Sample application of learning on data collection and data processing to one case

1. Integrating Google Forms and
Pivot Table
Knowledge Sharing Session 3 on
Database

2. Review
• Google Forms – for collecting data
• Pivot Table – for summarizing large amounts
of data

3. Basic Problem Solving Phases from
Data Collection Perspective
Plan
• Identify and
analyze the
problem
• Clarify what
question do
we want to
answer
• Design the IS
accordingly
Collect
• Implement
the data
collection
plan
Use
• Analyze
the data
• Make
decisions
• Report as
needed

4. Sample Case: Daily Time Record
• Situation: The PMS Time Attendance
Monitoring System (TAMS) has broken down.
Temporarily, the HRDMS has procured a
bundy clock that will print the times the
employees log in and out every day onto a
bundy card. The HRDMS then encodes the
printed times to an Excel file for review and
validation of overtime requests, among
others.

5. Sample Case: Daily Time Record
• Analysis: While the bundy clock system has been
implemented in other agencies, the system is
prone to error during the encoding phase (i.e.,
HRDMS staff copies the printed times in and out
from the bundy card to an Excel file). Further,
there have been observed cases when some
bundy cards, due to difference of sizes, are not
“accepted” by the bundy clock; hence, the
security guard has to write the time by hand,
presenting data integrity question to the process.

6. Sample Case: Daily Time Record
• Strength
– Easy to implement
– Traditional (easy to
recognize)
• Weakness
– Inefficient
• Opportunity
– Availability of wireless
internet connection and
extra computers
• Threat
– Immediate solution’s risk
of data integrity (during
card printing in bundy
card and encoding in
computer)

7. S W
T
Strength
Easy to implement
Traditional (easy to
recognize)
Opportunities
Availability of wireless
internet connection
and extra computers
Threats
Immediate solution’s risk
of data integrity (during
card printing in bundy card
and encoding in computer)
O
Weakness
Inefficient
ANALYSIS
There is an existing asset that can be used to address
the weakness and the threat.

8. COMPUTER-BASED TIME ATTENDANCE
LOGIN FORM USING GOOGLE FORMS
AND PIVOT TABLE IN GOOGLE SHEETS
Alternative Solution

9. Drivers of the Alternative System
• Minimize human intervention in recording the
time of logging in and out
• Utilize computer power and efficiency in
reporting related attendance indicators
• Allow easier reporting of data
• Allows scalability and possible integration with
existing HR-related databases/information
systems

10. What questions or requirements do
we want to address?
• Every day, what were the times that Employee A
logged in and out?
• Of Employee A’s OT Request, how much can be
recognized as actual and official OT?
• Can we get an easy visual check if an employee
was late or had undertime?
• Can we formulate a logic that will calculate how
much time will be deducted for lunch and 15-min
breaks?
• Can we calculate the allowable OT payment given
the above considerations?

11. The resultant form per employee
should be like this:
Date AM In AM
Out
PM In PM Out OT In OT Out Late Under-
time
1
2
3
4
5

12. HR looks at an employee’s attendance
with the following considerations
• Date
• AM In
• AM Out
• PM In
• PM Out
• OT In
• OT Out
• OT
– OT Request
– OT Allowable (no under-
time or late?)
– How much OT allowable
– How much OT Pay
• Undertime
– How much leave to
deduct (if under-time)

13. LET’S GET TO WORK – DEVELOPING
AN ALTERNATIVE TAMS

14. Basic Steps
1. Create the Google Forms
2. Create the associated Google Sheets
3. Use Pivot Table to generate the individual
DTR
4. Use Google Sheets functions to incorporate
the needed algorithms and formulae
5. Test
6. Revise as needed

15. DIFFERENTIATING DATA AND
KNOWLEDGE

16. Integrating Knowledge Management
to Data Management
Plan
Collect
AnalyzeDecide
Learn

17. QUESTIONS?

18. EGC WEBSITE
Please visit this website (You must be logged in via your Gmail to see the
contents):
https://sites.google.com/site/egcpms