School School Management Management

SystemSystem

E-Attendance E-Attendance ModuleModule

Present AttendancePresent Attendance

Common Challenges in Common Challenges in Manual AttendanceManual Attendance

1. Delay efficiency 1. Delay efficiency Late submission of attendance record to Late submission of attendance record to

management because :management because :1.1. Teacher couldn’t walk into their class early Teacher couldn’t walk into their class early

morning everyday due to P&P.morning everyday due to P&P.

2.2. Teacher absent or on MC or going for Teacher absent or on MC or going for courses.courses.

3.3. Form Supervisor need to mark the Form Supervisor need to mark the attendance but delayed due to other duties.attendance but delayed due to other duties.

2. Inaccuracy in attendance record 2. Inaccuracy in attendance record Inaccurate report due to :Inaccurate report due to :

1.1. Student late to school due to co-curriculum Student late to school due to co-curriculum activities e.g. swimming training.activities e.g. swimming training.

2.2. Student late due to unpredictable reasons.Student late due to unpredictable reasons.3.3. Form Teacher only able to check once daily for Form Teacher only able to check once daily for

the attendance.the attendance.4.4. Form Teacher get information from class Form Teacher get information from class

monitor which may not be accurate or up to monitor which may not be accurate or up to date.date.

Introduction to SMS Introduction to SMS AttendanceAttendance

Advantages in SMS Advantages in SMS AttendanceAttendance

1.1. Form Teacher can key-in or update the Form Teacher can key-in or update the attendance anytime through SMS.attendance anytime through SMS.

2.2. Total attendance will be automatically Total attendance will be automatically calculated and printed in the report card.calculated and printed in the report card.

3.3. School Administrations are able to check School Administrations are able to check students’ attendance without referring to students’ attendance without referring to Form Teachers.Form Teachers.

4.4. School Administrations are able to view School Administrations are able to view summary by class or level or total summary by class or level or total absentees.absentees.

SMS enhanced using E-SMS enhanced using E-AttendanceAttendance

Advantages in E-Advantages in E-AttendanceAttendance

1.1. Enable us to get the attendance Enable us to get the attendance record analysed, looking for record analysed, looking for patterns, to know which of the age patterns, to know which of the age groups and family background of groups and family background of students that usually skip school.students that usually skip school.

2.2. The E-Attendance system would The E-Attendance system would typically deliver an absentee report typically deliver an absentee report minutes after the morning minutes after the morning registration.registration.

3.3. All the register to be updated All the register to be updated through the day easily.through the day easily.

4.4. Absentees for more than a certain Absentees for more than a certain days can also be automatically be days can also be automatically be identified and informed to the identified and informed to the parents quickly.parents quickly.

5.5. Keep track of the students Keep track of the students movement.movement.

6.6. The school and parents can confirm The school and parents can confirm what time students arrive.what time students arrive.

How do the How do the E-Attendance E-Attendance

works?works?

We will take We will take SMJK SMJK Sam TetSam Tet as case study as case study

Firstly, every morning Firstly, every morning students and staff will line students and staff will line

up to clock inup to clock in

For those forgotten to bring For those forgotten to bring E-Card, we will reissue a E-Card, we will reissue a

temporary cardtemporary card

Secondly, we will Process / Secondly, we will Process / Update the E-AttendanceUpdate the E-Attendance

A proper documentation of A proper documentation of students and staff clock in and students and staff clock in and

out will be recordedout will be recorded

Thirdly, administrators will Thirdly, administrators will have a summary of the have a summary of the Students’ AttendanceStudents’ Attendance

Enable Form Teacher to update Enable Form Teacher to update their students’ reason for being their students’ reason for being

absent, late or tardy.absent, late or tardy.

Enable Admin to update staff’s Enable Admin to update staff’s reason for being absent, late reason for being absent, late

etc.etc.

What are the What are the requirements to requirements to

adopt adopt E-Attendance?E-Attendance?

Hardware Hardware Requirements :Requirements :

1. 1. ComputerComputer SystemSystem

Pentium 4Pentium 4 RAM Memory at RAM Memory at

least of 512 MB least of 512 MB or 1.0 GBor 1.0 GB

Windows XP or Windows XP or Windows VistaWindows Vista

Hardware Hardware Requirements :Requirements :

2. 2. Attendance Attendance InputInput

1 or 2 1 or 2 ReaderReader for for Students & Students & Teachers to Clock Teachers to Clock In or Clock OutIn or Clock Out

1 1 MonitorMonitor for for visual displayvisual display

Hardware Hardware Requirements :Requirements :

3. 3. Input Controller Input Controller BoxBox

One One Controller BoxController Box

control :control :1 Reader Clock In & 1 Reader Clock In &

1 Reader Clock Out1 Reader Clock Out

Number of ControllerNumber of Controller

box depends on thebox depends on the

school requirementschool requirement

Hardware Hardware Requirements :Requirements :

4. 4. Card InputCard Input

Each Students and Each Students and

Teachers is givenTeachers is given Lanyard with Lanyard with

School name and School name and logo.logo.

Card HolderCard Holder Mifare CardMifare Card

Software Requirements – Software Requirements – E-Attendance + Time E-Attendance + Time AttendanceAttendance

Any Any PROBLEMPROBLEM during during

E-Attendance E-Attendance Implementation ??Implementation ??

1. Power supply not 1. Power supply not stable?stable?

Power connected to Power connected to the Controller box the Controller box consume only small consume only small voltage. voltage.

Power supply Power supply sometimes high or low. sometimes high or low.

This can interfere This can interfere Controller box chipset.Controller box chipset.

Solution : Solution : Put an AVR Put an AVR to stabalize the to stabalize the power. (auto voltage power. (auto voltage regulator)regulator)

AVR

Controller Box

2.2. Students or staff forgot Students or staff forgot to bring to bring their cards / lost their their cards / lost their cards?cards? Students or staff forgot Students or staff forgot

to bring their cardsto bring their cards Students or staff lost Students or staff lost

their cardstheir cards Students’ or staff’s Students’ or staff’s

cards spoiltcards spoilt Solution : Solution : Reissue Reissue

them a temporary them a temporary cards so that they cards so that they can clock in and out.can clock in and out.

3. No power supply?3. No power supply?

No power supply to PCNo power supply to PC Solution :Solution : Install a Install a

UPS (Uninterupt UPS (Uninterupt Power Supply) unit to Power Supply) unit to protect your PCprotect your PC..

No power supply to No power supply to Controller BoxController Box

Solution :Solution : Inside Inside Controller Box Controller Box already have battery already have battery power packpower pack..Battery pack in

Controller box

4. Reader cannot 4. Reader cannot capture so fast?capture so fast?

Number of students too Number of students too many.many.

Reader can sense the Reader can sense the signal but takes time to signal but takes time to read or capture the read or capture the cards.cards.

Solution : Solution : Students or Students or staff need to line up staff need to line up to clock in and check to clock in and check to make sure their to make sure their name appear at the name appear at the monitor.monitor.

5. Do I need to shut down 5. Do I need to shut down my PC?my PC?

Yes, PC is not like Yes, PC is not like your server. It your server. It couldn’t stand to be on couldn’t stand to be on for 24 hours. for 24 hours.

Solution : Solution : Please shut Please shut down the PC at the down the PC at the end of the day e.g. end of the day e.g. 7.00 pm. Restart at 7.00 pm. Restart at the earliest time the earliest time possible roughly possible roughly 6:45am.6:45am.

Who is manning this E-Who is manning this E-Attendance?Attendance?

Who is in charge?Who is in charge? Solution : Solution : SMS SMS

AdminAdmin

Why?Why? Because SMS Because SMS

Admins has access Admins has access to Students’ info, to Students’ info, Teachers’ info and Teachers’ info and Basic Module and E-Basic Module and E-Attendance. They Attendance. They are the BEST people are the BEST people to do it.to do it.

What is the estimate cost of What is the estimate cost of implementing E- implementing E-

Attendance?Attendance?Software Cost Estimation :Software Cost Estimation : One Time Off PaymentOne Time Off Payment

E-Attendance Software : RM 3,500.00E-Attendance Software : RM 3,500.00 Project Management + Project Management +

Installation Fees : RM 500.00Installation Fees : RM 500.00

Yearly PaymentYearly Payment Maintainance + Maintainance +

Support Fees : RM 525.00Support Fees : RM 525.00

Hardware Cost Estimation :Hardware Cost Estimation : Pentium 4 System : RM 2,500 – Pentium 4 System : RM 2,500 –

RM 3,500RM 3,500

(per set)(per set) Reader (per unit) : RM 300 - Reader (per unit) : RM 300 -

350350 Controller Box (per unit) : RM 1,200.00 Controller Box (per unit) : RM 1,200.00 Reader + Controller Box must comes together One Controller controls ONLY 1 clock in reader & 1 clock out reader.

Installation : RM 300Installation : RM 300 (Inclusive of trunking & piping RJ45 for the First 10 meter. Additional wiring charges

will be RM15 per meter) Mifare Card + Card Holder + Lanyard with school name & logo Mifare Card + Card Holder + Lanyard with school name & logo

(only one colour) each : RM 13.00(only one colour) each : RM 13.00