PROJECT PROPOSAL

EMPLOYEE ATTENDANCE SYSTEM USING QUICK RESPONSE

(QR) CODE

BY

OSMAN MOHAMED SESAY – 27547

FATMATA MARDEY CONTEH – 27609
AZIZA ZAINAB KAMARA – 27619

SUBMITTED TO
THE DEPARTMENT OF INFORMATION SYSTEMS AND
TECHNOLOGY

INSTITUTE OF PUBLIC ADMINISTRATION AND MANAGEMENT,

UNIVERSITY OF SIERRA LEONE

IN PARTIAL FULFILLMENT FOR THE REQUIREMENT OF THE

DEGREE OF BACHELOR OF SCIENCE WITH HONORS IN
INFORMATION SYSTEMS/TECHNOLOGY

JULY 2023
Introduction and Background to the Project:

In today's fast-paced and digitally-driven world, efficient and accurate attendance tracking
systems are crucial for organizations to manage their workforce effectively. Traditional
methods of employee attendance tracking, such as manual sign-in sheets or swipe cards, often
pose challenges in terms of reliability, security, and time-consuming processes. To address
these limitations, the implementation of a Quick Response (QR) code-based employee
attendance system offers a modern, automated, and convenient solution. The system
leverages the ubiquity of smartphones and QR code scanning capabilities to streamline
attendance management processes, enhance accuracy, and improve overall efficiency.

The tracking of employee attendance has always been an essential aspect of workforce
management. Traditionally, organizations relied on manual methods, such as paper-based
sign-in sheets or punch cards. These methods were prone to errors, time theft, and fraudulent
activities. With the advent of technology, various automated systems were introduced,
including biometric devices, swipe cards, and proximity cards. While these systems improved
accuracy, they often required additional hardware, were expensive to implement, and still had
certain limitations. To address these challenges, the development of a system for tracking
employees’ data by QR code has gained prominence. Such a tool provides an accurate
capture of employees’ data, enabling managers, and other administrators to understudy the
different behaviors of employees in the workplace and promoting better decision-making at
the top management level.

QR codes have gained significant popularity due to their ability to store large amounts of data
in a compact format. Initially used in logistics and supply chain management, QR codes have
become widely adopted in diverse applications, including marketing, ticketing, and
information sharing. By scanning a QR code using a smartphone camera or dedicated
scanning application, users can quickly access encoded information or perform specific
actions. The integration of QR codes into attendance systems offers several advantages over
traditional methods. With QR code-based attendance tracking, employees can simply scan a
unique QR code using their smartphones upon arrival and departure, eliminating the need for
physical devices or cards.

The captured data can be securely transmitted to a centralized database, enabling real-time
tracking and generating accurate attendance records. Additionally, the system can be
enhanced with features such as geolocation verification and time stamps, further ensuring
reliability and preventing attendance fraud.
The development of this Employee Attendance System will offer a host of benefits in Sierra
Leone. Firstly, implementing a QR code-based attendance system streamlines the process of
tracking employee attendance. Employees can simply scan their unique QR codes upon
arrival and departure, eliminating the need for manual time keeping methods such as sign-in
sheets or punch cards. This automation saves time and effort for both employees and HR
personnel. Also, with a QR code-based system, attendance data is automatically recorded and
stored electronically. This reduces the administrative burden on HR, allowing them to focus
on more strategic tasks.

In addition, QR code-based attendance system provide a higher level of accuracy compared

to manual methods. Scanning QR codes ensures that attendance data is captured in real-time,
preventing the possibility of human errors or intentional manipulation. This increased
accuracy helps in determining actual employee work hours, facilitating fair and precise
payroll processing. As a result, since attendance data is captured electronically, it becomes
easily accessible and verifiable by relevant stakeholders. Employees can review their
attendance records, and managers can monitor attendance patterns and identify any
inconsistencies or issues. This transparency fosters a sense of accountability and fairness
among the workforce.

Furthermore, implementing an employee attendance system using a QR code offers numerous

advantages, including streamlined attendance tracking, reduced administrative burden,
improved accuracy, and increased transparency. Such a system not only enhances operational
efficiency but also promotes a more productive and accountable work environment. It can
enable the top-level management of an organization to gain valuable insights from
employees’ behaviors in the workplace and facilitates evidence-based decision-making. By
harnessing the power of QR codes, the researchers provide a user-friendly and modern
solution that simplifies attendance management for both employees and management.

Problem Statement

Sierra Leone faces challenges in efficiently and accurately tracking employee attendance
within organizations. The current manual attendance tracking methods are prone to errors,
time-consuming, and lack real-time data access. These shortcomings lead to difficulties in
accurately monitoring attendance, delays in payroll processing, and inefficiencies in
workforce management. Therefore, there is a need for an automated employee attendance
system in Sierra Leone that utilizes QR code scanning technology. The system should address
these challenges by providing a reliable, efficient, and real-time solution for attendance
management.

Specific problems that arise in using a manual employee attendance system include:

i) Manual attendance systems rely on employees manually signing in or using paper-based

methods, which are prone to errors and manipulation. This leads to inaccurate attendance
records, making it difficult to determine the actual hours worked by employees.

ii) Manual attendance tracking requires significant time and effort from both employees and
administrative staff. Employees need to manually record their attendance, while
administrators must collect, verify, and enter the data into spreadsheets or other systems.

iii) With manual systems, attendance data is not immediately available in real-time. This
delay hampers the ability to monitor attendance trends, identify patterns, and take timely
actions such as addressing late arrivals or early departures.

iv) Generating attendance reports manually can be time-consuming and error-prone.

Administrators often need to manually compile data from various sources, resulting in
delays and potential inaccuracies in reporting.

v) Manual attendance systems make it challenging to accurately calculate employee salaries

based on attendance records. Payroll processing is prone to errors, and delays may occur
in compensating employees for overtime or adjusting for absences.

vi) Manual systems lack transparency, making it difficult to track attendance discrepancies or
address issues such as buddy punching (one employee clocking in or out on behalf of
another). This lack of accountability can lead to inefficiencies and loss of productivity.

vii) Manual attendance records are vulnerable to loss, damage, or unauthorized access. Paper-
based systems can be misplaced or tampered with, jeopardizing the integrity and security
of employee attendance data.
viii) As organizations grow, manual attendance systems become more challenging to
manage. The process becomes increasingly cumbersome and error-prone when dealing
with a larger number of employees, departments, or multiple locations.

ix) Manual attendance systems place a significant administrative burden on HR or

administrative staff. They spend a substantial amount of time managing attendance
records, resolving discrepancies, and addressing attendance-related issues, diverting their
attention from other critical tasks.

x) Manual attendance systems do not provide real-time analytics or insights into attendance
patterns and trends. This lack of data-driven decision-making can hinder workforce
management strategies and optimization.

By transitioning to an automated employee attendance system utilizing QR code scanning,

Sierra Leone can address these specific problems, streamline attendance management
processes, improve accuracy, enhance data access, and facilitate better decision-making.

In light of these challenges, there is a critical need for the development of an automated
employee attendance data tool tailored specifically to the Sierra Leone context. Such a tool
would enable efficient analysis, and interpretation of employees’ attendance data, providing
valuable insights to managers and organization stakeholders and administrators, and the
general workforce. By addressing these limitations, the tool would enhance data-driven
decision-making, foster deeper understanding of employees’ behavior, and promote informed
civil engagement in Sierra Leone.

Objectives of the Project:

The aim of implementing a QR code-based employee attendance system is to improve the

efficiency, accuracy, and convenience of tracking and managing employee attendance.
Specific objectives include:

i) To automate the attendance tracking process by utilizing QR code scanning system.

ii) To improve the accuracy of attendance records by standardizing information in the QR
code system, minimizing the risk of human error and ensuring precise recording of
attendance data.

iii) To capture attendance data in real-time, allowing managers and HR personnel to access
up-to-date information regarding employee attendance.

iv) To streamline attendance tracking processes for both employees and HR personnel
making attendance tracking quick and convenient, reducing the time and effort required
to record attendance.

v) To provide comprehensive attendance data that can be analyzed to identify attendance

patterns, trends, and anomalies helping managers and HR personnel make informed
decisions, identify areas for improvement, and address attendance-related issues
promptly.

Significance of the study:

The implementation of a QR code-based employee attendance system holds significant

importance for organizations. The study will enhance the efficiency of attendance tracking
processes within organizations. By automating the process through QR code scanning,
organizations can save time and reduce administrative burden associated with manual data
entry and reconciliation.

The system provides real-time attendance data, enabling managers and HR personnel to
access up-to-date information about employee attendance. This data empowers them to make
informed decisions promptly.

Additionally, implementingAdditionally, implementing a QR code-based attendance system

streamlines attendance tracking processes for both employees and HR personnel. The system
eliminates the need for manual timekeeping and reduces paperwork, leading to time and cost
savings.

The significance of the project lies in its ability to enhance data understanding, support
informed decision-making, enable timely response and crisis management, improve
communication and reporting, empower managers and administrators, contribute to
organizational impact and policy formulation, and advance data literacy and skills. The
software tool serves as a valuable resource for unlocking the potential of an organization or
institution’s data and deriving meaningful insights for a wide range of stakeholders.

Scope of the project:

The scope of the project for implementing a QR code-based employee attendance system
encompasses several key areas that need to be addressed.

The project will deliver the following:

a) a) System Development of the QR code-based attendance system, including the

design and implementation of the software or application required for scanning and
processing QR codes.

b) b) Generation of unique QR codes for each employee.

c) c) The project involves implementing the necessary hardware or software

components for scanning QR codes.

d) d) The project includes designing and implementing a database or cloud-based

storage system to securely store attendance data.
e)
f) e) The scope covers the process of capturing attendance data through QR code
scanning and associating it with the corresponding employee and timestamp.

g) f) The project encompasses the development of reporting and analysis functionalities

within the attendance system.

h) g) Integration with Existing Systems.

i) h) Designing and developing a user-friendly interface for employees and

administrators to interact with the attendance system.
j) i) Implementing appropriate security measures to protect attendance data and
employee information.

k) j) Documentation covering the tools architecture, installation and implementation

guide, and usage instruction.

Methodology:

The Agile methodology, specifically Scrum, is selected as a suitable choice for this project
which requires creating a data recording and storing tool, because:

a) Iterative and incremental development: Agile methodologies allow for iterative and
incremental development, which means, the project can be divided into smaller, manageable
tasks or user stories. This approach enables continuous improvement and allows for
flexibility in adapting to changing requirements or emerging insights during the development
process.

b) Collaboration and communication: Developing a data visualization tool involves

understanding user needs and feedback, which can evolve over time. Agile methodologies
emphasize close collaboration between the development team and stakeholders, including
regular meetings, feedback loops, and transparency. This fosters effective communication,
ensures alignment with user requirements, and allows for quick adjustments as needed.

c) Rapid prototyping and user feedback: Agile methodologies encourage the creation of
prototypes or minimum viable products (MVPs) early in the development process. These
prototypes can be shared with potential users to gather feedback and validate assumptions.
This approach helps in refining the tool's features, ensuring that it meets the specific needs of
data recording and storing.

Technology stackto be Used:

 Programming Language: Java, JavaScript

 QR Code Generation: qrcode.js
 QR Code Scanning: Dedicated Hardware Scanners, Mobile Applications, Webcams
 Database and Storage: MySQL/Google Cloud Storage
 Security and Authentication:
  - SSL/TLS: For securing data transmission between the client and server.
 - OAuth or JWT: Authentication protocols for securing user access and
managing permissions.
 - Role-Based Access Control (RBAC): Enabling fine-grained access controls
based on user roles and permissions.

Plan of work:

The project will be divided into the following phases:

 Phase 1: Research and Requirements Gathering

 Phase 2: Data Collection and Processing
 Phase 3: Feature Extraction and Analysis
 Phase 4: Design and Development.
 Phase 5: Integration, Testing, and Debugging
 Phase 6: Report writing and Documentation and Finalization.

A GANT CHART DISPLAYING THE PLAN OF WORK FOR THE PROJECT

TIMELINE

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