intelligence for network failure

The hardware is configured so that even in the event in the event of a network failure the access control system will continue to operate unhindered.

The system can also be linked to your fire alarm so in the event of the fire alarm sounding all the doors will automatically release and a fire register can be automatically e-mailed or printed.

Access Control equipment

From a range of especially designed electronic Access Control equipment some of which is capable of operating in the most hostile of environments.

Elf Productivity will advise you in the selection of the most suitable and cost effective solution for your requirements, the equipment will be strategic positioned so that employees can present their Identification card and enter authorised areas in a professional efficient manner.

Security issues

Additional Security can be provided by adding a key pad where a pin number can be entered. By comparing the badge ID with the pin number a high level of security can be provided.

• Lost ID cards can be removed from the system immediately and a new card can be provided forthwith with the minimum amount effort.
• Unmanned reception doors can be fitted with an intercom so visitors can announce their arrival and the door can be released.
• Employees can be tracked as they move around the company each successful swipe is time and date stamped and recorded accordingly unsuccessful attempts to enter restricted areas are recorded separately.
• Turnstiles or any access point can be identified for anti pass back this limits the access so that re entry can only occur if the card has been used for exit and or a period of time has elapsed.
• Visitors and temper workers can be issued with a card giving them limited access for a predefined period of time.
• Doors can be rendered available for free access at certain times of the day and locked automatically at other times.
• Doors can be controlled for entry and exit or entry only exit can be controlled by inferred sensors or egress buttons.
• The amount of time that the door is left open following a successful swipe is controllable by you and each door can be set independently. If require a buzzer can be fitted to the lock so the employee is aware the door has been activated.
• Doors that have been wedged open can be fitted with sensors so that the system controller is made aware.
• Real time information can be provided on screen or by the use of indicator panels showing employees currently in sensitive areas.

Health and safety

• A fire register or roll call can be produced in fire assembly point order to a defined printer or e-mail address.
• The register can be triggered automatically when the fire alarm is activated.
• Doors can be independently set so that they automatically open when the fire alarm sounds.
• Break glass emergency exit can be fitted to override any other instruction thus releasing the door.
• The amount of time employees spends in hazardous areas can be identified and accumulated.
• Reports to help you monitor compliance with the EU Time directive can be produced.

Time to react

Data is collected real time and is instantly accessible from a central location, providing up to the minute information that enables rapid response to situations as they arise.

Managers/Supervisors can see on screen employees as they arrive for work or in the event of an emergency a list of all employees who are on site.

Associated equipment

A valuable advantage of the Ceequel® Access Control system is to provide an impressive array of safety and security features limiting access into areas of your business by integrating with the following equipment.

• Barriers
• Turnstiles
• Door Locks
• Fast Lane Personnel systems
• Cycle Compounds
• Audible or visual alarm systems

Turn key solutions

For your piece of mind Elf Productivity will provide you with a turn key solution to Access control supplying all the skills and hardware required for a satisfactory installation, these include:

• Software
• Training
• Software installation
• Computer Hardware and Installation
• Cable and Cabling
• Associated hardware
• Electronic Data capture Equipment
• Joinery lock fitting
• Project Management
• Close circuit TV

EXPERT SUPPORT AVAILABLE AROUND THE CLOCK

CEEQUEL® is a system you can always rely on to provide the information you need in the fastest possible time.

Equally reliable, is a comprehensive support service which allows you to call upon Elf Productivity’s unequalled productivity improvement and control expertise.

To ensure your new system is fully effective from the moment it becomes live ELF Productivity offer both on and off-site training for your employees during installation.

Every component of your Ceequel system can be covered by an ongoing service back-up, available from a network of skilled engineers.

Further Information

Further information can be found here on the Elf Website. Or can be obtained by contacting our Sales Department via the Online Contact form, or on 01257 256000.

Why is monitoring time and attendance so important?

Keeping track of employee’s time and attendance is vital so companies can evaluate the work activities of their employees. Companies legally need to give staff holiday time and attendance systems allow companies to monitor how much holiday staff have taken. If a member of staff has multiple sickness days then these can be recorded and passed on to an occupational health specialist or the HR department if a serious problem arises. Making sure employees attend work on time is also important as companies can lose a great deal of money if people are repeatedly late. Monitoring the time people leave work means that companies can award overtime accurately and also see who has been going above and beyond for the company by working extra hours.

Why use web based time and attendance?

Making sure time and attendance records are accurate is important so that employees receive the correct salary payments and are awarded for overtime or reprimanded for persistent lateness. Electronic web based time and attendance ensures that there are minimum discrepancies in recording hours at work. If employees work flexitime than web based time and attendance software can keep accurate records of what hours they’ve worked and if they’re owed any lieu time.

How does web based time and attendance work?

Web based time and attendance can make records easily accessible on any computer with Internet access. The systems generally work through a real-time networked data capture device where employees can use a multitude of media options including proximity, barcode or magnetic stripe cards, alternatively biometric fingerprint and hand recognition devices are available. The data capture device then sends real time information to an Internet server which records the time an employee has been at work. A password is needed to log on to the system and check the information. Different parameters can be set up to incorporate flexitime, attendance requirements, national holidays and specifics which are relevant to individual companies. Employees can also view their attendance so they can quickly find out how many lieu hours they’re owed or how many holiday days they have remaining.

What are the benefits of using web based time and attendance?

The main benefit of web based time and attendance is that it keeps an accurate record and can’t be tampered with or tweaked to benefit individual employees. It also saves on paperwork as all the information is electronic. The number of hours that human resources or line managers spend on working out attendance will also be reduced as web based time and attendance software automates the process. The software is generally easy to run and install, all that is needed is a computer with Internet access. Web based time and attendance can also assist with creating rotas and shift patterns.

Who uses web based time and attendance?

Any business can use web based time and attendance as all you need is a computer with Internet connection. Small and larger businesses can both benefit as it helps to keep time consuming parts of the payroll process automatic.