School Management System E Attendance Module


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Presenting how the e-Attendance module were implemented in SMJK Sam Tet in Ipoh, Malaysia

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School Management System E Attendance Module

  1. 1. School Management System E-Attendance Module
  2. 2. Present Attendance
  3. 3. Common Challenges in Manual Attendance <ul><li>1. Delay efficiency </li></ul><ul><ul><li>Late submission of attendance record to management because : </li></ul></ul><ul><ul><ul><li>Teacher couldn’t walk into their class early morning everyday due to P&P. </li></ul></ul></ul><ul><ul><ul><li>Teacher absent or on MC or going for courses. </li></ul></ul></ul><ul><ul><ul><li>Form Supervisor need to mark the attendance but delayed due to other duties. </li></ul></ul></ul>
  4. 4. <ul><li>2. Inaccuracy in attendance record </li></ul><ul><ul><li>Inaccurate report due to : </li></ul></ul><ul><ul><ul><li>Student late to school due to co-curriculum activities e.g. swimming training. </li></ul></ul></ul><ul><ul><ul><li>Student late due to unpredictable reasons. </li></ul></ul></ul><ul><ul><ul><li>Form Teacher only able to check once daily for the attendance. </li></ul></ul></ul><ul><ul><ul><li>Form Teacher get information from class monitor which may not be accurate or up to date. </li></ul></ul></ul>
  5. 5. Introduction to SMS Attendance
  6. 6. Advantages in SMS Attendance <ul><li>Form Teacher can key-in or update the attendance anytime through SMS. </li></ul><ul><li>Total attendance will be automatically calculated and printed in the report card. </li></ul><ul><li>School Administrations are able to check students’ attendance without referring to Form Teachers. </li></ul><ul><li>School Administrations are able to view summary by class or level or total absentees. </li></ul>
  7. 7. SMS enhanced using E-Attendance
  8. 8. Advantages in E-Attendance <ul><li>Enable us to get the attendance record analysed, looking for patterns, to know which of the age groups and family background of students that usually skip school. </li></ul><ul><li>The E-Attendance system would typically deliver an absentee report minutes after the morning registration. </li></ul>
  9. 9. <ul><li>All the register to be updated through the day easily. </li></ul><ul><li>Absentees for more than a certain days can also be automatically be identified and informed to the parents quickly. </li></ul><ul><li>Keep track of the students movement. </li></ul><ul><li>The school and parents can confirm what time students arrive. </li></ul>
  10. 10. How do the E-Attendance works? We will take SMJK Sam Tet as case study
  11. 11. Firstly, every morning students and staff will line up to clock in
  12. 12. For those forgotten to bring E-Card, we will reissue a temporary card
  13. 13. Secondly, we will Process / Update the E-Attendance
  14. 14. A proper documentation of students and staff clock in and out will be recorded
  15. 15. Thirdly, administrators will have a summary of the Students’ Attendance
  16. 16. Enable Form Teacher to update their students’ reason for being absent, late or tardy.
  17. 17. Enable Admin to update staff’s reason for being absent, late etc.
  18. 18. What are the requirements to adopt E-Attendance?
  19. 19. Hardware Requirements : <ul><li>1. Computer System </li></ul><ul><li>Pentium 4 </li></ul><ul><li>RAM Memory at least of 512 MB or 1.0 GB </li></ul><ul><li>Windows XP or Windows Vista </li></ul>
  20. 20. Hardware Requirements : <ul><li>2. Attendance Input </li></ul><ul><li>1 or 2 Reader for Students & Teachers to Clock In or Clock Out </li></ul><ul><li>1 Monitor for visual display </li></ul>
  21. 21. Hardware Requirements : <ul><li>3. Input Controller Box </li></ul><ul><li>One Controller Box </li></ul><ul><li>control : </li></ul><ul><ul><li>1 Reader Clock In & </li></ul></ul><ul><ul><li>1 Reader Clock Out </li></ul></ul><ul><li>Number of Controller </li></ul><ul><li>box depends on the </li></ul><ul><li>school requirement </li></ul>
  22. 22. Hardware Requirements : <ul><li>4. Card Input </li></ul><ul><li>Each Students and </li></ul><ul><li>Teachers is given </li></ul><ul><ul><li>Lanyard with School name and logo. </li></ul></ul><ul><ul><li>Card Holder </li></ul></ul><ul><ul><li>Mifare Card </li></ul></ul>
  23. 23. Software Requirements – E-Attendance + Time Attendance
  24. 24. Any PROBLEM during E-Attendance Implementation ??
  25. 25. 1. Power supply not stable? <ul><li>Power connected to the Controller box consume only small voltage. </li></ul><ul><li>Power supply sometimes high or low. </li></ul><ul><li>This can interfere Controller box chipset. </li></ul><ul><li>Solution : Put an AVR to stabalize the power. (auto voltage regulator) </li></ul>AVR Controller Box
  26. 26. <ul><li>Students or staff forgot to bring their cards / lost their cards? </li></ul><ul><li>Students or staff forgot to bring their cards </li></ul><ul><li>Students or staff lost their cards </li></ul><ul><li>Students’ or staff’s cards spoilt </li></ul><ul><li>Solution : Reissue them a temporary cards so that they can clock in and out. </li></ul>
  27. 27. 3. No power supply? <ul><li>No power supply to PC </li></ul><ul><li>Solution : Install a UPS (Uninterupt Power Supply) unit to protect your PC . </li></ul><ul><li>No power supply to Controller Box </li></ul><ul><li>Solution : Inside Controller Box already have battery power pack . </li></ul>Battery pack in Controller box
  28. 28. 4. Reader cannot capture so fast? <ul><li>Number of students too many. </li></ul><ul><li>Reader can sense the signal but takes time to read or capture the cards. </li></ul><ul><li>Solution : Students or staff need to line up to clock in and check to make sure their name appear at the monitor. </li></ul>
  29. 29. 5. Do I need to shut down my PC? <ul><li>Yes, PC is not like your server. It couldn’t stand to be on for 24 hours. </li></ul><ul><li>Solution : Please shut down the PC at the end of the day e.g. 7.00 pm. Restart at the earliest time possible roughly 6:45am. </li></ul>
  30. 30. Who is manning this E-Attendance? <ul><li>Who is in charge? </li></ul><ul><li>Solution : SMS Admin </li></ul><ul><li>Why? </li></ul><ul><li>Because SMS Admins has access to Students’ info, Teachers’ info and Basic Module and E-Attendance. They are the BEST people to do it. </li></ul>
  31. 31. What is the estimate cost of implementing E-Attendance? <ul><li>Software Cost Estimation : </li></ul><ul><li>One Time Off Payment </li></ul><ul><ul><li>E-Attendance Software : RM 3,500.00 </li></ul></ul><ul><ul><li>Project Management + </li></ul></ul><ul><ul><ul><li>Installation Fees : RM 500.00 </li></ul></ul></ul><ul><li>Yearly Payment </li></ul><ul><ul><li>Maintainance + </li></ul></ul><ul><ul><li> Support Fees : RM 525.00 </li></ul></ul>
  32. 32. <ul><li>Hardware Cost Estimation : </li></ul><ul><ul><li>Pentium 4 System : RM 2,500 – RM 3,500 </li></ul></ul><ul><ul><li>(per set) </li></ul></ul><ul><ul><li>Reader (per unit) : RM 300 - 350 </li></ul></ul><ul><ul><li>Controller Box (per unit) : RM 1,200.00 </li></ul></ul><ul><ul><li>Reader + Controller Box must comes together </li></ul></ul><ul><ul><li>One Controller controls ONLY 1 clock in reader & 1 clock out reader. </li></ul></ul><ul><ul><li>Installation : RM 300 </li></ul></ul><ul><ul><li>(Inclusive of trunking & piping RJ45 for the First 10 meter. Additional wiring charges will be RM15 per meter) </li></ul></ul><ul><ul><li>Mifare Card + Card Holder + Lanyard with school name & logo (only one colour) each : RM 13.00 </li></ul></ul>